Draft FN05: Procurement will replace 42.31 Purchasing and its associated procedure.
This policy establishes the standards and principles governing all procurement activities conducted on behalf of VIU to ensure expenditures are managed and accounted for properly. It will guide all procurement activities in compliance with relevant laws and regulations, promote ethical practices, and mitigate associated risks, while supporting VIU's strategic objectives and operational needs.
Consultation on the draft policy is now open and members of the VIU community are invited to share their feedback. The consultation runs from October 15 until 4 pm on November 4. Input received during the community consultation will help inform changes to the proposed policy. Any feedback or submissions received after the consultation period concludes may not be reflected in the revised policy or in the consultation summary report.
Policy information
A board level policy meets the fiduciary responsibility of the board to ensure proper oversight and management of university expenditures.
The policy was developed in collaboration with BCNET to align with best practices for procurement and financial controls. The 42.31.001 Purchasing (existing procedure) is being replaced by a number of more comprehensive departmental standards and procedures, including Procurement Operational Procedure, Contract Signing Authority Standard, and Spending Authority Standard.
Documents for review
Share your input
Once you have reviewed the policy, please share your feedback in one of the following ways:
- By taking this short survey
- By sending an email to: policy@viu.ca
- By writing to:
Policy Office
Office of the General Counsel and University Secretary
Nanaimo Campus
Building: 305, Room: 432
Mail drop: 305-4A
Feedback provided will be anonymized in all reporting.
Formal submissions
Formal submissions from groups or organizations can be submitted by to policy@viu.ca or in writing (see above). Please state the name of your group and the position of the person submitting the feedback. These submissions will not be anonymized and feedback will be attributed in reporting.
Thank you for participating!
Once consultation is complete, this policy will go through the Board of Governors approval process. The policy may be updated based on the feedback received. The Policy Office may also make minor changes to formatting/wording for consistency. Consultation feedback and policy changes will be outlined in the consultation report. The consultation report will be provided to the Board of Governors and posted on this policy page.
We anticipate this draft policy will be provided to the November 20, 2025 Board of Governors meeting for approval. Check back on the FN05: Procurement policy page for updates as this policy moves through the policy approval process.