Policies and agreements
It is a condition of employment that members of the UVic community be aware of, and act in accordance with, relevant university policies and procedures.
University policies
Policies approved by Senate and/or the Board of Governors are housed on the University Secretary website and include:
- Appointment and reappointment of Deans
- Academic accommodation and access for students with disabilities
- Non-academic misconduct (students)
- Non-remunerated academic appointments
VPAC policies
The following policies have been approved by the Vice-President Academic and Provost:
- Start-up Funds
- Terms and Conditions for Appointment of Associate Deans
- Terms and Conditions for Appointment of Deans
Annual review process
- Associate Dean and Librarian Assessment Criteria (new)
- Annual Merit Increment Principles and Criteria for Deans
Academic Calendar
The Academic Calendar also contains policies and regulations that instructors should be aware of:
Policies under development
- Dean and University Librarian Assessment Criteria (revised)
- Course Releases and Buy-outs (new)
- Terms and Conditions for Appointment of Associate Librarians (revised)
- Procedures for the Appointment and Re-Appointment of Deans (GV0450)
- Procedures for the Appointment and Re-appointment of the University Librarian (GV0410)
Provide your feedback
We welcome faculty, staff and student feedback on the draft Procedures for the Appointment and Re-appointment of the University Librarian policy.
Faculty-level policies
Faculty evaluation
As per the Collective Agreement, each faculty has a Faculty Evaluation Policy (FEP) for the evaluation of the work of faculty members. Contact your Dean's office for more information.
Unit standards
Each academic unit has a written Unit Standard setting out expectations for academic responsibilities and the distribution of assigned duties of faculty members. Contact your Chair/Director's office for more information.
Academic service agreements
Independent contractors may be hired to perform a variety of academic services including the development and/or delivery of credit or non-credit courses, seminars and workshops. The processes for determining the employment relationship and contracting for academic services are outlined below.
The determination of whether a worker is an employee or an independent contractor depends on the nature of the relationship established with the university. This determination should be made before the work has begun as it has significant implications for the university and the worker, including the assessment of taxes, CPP, EI, Worksafe coverage, labour standards, liability and ownership of intellectual property. It is therefore very important that the correct determination be made.
If a worker who is determined to have an employment relationship with the university is paid as an independent contractor without statutory deductions then the university and the worker are both at risk of re-assessment by Canada Revenue Agency (CRA). This is especially problematic if the independent contractor is already a UVic employee. Any assessment costs will be passed on to the department hiring the worker.
Supporting documents
- Checklist for Determining Employment Status
- Decision Diagram – Employee or Independent Contractor
- Process Flowchart – Employee or Independent Contractor
The Services Agreement forms are only to be used when the individual providing the service is determined to be an independent contractor, not an employee.
An employee cannot also be a contractor concurrently. If the individual is currently an employee of the university, they must be paid using a payroll form, available through Financial Services.
If you have questions after reviewing the above documents, please contact Faculty Relations (fra@uvic.ca).
The UVic signing authority for the Services Agreement shall determine whether the independent contractor is required to possess their own Commercial General Liability insurance and whether it is at the University's or the contractor's cost. This is expected when contracting for higher risk services (e.g., off-campus teaching/research, use of dangerous substances, etc.). The insurance requirement must be stated in the Services Agreement. For assistance in determining the appropriate insurance requirements based on risk, contact bmcallis@uvic.ca.
Contractors do not require workers compensation coverage, but must indemnify the university against liability in the services contract. Registration is available through . If a contractor is registered, their Worksafe BC number should be shown on the contract.
If the individual providing the academic service has been determined to be an independent contractor, the Services Agreement for Academic Services must be filled out and submitted to the Chair/Dean/VPAC as required by the Signing Authority Policy (FM5100) for approval. The following documentation must be included in the request for approval:
- Services Agreement for Academic Services, signed by the Contractor
- Checklist for Determining Employee Status
- Up-to-date CV (unless an up-to-date copy is on file)
- Division of Continuing Studies Instructor Appointment Checklist (if applicable)
Approved Service Agreements must be submitted electronically to Faculty Relations and Academic Administration at fraasec@uvic.ca.
Honoraria
An honorarium is a small token payment intended to be a gesture of appreciation to an individual volunteering service to UVic. It is not a payment intended to compensate an individual for their time or expense. Examples of appropriate activities for which an honorarium can be issued are a guest speaker or lecture given by a non-employee, assistance for support activities at a special event or as a research study participant.