Government Relations Policy 

– April 16, 2012 

Page 1 of 4  

 

 

GOVERNMENT RELATIONS POLICY 

 

Policy Type: 

Management 

Initially 
Approved: 

April 16, 2012 

Policy 
Sponsor: 

Vice-President, 
Community 
Engagement 

Last 
Revised: 

April 16, 2012 

Primary 
Contact: 

Community 
Engagement 

Review 
Scheduled: 

April 1, 2030 

Approver: 

Board of Governors 

 

 
A. 

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. 
 
 

B. 

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. 

 
 

C. 

SCOPE 

 

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

D. 

POLICY STATEMENT 

 

1. 

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 

Government Relations Policy 

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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. 

Government Relations Policy 

– April 16, 2012 

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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. 

 

2. 

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. 
 

3. 

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. 

 

 
 
 
 
E. 

DEFINITIONS 

 

(1) 

Policy: 

means the Alumni Association Policy 
 

(2) 

University: 

means Mount Royal University 

 
 

 
F. 

RELATED POLICIES 

 
 
 
G. 

RELATED LEGISLATION 

 

•  Charities Act 

•  Election Finances and Contributions Disclosure Act 

 
 

H. 

RELATED DOCUMENTS 

 
 
 
I. 

REVISION HISTORY 

 

Date 
(mm/dd/yyyy) 

Description of 
Change 

Sections 

Person who 
Entered Revision 
(Position Title) 

Person who 
Authorized 
Revision 
(Position Title) 

Government Relations Policy 

– April 16, 2012 

Page 4 of 4  

 

04/16/2012 

NEW 

 

 

 

01/21/2020 

Editorial 

Template Update 

Policy Specialist 

University Secretary 

08/18/2025 

Editorial 

3 

Director, Community 
and Strategic 
initiatives 

University Secretary