Government Relations Policy – April 16, 2012

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GOVERNMENT RELATIONS POLICY

Policy Type:

Management

Initially

Approved:

April 16, 2012

Policy

Sponsor:

Vice-President,

University

Advancement

Last

Revised:

April 16, 2012

Primary

Contact:

University

Advancement

Review

Scheduled:

April 2017

Approver:

Board of Governors

OVERVIEW

Mount Royal University is a publicly funded institution as well as a registered not-for-profit

charitable organization. As such, the University falls within the scope of the Election Finances

and Contributions Disclosure Act as a “prohibited corporation” and the Charities Act as a “charity.”

This Policy acknowledges the University’s obligation to abide by the provisions of these Acts and

takes into consideration the associated level of public accountability related to all expenditure

activities of the institution.

PURPOSE

The purposes of the Government Relations Policy include:

(1)

to ensure proper protocol is followed with respect to communication with government

officials;

(2)

to provide guidelines for the appropriate use of University funds to ensure compliance with

relevant federal and provincial legislation;

(3)

to promote responsible stewardship of public funds.

SCOPE

This Policy applies to all University employees and all funds administered by the University.

POLICY STATEMENT

COMMUNICATIONS WITH GOVERNMENT

The Minister of Advanced Education (Minister) is ultimately accountable to the Legislature

for the operation and performance of the post-secondary system, and in particular, that

public post-secondary institutions are fulfilling their mandates. The Minister manages

his/her/their accountability at arm’s length through a relationship with the governing board

of each institution.

1.1

The Board of Governors’ (Board’s) relationship with the President and with the

Provincial Government (which occurs primarily through the Minister) is key. This

intermediary role helps the Board provide direction to the University in a way that

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addresses both the unique needs of Mount Royal University and the public. This

role also enables the Board, primarily through the Board Chair, to provide input to

the development of provincial policies by providing advice on issues and trends,

reacting to proposals and statements put forward by the Minister and the

Department of Advanced Education (Department), Board recommending policy

changes to the Minister, and keeping the Minister informed about the development

of Mount Royal and its plans for the future.

1.2

The Board Chair serves as the voice of the Board to the Minister and the public.

Operational issues are delegated to the CEOs of the Department (Deputy Minister)

and the Institution (President), who work together or, in many cases, further

delegate tasks to other officials.

1.3

As the chief executive officer of the Board of Governors, the President is the only

University employee authorized to serve as the University’s official spokesperson

and as its responsible authority for communicating with government officials. In

practice, in this area as in others, the President delegates portions of his/her/their

responsibility to other senior officials of the University. This Policy is designed to

provide clear guidelines in respect to the President’s delegation of authority to

other University officers.

a. All written or communications making commitments by the University or

seeking approvals from external sources for funds, academic programs,

academic services or activities, inter-institutional cooperation, and evaluations

of programs or operations shall be signed by the President.

b. Communications with the Premier and Minister shall normally be conducted by

the Board Chair or with the Board Chair’s approval. Communications with the

Deputy Minister and Assistant Deputy Ministers shall be conducted by the

President or with the President’s approval.

c. The Vice Presidents may carry on discussions and preparatory or informational

correspondence with government personnel with respect to matters relevant to

their Divisions, subject to the condition that the President receives copies of all

correspondence and timely reports on important discussions. Unless

authorized by the President, the Vice Presidents may commit only to

recommend a University commitment to the President.

d. The Vice Presidents will normally conduct correspondence with government

officials below the level of Assistant Deputy Minister.

e. With the prior approval of the appropriate Vice President, Associate Vice

Presidents, Deans and Directors may carry on discussions and preparatory or

informational correspondence with government personnel with respect to

matters relevant to their areas of responsibility, subject to the condition that the

Vice President receives copies of all correspondence and timely reports of

important discussions. The Associate Vice President, Dean or Director may

commit only to make a recommendation to the Vice President. Typically, the

Associate Vice President, Dean or Director meets with government officials in

the presence of the Vice President.

f. With the prior approval of the Vice President, the Dean may authorize a

Department Chair or Program Director (Faculty of Continuing Education &

Extension) to begin discussions with peers in government departments.

Copies of any correspondence and reports of meetings are to be provided to

the Dean.

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g. Typically, the Dean will be present at any discussions after the initial

exploratory meeting and will assume the responsibility for further

correspondence. The Department Chair or Program Director meets with

government officials at the invitation of the Dean, Vice President or President.

POLITICAL CONTRIBUTIONS

Mount Royal University funds or property are not to be given as a contribution to any

political party or to any candidate, or holder of public office, in conformity with relevant

legislation. This prohibition extends to all indirect contributions such as the price of

admission tickets to sporting, social or other events where part of the proceeds are directed

to a political party or candidate.

POLITICAL FUNDRAISING DINNERS AND EVENTS

In the case of federal or provincial political fundraising dinners or events, the University

follows the regulations provided by the provincial government. University officials or

representatives are free to attend political fundraising dinners or events as a guest. All

University employees are free to attend such events at their own expense. In the event a

University official or representative finds it necessary to purchase a ticket for business

conducted on behalf of the University, the expense will be reimbursed in accordance with the

limits stipulated in the Alberta Election Finances and Contributions Disclosure Act:

Fund-raising functions

23(1) In this section, “fund-raising function” includes any social function held for the purpose

of raising funds for the registered party, registered constituency association or registered

candidate by whom or on whose behalf the function is held.

(2) The gross income from any fund-raising function must be recorded by the chief financial

officer of the registered party, registered constituency association or registered candidate

that held the function or on whose behalf the function was held.

(3) If an individual charge by the sale of tickets or otherwise is made for a fund-raising function

held by or on behalf of a registered party, registered constituency association or registered

candidate, then for the purposes of this Act,

(a) if an individual charge is $50 or less, it shall not be considered as a contribution unless

the person who pays the charge specifically requests that it be so considered, in which

case 1/2 shall be allowed for expenses and 1/2 shall be considered as a contribution to

the registered party, registered constituency association or registered candidate, as the

case may be, and

(b) if the individual charge is more than $50, $25 shall be allowed for expenses and the

balance shall be considered as a contribution to the registered party, registered

constituency association or registered candidate, as the case may be.

(4) The price paid by a person at a fund-raising function in excess of the market value at

that time for goods or services received is considered to be a contribution to the registered

party, registered constituency association or registered candidate, as the case may be.

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DEFINITIONS

(1)

Policy:

means the Alumni Association Policy

(2)

University:

means Mount Royal University

RELATED POLICIES

RELATED LEGISLATION

•

Charities Act

•

Election Finances and Contributions Disclosure Act

RELATED DOCUMENTS

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)

04/16/2012

NEW

01/21/2020

Editorial

Template Update

Policy Specialist

University Secretary