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7.9 Travel by Senior Leadership and Senior Administrative Roles

7.9 Travel by Senior Leadership and Senior Administrative Roles

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President

Original Approval Date: May 24, 1995

Date of Most Recent Review/Revision: November 5, 2025

Office of Accountability: Office of the President

Administrative Responsibility: University Secretariat

1.00 Purpose

1.01 The purpose of this policy is to promote safe travel and mitigate risks associated with over-concentration of Executive Leadership and Senior Administrative Roles from the same unit travelling together due to the remote potential of a serious accident occurring during travel. This policy prioritizes the preservation of human life and minimizes the potential loss of critical personnel. Furthermore, it underscores our commitment to employee well-being, risk management, and responsible duty of care for our leadership team.

1.02 While the risk of accident is low, the Senior Leadership of the University is expected to make travel arrangements which limit the possible impact of an accident and, thus, the potential impact to the functioning of the university, ensuring the organization's continuity, stability, and ability to operate effectively in the event of an unfortunate incident.

2.00 Definitions

2.01 Executive Leadership: for the purposes of this policy the executive leadership of the University includes the President, Vice-Presidents, and the Chief Human Resources and Equity Officer.

2.02 Senior Administrative Roles: the most senior administrative roles responsible for operating a unit. This includes Vice Presidents, Associate and Assistant Vice-Presidents, CIO, Deans and the University Librarian and their leadership direct reports.

2.03 Vehicle: any automobile, bus, train, aircraft, nautical vessel, or other method of conveyance.

3.00 Jurisdiction/Scope

3.01 This policy applies to Executive Leadership and Senior Administrative roles who are planning to travel together on university business.

4.00 Policy

4.01 All University travel must be arranged to minimize the risk of travel, as much as possible.

4.02 All academic and administrative units must consider the possible impact of an accident when arranging joint travel for members of the unit.

4.03 To support continuity of leadership, travel arrangements should normally avoid having:

a. more than two members of the Executive Leadership team travelling in the same Vehicle.

b. more than two Senior Administrative roles from an administrative unit travelling in the same Vehicle, subject to section 4.03. For example, VP Finance & Administration, AVP Financial Services and Director Treasury should avoid travel in the same vehicle.

4.04 To ensure continuity and mitigate risk, individuals designated as natural successors for executive leadership and senior administrative roles within the organization should limit, to the extent possible, travel together in the same vehicle. This precaution is intended to safeguard leadership and operational stability in the event of unforeseen circumstances.

4.05 Travel arrangements should comply with Policy 5.1, Business Expenses and the associated Expense Handbook.

Relevant Legislation

 

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