Policies you should know

Key policies and procedures for faculty:

We've collected some of the key policies that affect faculty members here, but there are a lot more!

Visit the University of Waterloo Secretariat website to view all university policies and guidelines.

Other topics, including performance evaluation, vacation, and grievances, are covered in our Memorandum of Agreement with the University.

Interpreting policy

Occasionally, the Provost's office issues a memorandum to clarify or fill a gap in policy, and these carry a lot of weight. You can read all the provostial memos on the Provost Office website.

For FAUW's take on policies and more, browse our Faculty Guide to Working at Waterloo.

The Academic Freedom & Tenure Committee can help you navigate any policies or guidelines.

How are policies approved?

Approval from FAUW is required to create or modify University policies categorized “F” (faculty), “FS” (faculty and staff) or “A” (administration). Any policy that affects faculty working conditions has to be classified F or FS.

Policies related to faculty appointments and career progression

Faculty Appointments – Policy 76

This policy defines appointment categories (regular, research, visiting, adjunct, special), appointment types, and hiring procedures for faculty, as well as spousal appointments.

Tenure and Promotion of Faculty Members – Policy 77

This policy outlines the procedures and standards for achieving tenure and promotion to full professor.

Extra-University Activity – Policy 49

This document is designed to assist members of faculty and the administration in understanding what may or may not be appropriate by way of extra-University activity.

Policies related to reduced workload, sabbaticals, and other leaves

Sabbatical and Other Leaves for Faculty Members – Policy 3

This policy details how sabbaticals work, leaves without pay, political leaves, and what happens to your benefits during leaves.

Pregnancy and Parental Leaves (including Adoption), and the Return to Work – Policy 14

This policy addresses leaves of absence and benefits for eligible employees associated with the birth or adoption of a child, and measures available to employees and their managers to facilitate the employee’s return to work following the leave of absence. 

Reduced Workload to Retirement – Policy 59 (and reduced workload in general)

Reduced work loads may be of interest to faculty and staff members who wish to reduce the time committed to their University careers in the years prior to retirement.

Reduced workloads in other circumstances are either temporary (up to two years) or are considered a change from full-time to part-time or fractional-load status.

Policies related to finance and research

Intellectual property rights – Policy 73

It is University policy that ownership of rights in IP created in the course of teaching and research activities belong to the creator(s). Exceptions include that the University normally retains ownership of IP rights in works created as 'assigned tasks' in the course of administrative activities, and that the University can copy and/or use scholarly works created in the course of teaching and research activities for other teaching and research activities.

Quotations and tenders – Policy 17

Any goods/services charged to any operating, ancillary, trust, endowment, research or capital account are subject to this policy. Notably, anything with an estimated total cost of CAD$5,000 (or less, if the authorized agent is unfamiliar with the market or prices of the goods/services in question) requires a minimum of three oral or written quotations.

University expenses – Policy 31

This policy applies to all individuals incurring business expenses on behalf of the University while carrying out University business, including faculty.

Also see the guidelines for expenses and expense reimbursement information on the Finance Resources website.

Provision for University Overhead in Sponsored Research Activities – Policy 26

This policy stipulates that the University recover the cost (direct and indirect) of sponsored research activities (i.e., compensation to the University for the use of space, heat, light, power, furniture, administrative services, library, central computing, etc.). Whenever possible, provision for University overhead (the indirect cost) must be made when applying for funding for sponsored research activities.

Other policies and guidelines