| Topic: | University Grounds and Physical Facilities |
|---|---|
| Approval Authority: | President and Vice-Chancellor |
| Approval Date: | May 11, 2022 |
| Effective Date: | May 11, 2022 |
1. Purpose
To define the authority and rationale and establish guidelines concerning the flying of flags on official flagstaffs of the University.
2. Authority, Scope and Application
2.1 This Policy is enacted by the President of York University under the authority of subsection 13 (2) b) of the York University Act (1965).
2.2 This Policy applies to all members and organizations of the York University Community who seek to fly or display a flag on a campus.
3. Definitions
Under this policy:
“Campus” means all facilities operated and controlled by York in the Province of Ontario, including buildings, instructional spaces, and University-operated undergraduate student residences. Spaces not operated or controlled by York, including spaces on York’s campuses under the control of a third party, are excluded from this definition of Campus.
“half-mast or half-masting” means flying a flag with its center being half-way down the mast whereby the University bestows an honour and expresses a collective sense of sorrow.
“Official Flags” means the National Flag of Canada, the Standard of the Governor General, the Provincial Flag of Ontario, the Standard of the Lieutenant Governor, the Flag of York University
“Official Flagstaffs” means the permanent flag poles installed on our campuses. On the Keele Campus the flag poles are located in front of Vari Hall and in front of the Passey residence. On the Glendon Campus, the flag pole is located in front of the West Quad, York Hall.
“Precedence” means the order to be ceremonially observed regarding people of different rank or the display of flags, according to an acknowledged or legally determined system; in this case, the University follows the precedence lists set by the Canadian and Ontario governments.
“Registered Charitable Organization” means organizations that are registered by the Government of Canada as charities.
“University” means York University as established under the York University Act (1965) and its affiliates.
"University Community members” means current student, staff, or faculty members, including employees on short- or long-term disability, current members of the Board of Governors, any retired faculty, and staff member and former Chairs of the Board of Governors, University Presidents and Chancellors.
“Visiting Dignitary” means a person with high rank or office, who is recognized as having precedence and who is visiting a campus.
4. Policy
4.1. The University normally displays in order of precedence the National Flag of Canada, the Provincial Flag of Ontario and the Flag of York University on its official flagstaffs.
4.2. Flags on the official flagstaffs on the property or premises of York University are displayed in conformity with provincial and national flag protocol guidelines.
4.3. The University shall fly at half-mast the flags referenced under section 4.1 in observance of declared national and provincial periods of mourning, nationally agreed special occasions under Schedule I, and the deaths of members of the University Community.
4.4. Other flags may be flown on the University’s official flagstaffs upon approval of the President, where sufficient official flagstaffs are available, with flags flown at half-mast under section 4.3 having precedence. This may include the flags of registered charitable organizations affiliated with the University, flags of the country of dignitaries making official visits to the University and flags identified with provincial and/or national periods of recognition and awareness.
5. Roles and Responsibilities
5.1 Members of the York community wishing to raise a flag or to have a flag flown at half mast must submit a request to the Office of the President for review and consideration.
5.2 The President or their designate, shall receive requests, either to raise a flag that is not an official flag, or to lower flags to half-mast. If the request is approved by the President or their designate, the Office of the President will notify the Office of Community Safety and will provide guidance as to the duration that a flag should be flown or lowered to half-mast.
5.3 Community Safety department will be responsible for replacing flags over which they have jurisdiction, when it has been deemed necessary by either Community Safety or the Office of the President.
6. Review
To be reviewed by the President every three years.
7. Procedures
7.1 Half-masting
Upon request from a York community member, The President will consider lowering flags. The flags will be lowered once for any current student, staff, or faculty members, including employees on short- or long-term disability, current members of the Board of Governors, any retired faculty, and staff member and former Chairs of the Board of Governors, University Presidents and Chancellors.
The flags will be flown at half-mast once:
- On the day of death of the deceased, if the information is received before 10:00 a.m., or
- On the day of the funeral, or
- If the funeral has already occurred, the President will choose an appropriate day to lower the flags in consultation with the home department or next of kin, or
- If there will be a memorial on campus with colleagues or family, the flags will be lowered on that date.
7.2 Request to raise a Flag
Members of the York community wishing to raise a flag must submit a request to the Office of the President for review and consideration. The request should include a rationale for the display of such flag, a picture or reasonable facsimile of the flag, as well as a proposed period during which the flag is to be flown.
The President will make the determination whether the proposed flag will be flown and for which period. The determination will consider all relevant university policies and ensure that proposed flag is in compliance with the policies.
Once approved, the Office of the President will make the necessary arrangements to have the flag flown for the approved period.
Schedule I
March 11 - National Day of Observance for the people who lost their lives and the significant impacts for all people because of COVID-19
April 28 - Day of Mourning for Persons Killed or Injured in the Workplace
June 23 - National Day of Remembrance for Victims of Terrorism
Second Sunday in September - Firefighters’ National Memorial Day
Last Sunday in September - Police and Peace Officers' National Memorial Day
September 30 - National Day for Truth and Reconciliation
November 8 - Indigenous Veterans Day
November 11 - Remembrance Day
December 6 - National Day of Remembrance and Action on Violence Against Women
| Legislative History: | Approved by President May 11, 2022 |
|---|---|
| Date of Next Review: | February 2025 |
| Related Policies, Procedures and Guidelines: |