ࡱ> SUPQR3 ibjbj ({{eFl(???8?$@,(uuFVBVB(~B~B~BCCCttttttt$w yrtCCCCCtH~B~Bh u0HHHC2~B~BtHCtH HS nU( i~BJB KC (1?F&^i4 9u<uu_ MzBHMziH(( Policies and Procedures 80 Administration Policy Number: 80.10 Name: Travel Policy for Individuals Origin: Finance Committee Approved: June 1994 Approval Process: Board of Directors Revision Date(s): December 2001, October 2003, June 2005 80.10.1 REGULATIONS 80.10.1.1 General Travel Regulations of CIS are based on the reimbursement of reasonable expenses necessarily incurred on CIS business and subject to the following conditions: 80.10.1.2 Air Travel Air travel shall ordinarily be reimbursed at a discount or seat sale rate by the most direct route unless availability makes traveling in economy class necessary. Additional fare costs incurred for stopovers which are not related to CIS business will not be reimbursed. 80.10.1.3 Rail Fares shall not exceed first class transportation and lower standard berth or roomette. 80.10.1.4 Automobiles 80.10.1.4.1 If private automobiles are used on CIS business by staff members and others who receive an allowance based on kilometers or otherwise, car owners are advised to check in advance with their own insurance agent to secure an appropriate endorsement to their policy if necessary. 80.10.1.4.2 The kilometer rates are maximums and lesser rates may at times be arranged. 80.10.1.4.3 When use of a private automobile is necessary due to unavailability of public transportation, mileage may be claimed at the rate of 32 per kilometer (51 per mile). When a private automobile is needed for the purpose of traveling, reimbursement for mileage will be limited to the equivalent of one return seat sale airfare plus $100 (to reflect savings on travel agent ticketing fees and airport taxi or parking fees which will not be incurred) or the actual mileage at 32 per kilometer, whichever is the lesser. 80.10.1.4.4 Where an automobile is used and mileage is claimed, only one person may claim the mileage. Passengers traveling in the automobile may not claim mileage or the cost of equivalent public transportation. 80.10.1.5 Automobile Rental Rental of automobiles is not authorized unless a saving is evident. A brief explanation of the circumstances is required if car rentals are claimed. 80.10.1.6 Meals Meals charges are to be detailed and are to include gratuities paid to waiters to a maximum of $43.00 per day. Where meals are provided free of charge, claimant shall deduct an equivalent amount, i.e. breakfast: $10.00; lunch: $12.00, dinner: $21.00. 80.10.1.7 Lodging Reimbursement for hotels, motels, and other lodgings will be limited to reasonable amounts as follows: Single occupancy for non-paid CIS Board, Committee members and other CIS volunteers. Double occupancy for paid staff and officials (unless uneven numbers require single occupancy). 80.10.1.8 Telephone Long distance toll charges and faxes are to be shown separately. 80.10.1.9 Receipts ORIGINAL receipts are required for air, bus and rail fares, lodgings, taxis, and in general for all items except mileage claims, and meals. Claims for air, bus and rail fairs should be supported by the passenger's copy of the ticket. 80.10.1.10 Claim Forms All claims are to be made on the proper CIS Travel Expense Claim Form (80.10.3). 80.10.1.11 Partial Claims Where additional outside financial assistance is received, the source and amount shall be indicated on the Travel Expense Claim Form. 80.10.1.12 Advances Advances shall be accounted for by submission of a Travel Advance Authorization Form, and any unused balance refunded within two weeks after completion of the journey. 80.10.2 PROCEDURES FOR COMPLETION OF TRAVEL EXPENSE CLAIM FORM 80.10.2.1 All items must be listed in chronological order. 80.10.2.2 All items except meals must be amply described or itemized in the description column. Expenses should be listed in the currency of the country visited and the total converted to equivalent Canadian Funds. 80.10.2.3 Receipts required under Regulation 80.10.1.9 should be stapled to the back of the claim in the order in which they appear on the claim. 80.10.2.4 Automobile kilometers - insert actual kilometers in the column provided and extend the total of the column directly to the column for "Other Expenses" at the appropriate rate provided under Regulation 80.10.1.4.3. 80.10.2.5 Sign and date claim form. 80.10.3 TRAVEL EXPENSE CLAIM FORMFORMULAIRE DE DEMANDE DE REMBOURSEMENT 801 avenue King Edward Ave., Ste N205, Ottawa, ON, K1N 6N5(613) 562-5670 Fax: 562-5669Name/Nom _______________________________________Purpose of Travel/ But du dplacementPosition/Poste____________________________ Destination____________________________________Address/Adresse ___________________________________________________Date of Travel/__________________________Date du dplacement___________________________DateDetails/AutoBreakfast/Lunch/ Supper/Other Exp./DtailsKmPetit-dj. $10Djeuner $12Dner $21Autres dp.Extend total meals to last column/Total des repas: la dernire colonneTotal Km @ 0.32 per/parKmI hereby certify that this claim is correct in everyTotal Expenses/Total des dpensesparticular and that all expenditures were necessarily incurred with due regard for reasonable economy. / Je soussign, certifie que cette demande est exacte etLess Travel Advance/ que toutes les dpenses furentMoins l'avance (Cheque/Chque # )ncessaires et encourues raisonnablement.Net balance due to Claimant or CIS/Montant net remettre au demandeur ou SICSignature of Claimant/ DATE (For office Use Only)Signature du demandeur( lusage du secrtariat seulement) Policies and Procedures 80 Administration Policy Number: 80.20 Name: Conflict of Interest Policy Origin: Executive Committee Approved: June 2001 Approval Process: Board of Directors Revision Date(s): November 2006 80.20.1 Statement of Policy 80.20.1.1 Scope This Policy applies to Directors, CIS employees, CIS Committee members including members of all standing, ad hoc, selection and hiring Committees, and all hearing panel members (hereafter the affected parties or party) while acting on the behalf of CIS. 80.20.1.2 Duty The duty of all affected parties, while acting on behalf of CIS, shall be to respect and place the interest of CIS ahead of and in priority to any private or personal interests held by the affected party. 80.20.2 DEFINITIONS 80.20.2.1 In this policy, conflict of interest broadly refers to any situation in which an affected party is influenced in an organizational decision or action by personal, financial, business, or other concerns unrelated to CISs best interests. This policy also deals with situations wherein it could be perceived that an affected party is in a conflict situation as described above. 80.20.2.2 An affected party is considered to have a conflict in connection with a proposed transaction of Canadian Interuniversity Sport in the following circumstances: a) the affected party has an interest in the proposed transaction in the form of a significant personal financial interest in the transaction or in any organization involved in the transaction, or holds a position as trustee, director, or officer in any such organization; b) a member of the immediate family has an interest in the proposed transaction in the form of a significant personal financial interest in the transaction or in any organization involved in the transaction, or holds a position as trustee, director, or officer in any such organization (immediate family is considered to include a partner, child, brother or sister, or any person financially dependent on the Director or employee); and c) in any other circumstance where the affected party, any other employee or any CIS member believes that a real or perceived conflict may be present. 80.20.3 REGULATIONS 80.20.3.1 No affected party shall use his or her position, or the knowledge gained there from, in such a manner that a conflict between the interest of the organization or any of its affiliates and his or her personal interests arises. 80.20.3.2 The conduct of personal business between any affected party and the organization and any of its affiliates is prohibited, except when approved pursuant to this policy. 80.20.3.3 Neither affected parties may obtain for themselves, their relatives, or their friends a material interest of any kind from their association with the organization, except when approved pursuant to this policy. 80.20.3.4 It is the responsibility of the affected parties to declare circumstances where a conflict exists. Furthermore, any other employee or any Canadian Interuniversity Sport member may identify situations where they believe that an employee or Director has a conflict. 80.20.3.5 The Board of Directors must approve all conflict of interest situations involving a transaction with a financial value or benefit in excess of one thousand dollars ($1,000). 80.20.3.6 Conflict situations involving transactions with a financial value or benefit less than one thousand dollars ($1,000) must be approved by two disinterested members of the Board of Directors, provided that such transactions do not represent a series of transactions (in such cases the series of transactions must be approved by the Board of Directors). 80.20.3.7 In considering conflict situations, the Board of Directors, or the two disinterested members of the Board of Directors in the case of transactions under $1,000.00, must consider the following: a) The process of selection of the second party to the transaction and whether appropriate consideration has been given to available options. b) The business needs of Canadian Interuniversity Sport and whether such needs are best satisfied by the party presenting a conflict of interest. c) Whether entering into the transaction could be perceived by a reasonable person to represent an unacceptable conflict and where such perception might damage the reputation of Canadian Interuniversity Sport. 80.20.3.8 When a transaction involving conflict of interest is being discussed, the conflicted affected party may neither be present at the meeting nor participate in any way as an advocate on their own behalf, informally or formally, unless such participation is unanimously approved by the Board of Directors or by the two disinterested members of the Board. 80.20.3.9 Approval of a transaction considered under this policy requires a unanimous vote of those present for the conflict of interest discussion. In the case of the Board of Directors, normal quorum rules will apply. In the case of the two disinterested Board members, both must be present. 80.20.4 Breach of Conflict of Interest Policy 80.20.4.1 A breach of this policy shall subject to discipline under Policy 90.40 Discipline Policies and Procedures 80 Administration Policy Number: 80.30 Name: Personal Information Protection Policy Origin: Board of Directors Approved: August 2004 Approval Process: Board of Directors Revision Date(s): June 2005 80.30.1 Commitment to Protecting Personal Information Canadian Interuniversity Sport is committed to protecting the privacy of the student-athletes and others who participate in its events and use its services. This Personal Information Protection Policy (the Policy) describes the policies and practices of Canadian Interuniversity Sport with respect to the collection, use and disclosure of personal information. The Policy may be updated from time to time, with updates approved by Canadian Interuniversity Sport Board of Directors to reflect developments in practices, new technology or the law. Updates will be made available in the same ways as the Policy. Our collection, use and disclosure of personal information will be governed by the version of this Policy in effect at the time. 80.30.2 Personal Information For the purposes of this Policy, personal information is any information that can be used to distinguish, identify or contact a specific individual. Personal information includes, for example, name, date of birth, home address, telephone number, email address, health and medical information, or interests of an individual. Personal information does not include the name, position or business address or telephone number of an employee of an organization. This Policy applies to personal information of student-athletes, donors and other individuals who have expressed an interest in Canadian Interuniversity Sport or have participated in an event sponsored or organized by CIS. The personal information that CIS generally collects and uses includes: name, address, telephone number, e-mail address, banking or credit card information (card number, type and expiry date). From student-athletes, the CIS also collects information related to the student-athletes involvement with CIS, such as their date of birth, weight, height, citizenship, health and medical information, academic information (including transcripts), athletic history and the student-athletes photograph. 80.30.3 Accountability CIS is responsible for all personal information under its custody or control, including information that it may transfer to a third party for processing. The Director of Finance and Administration of CIS has been appointed as Privacy Officer for Canadian Interuniversity Sport. The Privacy Officer may delegate day-to-day responsibility for administration of this Policy to other employees but the Privacy Officer remains accountable for CISs handling of personal information. The Privacy Officer may be contacted at: 801 King Edward Avenue, Ottawa, Ontario, K1N 6N5, 1-613-562-5670, ext. 24. CIS is responsible for personal information sent to third parties who provide services to CIS. Canadian Interuniversity Sport requires any such third parties to use the personal information only for the purposes for which it is provided to them, and to protect the privacy of the personal information in accordance with privacy laws and in a manner that is consistent with this Policy. CIS stores and processes personal information in Ottawa, Canada. 80.30.4 Information Received from Other Sources CIS receives personal information from CIS members who collect that information from student-athletes who wish to participate in sporting events, programs, meetings, conferences, workshops, seminars or other events organized or sponsored by Canadian Interuniversity Sport (hereinafter Canadian Interuniversity Sport events). When CIS does so, we ask the organization to provide only personal information of individuals who have consented to the sharing of their information. If CIS is contacting you based on information received from a CIS member, we will ask you whether you wish to receive further communications from CIS and we will respect your wishes. CIS will explain at that time the consequences of declining to receive further communications. 80.30.5 Purposes for Collecting and Using Personal Information 80.30.5.1 Student-athletes participating in Canadian Interuniversity Sport events. CIS collects and uses personal information of student-athletes participating in Canadian Interuniversity Sport sanctioned events for the following purposes: to ensure compliance with CIS regulations, including Canadian Interuniversity Sport Eligibility and Drug Education & Control Regulations; to process registration with CIS and for specific Canadian Interuniversity Sport sanctioned Events; to carry out the organization and administration of CIS Events; to advise student-athletes about Canadian Interuniversity Sport Events and other events of reputable organizations that may be of interest to them; to contact student-athletes for the purpose of conducting surveys relating to the quality of Canadian Interuniversity Sport Events; to honour student-athletes for athletic and academic excellence through special awards and student-athlete profiles; to provide the names of attendees of Canadian Interuniversity Sport events to all organizations who participate in a Canadian Interuniversity Sport event and to allow such organizations to advise attendees of any side meetings, symposia or other activities related to the event; to invite student-athletes to future CIS Events that are likely to be of interest to them to develop and issue media releases on student-athletes doping infractions. 80.30.5.2 Donations Canadian Interuniversity Sport collects donations from individuals who wish to support the organization. For the purpose of such donations Canadian Interuniversity Sport collects the name, the contact information and the credit card information of the donor. This information is used only to process and administer donations and issue tax receipts. 80.30.6 Disclosure of Personal Information 80.30.6.1 CIS discloses personal information of a student-athlete in the following circumstances: To streamline the administration and registration process for student-athletes wishing to participate in CIS sanctioned Events, Canadian Interuniversity Sport occasionally discloses personal information to its members (e.g. the post-secondary institutions of learning attended by the student-athlete) and to other athletic associations or organizations that are involved in or associated with CIS Events, such as the International University Sports Federation. Once information has been passed to CIS members (or to any other organization in accordance with this Policy), it is no longer in the control of CIS and becomes subject to the privacy practices and procedures of the recipient organization. For the purposes of administering its Doping Control Program and issuing press releases, Canadian Interuniversity Sport discloses personal information of student-athletes to the Canadian Centre in Ethics and Sport. Student-athletes wishing to participate in Canadian Interuniversity Sport sporting events or competitions cannot withdraw their consent to such a disclosure. If a student-athlete withdraws his or her consent to such a disclosure, Canadian Interuniversity Sport cannot determine the student-athletes eligibility and therefore the student-athlete cannot participate in the sporting event or competition. CIS occasionally discloses the name, photograph, academic institution, program and year of study, sport(s), athletic and academic accomplishments and interests, and career information of student-athletes to the media and the general public (via Canadian Interuniversity Sport website and other CIS publications) for the purpose of honouring student-athletes for athletic and academic excellence through awards and other honours. Such information is also made available to the general public on Canadian Interuniversity Sport website under the section Where are they now, to provide updated information on CIS student-athletes. Personal information of student-athletes, such as their name, address and telephone number may be disclosed from time to time to persons and organizations involved in the recruitment and drafting of athletes. Canadian Interuniversity Sport also occasionally discloses personal information of student-athletes to other organizations or companies that provide information or sponsor events likely to be of interest to student-athletes. CIS publishes, for each Canadian Interuniversity Sport sporting event, programs in which are listed the names, sporting event, university, hometown, date of birth, height, weight and other personal statistics of student-athletes, as well as the date and time of the event in which he or she is participating. CIS discloses personal information of student-athletes and other individuals who have expressed an interest in Canadian Interuniversity Sport or have participated in an event sponsored or organized by Canadian Interuniversity Sport to third party service providers who process information on Canadian Interuniversity Sport behalf. Canadian Interuniversity Sport requires all such service providers to agree to handle personal information in accordance with applicable laws. 80.30.6.2 On Canadian Interuniversity Sport Student-Athlete Acknowledgement Form, student-athletes have the opportunity to opt out of the disclosure and use of their personal information for the purposes outlined above (except for the purpose of administering the Canadian Interuniversity Sport Doping Control Program). In addition, a student-athlete may withdraw consent at any time by contacting the Canadian Interuniversity Sport Privacy Officer. Canadian Interuniversity Sport takes careful steps to ensure it complies with individuals wishes with respect to disclosure and use of their personal information. Canadian Interuniversity Sport will explain the consequences of withdrawing consent. 80.30.6.3 Other than as outlined here, and as permitted or required by law, Canadian Interuniversity Sport does not disclose personal information of student-athletes or of any other individual who has expressed an interest in Canadian Interuniversity Sport or has participated in an event sponsored or organized by CIS, unless it has that persons consent. 80.30.7 Consent CIS uses personal information only with the consent of the individual, except as otherwise permitted or required by law. When a student-athlete or other individual registers for a CIS Event or otherwise provides CIS with personal information, the individual will be given an opportunity to opt out of receiving further information from CIS or from any third parties. In addition, an individual may withdraw his or her consent to the use of personal information for any purpose at any time by contacting CIS at the address above. CIS will explain the consequences of withdrawing consent. 80.30.8 WEBSITE CIS provides information and some services via its website (the Site). By using the Site, users agree that information may be collected, used and disclosed in accordance with this Policy. 80.30.8.1 Cookies The Site uses cookies, which are small amounts of data that are transferred to a users browser. Cookies are used to customize the site to an individuals interests or to retain personal information, such as a password, for the next visit. A user can set his or her browser not to accept cookies and still access the Site, although as a result certain areas of the Site may be unavailable or difficult to use. 80.30.8.2 Non-Personal Information As is typical with many websites, the Site automatically collects certain non-personal information regarding website users, such as the date and time a user linked to the Site. The Site also collects non-personal data which is used for system administration purposes and to update the Site. 80.30.8.3 Forms, email, etc. Individuals may provide CIS with personal information when completing forms or contacting CIS via email. Once CIS receives such information via email or CIS website, the information is stored in a secure environment. Users personal information will not be used or disclosed unless permitted by law or the users consent obtained. 80.30.8.4 Links The Site contains links to other third party websites, such as those of other sport associations and federations. These links are provided for the convenience of users. Canadian Interuniversity Sport has no responsibility or liability for or control over those websites or their collection, use and disclosure of personal information. 80.30.8.5 Third Party Ad Server Canadian Interuniversity Sport uses a third party to serve the advertisements that users see on the pages of its website. If users would like to know more about the information gathering practices and "opt-out" procedures of our third party ad server, please consult the following website: www.doubleclick.net/privacy_policy/ 80.30.9 ACCURACY CIS seeks to ensure that the personal information it uses is accurate and up to date. Please assist us by advising Canadian Interuniversity Sport Privacy Officer of any inaccuracies you notice so that we may make appropriate corrections. 80.30.10 Limiting Retention of Personal Information CIS retains personal information as long as it is needed for the purpose for which it was collected and in order to meet legal and regulatory requirements. 80.30.11 SAFEGUARDS CIS protects personal information against such risks as loss or theft, unauthorized access, disclosure, copying, modification and destruction by using appropriate security measures. Canadian Interuniversity Sports employees with access to personal information are required to respect the confidentiality of that information pursuant to their employment agreement with Canadian Interuniversity Sport. Employees also participate in privacy training. Canadian Interuniversity Sport implements methods of protecting personal information that include limiting access to the information, restricting access to offices where information is held and technological measures such as passwords. 80.30.12 ACCESS An individual may request access to the personal information held about him or her at any time by contacting the Privacy Officer at 1-613-562-5670, ext. 24. CIS will endeavour to respond to any such request as quickly as possible and, in any event, within the legally required time periods. Subject to certain exceptions and limitations prescribed by law, an individual will be given access to any personal information CIS holds about the individual. 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