Office of the General Counsel FAQs
What services does OGC render and how can I contact OGC?
Who does the Office of General Counsel represent?The Office of General Counsel provides legal advice and representation to Sheridan. This includes academic and administrative units, senior management, faculty members and other employees acting in their capacity as Sheridan employees.
What is the role of the Board?The affairs of the college are governed by its Board of Governors. The Board of Governors has responsibility for the stewardship of Sheridan by establishing appropriate governance and risk management strategies to ensure the institution’s strategic objectives and outcomes are met, its assets are protected, and its long-term grown and sustainability are ensured. It must conduct the affairs of the institution lawfully and in accordance with approved guidelines, legislation, policies and bylaws and uphold Sheridan’s values. The Board delegates responsibility for general management and supervision of the affairs and operations of Sheridan to the President and Vice Chancellor.
What matters are brought to the Board?
Matters that come forward to the Board and/or committees include but are not limited to compliance with government directives or legislation, critical information associated with the fiduciary duties of the Board or issues tied to the strategic goals of the institution.
Typically, committees of the Board are engaged first and are responsible for raising the matter to the Board with decision recommendations.
Matters may also be invited to the Board for educational purposes. Informing the Board of activities and initiatives will help provide Governors with a deeper understanding of Sheridan’s culture and organization.
What does Board membership look like?
The Board of Governors is composed of four (4) internal Governors representative of the following constituencies:
- Support Staff
A maximum of twelve (12) external Governors are appointed by the Board. Eight (8) Governors are appointed by the Board members holding office at the time of the appointment and the remaining four (4) are appointed by the Lieutenant Governor in Council (LGIC). The President and Vice Chancellor is by nature of the position, a member of the Board.
Members of the President and Vice President Team (PVP) also attend meetings of the Board. View Board member profiles.
Can I attend a Board meeting?
Yes! Board meetings are open to the public. Members of the Sheridan community are invited to attend the public portion of Board meetings. Meeting dates are predetermined and can be found here. To request attendance at a Board meeting, please contact firstname.lastname@example.org least one week in advance of the scheduled meeting date.
Check out Board of Governors page on Sheridan Central for updates and a look at agenda items for upcoming meetings.
Where should process servers be directed to serve Sheridan with legal process documents (such as claims against Sheridan)?Process servers should be directed to the Office of General Counsel, 1430 Trafalgar Road, Oakville, Ontario, L6H 2L1.
Can the legal team represent or give legal advice to individual faculty members, staff, students on personal matters or matters not related to Sheridan?
Can I retain outside counsel for a college matter?No. All external counsel engagements are done through the Office of General Counsel.
Can the OGC assist with commissioning of affidavits or notarizing documents?The OGC can assist in commissioning affidavits that are related to the business of Sheridan only.
Who can sign contracts on behalf of Sheridan?
Who approves policies at Sheridan?
The Policy Review Committee (PRC) is a cross-departmental committee that provides recommendations and guidance to Sheridan staff on the development of policies related to
the work of the Board of Governors, administrative staff, and academic activities. The role and actions of the PRC will depend on the type of policy under review.
- Administrative Policies: Provide a recommendation to PVP for approval.
- Academic Policies: Provide a recommendation to PVP for approval. Policies that are mandated by the Ministry or are required by legislation (e.g., new programs of instruction) will be approved by the Board through a recommendation from the Academic and Student Affairs Committee.
- Board of Governors Policies: Provide a recommendation to the Governance and People Committee to recommend that the policy is approved by the Board of Governors.
The Office of General Counsel oversees this process and will prepare you for the approval process.
What steps should I take before writing a policy and/or procedure?The first step you should take is to reach out to the Office of General Counsel to assess the issue that you are trying to address. A policy may not always be the right solution to address the issue you are trying to solve and the OGC can assist you in determining what tools might be most suitable for your situation.
What is the difference between a policy, procedure, guideline, and protocol?
Policies state an organization’s position on a given subject. They deal with the “what” and the “why” aspects of a situation. Policies guide an organization to a desired outcome. A policy should not contain procedural detail.
A procedure is a series of written instructions that describe the recommended steps of a particular sequence of events. They deal with the “who” and “how” aspects of a situation. Procedures are generally used to supplement operational policies by describing how they will be complied with.
A protocol is a written plan that specifies a series of actions or steps to be taken to achieve a particular end. A protocol is like a procedure in that it describes the “who” and “how” aspects of a situation. However, a protocol applies to more narrow circumstances or audiences (e.g., a specific requirement to be followed by a department/unit).
A guideline is a general rule or piece of advice. Guidelines provide a recommended approach on the most effective way to address an issue when specific standards do not apply. Guidelines, by nature, are open to interpretation and do not need to be followed to the letter.
What kind of privacy advice do you provide?We provide advice on a wide range of topics including applying and interpreting the legislation, Freedom of Information, Privacy Impact Assessments, privacy breaches, and other topics related to privacy and personal information. If we require further clarification, we will be in touch.
How do I update my Personal Information Banks (PIB)?You do not need to make changes to your Personal Information Banks. This is done through the OGC on a yearly basis.
Can I report a privacy breach through the Workfront intake form?
What if I need to make changes to a classification code for a record series under my custody?Use the Workfront Intake process to provide details surrounding your request. We will work with you to clarify your specific needs and if it is necessary, we will either amend an existing code, or create a new one. View the Records Classification and Retention Schedule.
Are you able to change mine or my employee’s security access?No. Requests for system and security access are provided by IT Security.
Records and Information Management
What do I need in order to request a file or a box of files from inactive storage?Please provide us with the file / box number and enough information about the file (i.e. first and last name and year student / employee attended Sheridan).
How do I transfer a box to inactive storage?
Will staff from the Department of Records and Information Management move my boxes for me?No. You can coordinate the transfer of boxes via Facilities or within your department.
What do I do if I notice that a secure grey shred bin needs to be replaced?You can log a request via the Workfront Intake and the Department of Records and Information Management will coordinate the change. Please provide specific information regarding the location of the bin.
Do I need to send a representative from my Department to retrieve records from the Inactive Storage Centre?