| Topic: | Financial and Operations |
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| Approval Authority: | Vice-President Finance and Administration |
| Approval Date: | April 6, 2026 |
| Effective Date: | April 6, 2026 |
1. Purpose
The purpose of this Supplier Code of Conduct is to outline the minimum standards expected of Suppliers who provide goods and/or services to the University. Wherever possible, the University expects that Suppliers will work proactively, towards exceeding industry standards and best practices and encourages their Subcontractors to also meet the standards outlined forthwith.
2. Scope and Application
2.1 This Procedure applies to all Suppliers who provide goods and services to the University.
2.2 This Procedure should be read in conjunction with the University’s associated policies, procedures, guidelines and any relevant and applicable legislation, and any other policy that may become applicable and/or relevant.
3. Definitions
For the purposes of this Procedure, the terms
“Supplier” means any individual or business who provides goods and/or services to the University.
“Subcontractor” means any individual or business who provides goods and/or services to the Supplier in the fulfillment of their business operations.
4. Roles and Responsibilities
4.1 The Vice-President Finance and Administration will be responsible for the implementation of this procedure.
4.2 The Director, Strategic Procurement Services will be responsible for responding to concerns raised by People Managers where a Supplier is believed or discovered to be acting in contravention of this Supplier Code of Conduct.
5. Review
This procedure will be reviewed every 5 years at a minimum. During the review, the procedure will remain in full force and effect.
6. Procedures
6.1 Objectives
The provisions set forth in this Supplier Code of Conduct outline the minimum standards expected of Suppliers who provide goods and/or services to the University. Wherever possible, the University expects that Suppliers will work proactively, towards exceeding industry standards and best practices and encourages their Subcontractors to also meet the standards outlined forthwith.
6.2 Expectation of Suppliers to adopt the Code
Any Supplier who supplies the University with goods and/or services are expected to abide by the tenets of this Supplier Code of Conduct (hereafter Code) at all times. In instances where a Supplier is found to be in breach of or is otherwise non-compliant with this Code, the University may, at its sole discretion, use any measures at its disposal to bring about compliance, including requiring remediation by the Supplier or its subcontractors.
Suppliers are responsible for promoting the values of this Supplier Code of Conduct with their Subcontractors. Suppliers may not, however, advertise or promote in any way that they are compliant with this Code.
6.3 Environmental
Suppliers shall operate in an environmentally responsible and resource-efficient manner in accordance with applicable law, and best practices. Suppliers should, wherever possible, proactively undertake initiatives to promote greater environmental responsibility within their own organization and their Suppliers by:
a. Reduce greenhouse gas consumption – Suppliers shall strive to reduce greenhouse gas emissions wherever possible. Suppliers should develop processes to monitor, measure and evaluate their emissions, and where possible, share their emissions data with the University to contribute to the University’s Net-Zero targets.
b. Reduce waste – Suppliers shall have in place and maintain appropriate provisions to ensure the minimization of plastics and other disposable items, safe handling, storage, reuse or management of waste, wastewater and air emissions that protects the wellbeing of human health and biodiversity.
c. Promote biodiversity and responsible resource management – Natural resources shall be used in an environmentally sustainable way including the avoidance of practices which contribute to deforestation and to refrain from conducting activity in areas that have high biodiversity value.
6.4 Social
Suppliers shall at all times uphold the human rights of employees, communities and vulnerable populations. Suppliers must ensure the following:
a. Human rights – Suppliers shall support human rights conventions and ensure at all times that they are not willfully or passively condoning any human rights abuses. Where an abuse is discovered, Suppliers must notify the University and immediately seek to remedy the abuse.
b. Prohibition of child labour – The University does not tolerate child labour. The University expects Suppliers to abide by, at a minimum, the Fundamental standards of the International Labour Organization’s (ILO). In instances where there are differences between local legislation and the ILO, the higher age shall be followed. In absence of local laws, Suppliers shall abide by the ILO regulations. Where a child worker must be displaced, adult family members should have the opportunity to assume the child’s position to maintain family livelihoods.
c. Prohibit all forms of forced/involuntary/indentured labour – The University does not tolerate forced, involuntary and indentured labour. The University expects Suppliers to abide by, at a minimum, the Fundamental standards of the International Labour Organization’s (ILO). Suppliers shall not use forced, illegal, or prison labour including indentured or bonded labour or any form of compulsory labour to manufacture products. Suppliers shall not recruit or onboard employees in any way that contravenes applicable laws and regulations nor shall Suppliers retain employees’ identity papers or passports.
d. Promote supplier diversity – Suppliers shall engage socially and economically different categories of their Subcontractors through inclusive sourcing processes that promote equal opportunities. Suppliers should also encourage the same principles within their human resources in the recruitment and promotion of staff.
6.5 Ethical/Behavioural
Suppliers shall at all times act in good faith, with integrity, in an ethical manner, and in accordance with applicable laws and regulations. Suppliers must abide by the following:
a. Ensure fair wages – Suppliers shall pay employees at least the minimum wages required by local laws and written accounting of hours worked, deductions and regular and overtime wages in a language understood by the worker.
b. Ensure fair competition – Suppliers shall take reasonable actions to ensure healthy competition amongst subcontractors. Suppliers shall not share privileged information, terms and conditions, or bidding strategies, or other information that restricts free and open competition.
c.Ensure occupational health and safety – Suppliers shall ensure that workplaces abide by occupational health and safety standards and promote safe working practices for its employees. Where appropriate, Suppliers shall provide workers with adequate protective clothing and equipment to prevent, as far as can be reasonably practicable, adverse effects to health and safety.
d. Avoid conflicts of interest – Suppliers shall monitor their own conflicts of interest, and, in all dealings with the University, abide by the University’s governing Conflict of Interest policies and regulations.
e. Protect data and sensitive information – Suppliers shall protect the University’s data, including personal information, intellectual property, and sensitive corporate information and take all reasonable measures to prevent the misuse, theft, fraud, and/or improper access to disclosure or usage of the University’s data. Suppliers shall at all times comply with corresponding data protection laws and regulations.
In addition, Suppliers and their subcontractors shall not use the University’s name or logo without express prior written consent of the University.
f. Avoidance of bribery and kickbacks – Suppliers shall not engage in any form of bribery or other benefits of the University’s staff, or family members in an attempt to further influence or attain potential business opportunities with the University.
| Legislative History: | Issued pursuant to the University Policy on the Procurement of Goods and Services; Procedure approved by Vice-President Finance and Administration, April 6, 2026 |
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| Date of Next Review: | 2031 |
| Related Policies, Procedures and Guidelines: |