Committees

1. Purpose and Authority

The Appeal Committee on Property Infractions (the “Committee”) is established to provide an independent, fair, and impartial review of written appeals related to property infractions issued on University of Waterloo property. The Committee operates separately from enforcement and administrative units and adjudicates appeals arising under the University of Waterloo Parking Regulations and other regulations applicable to property infractions.

The Committee’s authority is derived from the University’s jurisdiction over its property and parking operations and is exercised in alignment with University governance principles, procedural fairness, and transparency.

2. Scope and Jurisdiction

The Committee has jurisdiction to:

• Receive, consider, and adjudicate written appeals of property infractions, including parking violations, issued to vehicles on University property.
• Review appeals submitted in accordance with timelines, eligibility criteria, and processes outlined on the University’s Appeal an Infraction webpage.

The Committee does not consider appeals related to matters outside the scope of the Traffic and Parking Regulations, nor appeals submitted outside prescribed timelines.

3. Principles

The Committee operates in accordance with the following principles:

• Procedural fairness and impartial decision-making
• Independence from enforcement and administrative functions
• Consistency and transparency in adjudication
• Evidence-based decision-making, with decisions grounded in the facts presented and applicable regulations
• Respect and confidentiality for all parties involved

4. Definitions

For the purposes of these Terms of Reference:

• Appellant: An individual who submits an appeal for a property infraction in accordance with the University’s published process.
• Infraction: A violation of the University of Waterloo Parking Regulations for which a citation has been issued.
• Quorum: The minimum number of voting members required to be present to conduct Committee business.

5. Membership

The Committee shall consist of up to six (6) voting members, representing the University community:

• One faculty member, appointed by FAUW for a three-year term
• One staff member, appointed by UWSA for a three-year term
• One representative of the Waterloo Undergraduate Students Association (WUSA), appointed for a one-year term
• One representative of the Graduate Student Association (GSA), appointed for a one-year term
• One representative, appointed by CUPE 793, for a three-year term
• One representative, appointed by OPSEU, for a three-year term

Members are expected to act in an impartial and unbiased manner and to declare any real or perceived conflicts of interest.

Chair

• The Chair shall be selected from among the voting members of the Committee by the Committee.
• The Chair is responsible for ensuring the orderly, fair, and efficient conduct of Committee proceedings.

Resources to the Committee (Non-Voting)

The following individuals support the work of the Committee in a non-voting capacity:

• Manager, Sustainable Transportation (or designate), who is responsible for administrative coordination, record-keeping, and communicating decisions to appellants.

Conflict of Interest and Recusal

• Committee members must disclose any actual, potential, or perceived conflict of interest related to an appeal, including personal, professional, or financial interests that could reasonably be seen to affect their impartiality.
• A member who has a conflict of interest shall recuse themselves from the consideration and decision of the affected appeal.
• The Chair is responsible for determining, in consultation with members as appropriate, whether a conflict of interest exists and whether recusal is required.
• Where the Chair has a conflict of interest, another member shall be designated to preside over the affected appeal.

Confidentiality

• Committee members and non-voting resources shall maintain the strict confidentiality of all appeal materials, deliberations, discussions, and decisions.
• Information obtained through participation on the Committee shall be used solely for the purpose of adjudicating appeals and shall not be disclosed to any person outside the Committee, except as required to carry out official Committee functions or as required by law or University policy.
• Committee members shall not retain, copy, or distribute appeal records outside approved University systems.
• The confidentiality obligation continues after a member’s term on the Committee has ended.

7. Chair’s Powers and Responsibilities

The Chair shall:

• Preside over Committee meetings and ensure procedural fairness
• Determine the order of business and manage the conduct of proceedings
• Rule on procedural matters, including admissibility of information, conflicts of interest, and quorum
• Ensure that all members have an equal opportunity to participate in deliberations
• Facilitate consensus or, where required, call for a vote
• Ensure that decisions are clearly articulated, recorded, and supported by reasons

8. Quorum and Voting

• Quorum shall consist of three (3) voting members.
• Decisions are made by majority vote of members present.
• Each voting member, including the Chair, has one vote.

9. Meetings

• The Committee shall meet monthly, except for the month of August, or as required to manage appeal volumes.
• Appeals are reviewed based on written submissions; appellants do not attend meetings.

10. Appeal Process

• Appeals must be submitted through the University’s designated appeal system (e.g., ePark) within 14 days of the infraction date.
• To enable sustainable management of appeal volumes, a two-stage process has been adopted whereby appeals will undergo an Administrative Review (Stage 1). Appeals not appropriate for Administrative Review or those that have requested a review of the Stage 1 decision proceed to Stage 2.
• The Committee hears appeals that have proceeded to a Stage 2 appeal only.
• All appeals are reviewed based on the offence, the reasons provided, and any supporting documentation.

11. Decisions and Communication

• Decisions of the Committee are final.
• Outcomes are communicated to appellants in writing via their email address on record.
• Decisions are based on the written record and are not subject to further internal appeal.

12. Reporting and Transparency

• An annual summary report indicating the number of appeals heard, and the number of successful appeals shall be published on the Sustainable Transportation website.

13. Review of Terms of Reference

These Terms of Reference shall be reviewed annually to ensure alignment with University policies, regulations, and governance best practices.

1.0 Purpose and Mandate of the Advisory Committee

The advisory committee exists to obtain user views on existing and future policies and initiatives related to parking operations and sustainable transportation matters.  The Committee is advisory to the Vice-President, Administration and Finance, and to Sustainable Transportation and provides non-binding advice. Decision-making authority remains with University administration. The committee has the following advisory functions:

• To receive, examine and review submissions or concerns brought forward by individuals or groups on parking and sustainable transportation matters, as appropriate. Parking appeals are managed by the Property Infractions Committee.
• On request of the Executive Director, Safety, Security and Transportation, to review and provide comments on existing or proposed rules, regulations, policies or protocols regarding parking and sustainable transportation operations.

• To advise on communication plans related to parking and sustainable transportation changes or initiatives with the broader campus community.
• To review and advise on new initiatives or operational concepts (technology, enforcement methods, payment methods, etc.) to address customer service and operational needs. The committee may advise on potential barriers to improvements or changes (technological, logistical, political, financial) and provide administrative and procedural guidance where applicable.
• The committee will be advised in advance and may provide feedback on annual changes to permit fees, being mindful of the financial context within which the University operates. The committee will not approve fees.

The Committee’s advice will be informed by broader institutional plans, strategies, and principles that shape transportation-related decision making at the University. This includes considering initiatives and guiding principles arising from the Campus Plan, Shift: Mobility, the Multi-Year Accessibility Plan, Waterloo at 100, and other relevant plans or strategies as they are developed. In this context, the Committee provides a forum to consider how existing and future parking and sustainable transportation policies, initiatives, and operational changes align with institutional priorities related to sustainability, accessibility, mobility, safety, and the effective use of campus space.

2.0 Purpose and Mandate of the Sustainable Transportation Department

Sustainable Transportation manages parking at all University of Waterloo campuses, endeavoring to provide safe and sustainable use of space and resources for employees, students, and visitors. The department also promotes sustainable transportation options, including secure bicycle parking, EV charging, and transit.

Operations are entirely self-funded, covering both operating and capital expenses. Sustainable Transportation contributes to the University’s operating fund for space, utilities, administration, and maintenance, and reserves funds for major projects like lot rehabilitation and capital improvements.

3.0 Parking fees, Costs and Budget

Sustainable Transportation must develop an annual budget that balances income and expenses to support its operations and build reserves for capital projects. To achieve this, users are charged parking fees, which are structured to promote fairness among different types and categories of parking privileges, ensuring enough revenue to meet operational costs.

The Committee serves in an advisory capacity and may provide input on budget considerations, parking fees and related communications; however, final decisions are made by the University. Annual fee adjustments and major projects will be communicated to the Committee in advance of broader campus communication.

4.0 Composition and Membership

Membership is voluntary and reflects a broad cross-section of the institution. Members will be elected or appointed annually by each of the following constituencies. Term of membership is one year, beginning September 1, 2026 and is renewable.

Membership consists of:

• 1 FAUW member
• 1 UWSA member
• 1 CUPE 793 member
• 1 CUPE 5524 member
• 1 OPSEU member
• 1 undergraduate student, appointed by WUSA
• 1 graduate student, appointed by GSA
• 1 member from administration - satellite campus
• Associate Director, Campus Accessibility
• 1 member from Plant Operations - Design & Construction
• Manager, Sustainable Transportation
• Executive Director, Safety, Security and Transportation (chair)
• Sustainable Transportation Specialist
• Staff member, Sustainable Transportation (secretary)

Other stakeholders will be invited to attend as guests where required.

Meetings will be chaired by the Executive Director, Safety, Security and Transportation. The Chair is responsible for guiding the work of the Committee, including setting meeting agendas in consultation with members, facilitating discussions to ensure balanced participation, and supporting the development of clear, well-documented advice. The Chair will support, as appropriate, the recording and communication of the Committee’s deliberations, recommendations, and any differing views to Sustainable Transportation and, where warranted, to the Vice-President, Administration and Finance. The Chair may also determine when matters require escalation or additional direction.

Committee members are expected to declare any real or perceived conflict of interest in relation to agenda items, and, where appropriate, may be asked by the Chair to refrain from participating in related discussions or providing advice.

5.0 Meetings

The Committee will normally meet once per term, with meeting dates announced in advance.  Additional meetings may be scheduled at the call of the Chair.

The Committee will aim to provide advice on a consensus basis. Where consensus cannot be achieved, differing perspectives will be clearly documented in the meeting record and reflected in any advice provided. The Chair may determine whether such matters are escalated to the Vice-President, Administration and Finance for consideration, along with a summary of the range of views expressed.

Agenda items will be requested of the membership before each meeting date. Every effort will be made to distribute the agenda 7 days in advance of the scheduled meeting. Minutes will be taken by Sustainable Transportation staff and distributed to members within a reasonable time frame following each meeting.

6.0 Evaluation and Reporting

The effectiveness of the Committee will be assessed on an annual basis by the Chair, with consideration given to factors such as the relevance and timeliness of advice provided, member participation and engagement, and the extent to which the Committee’s input supports institutional priorities related to sustainable transportation. The Committee will provide an annual summary report to the Vice-President, Administration and Finance outlining key topics considered, advice provided, and any identified issues or emerging themes. Terms of Reference and membership will also be reviewed annually.

7.0 Document Revision History

Version	Date	Author	Revision
1.0	2026.05.19	Kate Windsor	Initial version