Flying Flags on Campus Procedure

1. Introduction and Purpose 

Flags are used to symbolically identify countries, provinces, territories, and lands.

The purpose of this procedure is to establish clear guidelines on the flying of flags at Loyalist College to ensure consistent, timely, and respectful management of approved flags. This procedure also outlines the process to submit requests for new flags to be flown at the Belleville campus of Loyalist College.

2. Application

This policy applies to the Belleville campus of Loyalist College.  

3. Roles and Responsibilities

Facilities Services

• The Senior Director, Facilities Management is responsible for ensuring the PHY 205Flying Flags on Campus Policy is fully implemented.
• The Manager, Maintenance and Security is responsible for receiving all flag requests, collaborating with the Facilities team, and presenting proposals to the College Executive Team (CET) by December of each year.
• Accept all non-designated flag requests and provide CET with an annual recommendation.
• Maintain the inventory of all flags.
• Replace or dispose of any damaged flags as per the Flag Protocol, Government of Ontario.
• Raise and lower all flags flown in exceptional circumstances to acknowledge commemorative days/months and ensure flags are displayed in the correct order.

Departments and Faculties

• Submit new flag approval requests to their manager.
• College Department/Faculty heads endorse and submit new flag approval requests to CET.
• Supply any approved flags to the Facilities department.

Senior Vice-President, Corporate Services & CFO

• Will inform the college community when flags are flown at half-mast, providing relevant information about the occasion.

College Executive Team

• Decide whether to fly a non-governmental flag not covered by the PHY 205 Displaying Flags on Campus Policy.
• Communicate approval of new flag requests to Facilities Services and Marketing and Communications.
• The President and CEO may approve lowering flags in situations not provided for in this policy in exceptional circumstances

4. New Flag Request Procedure

Step One – Departments wishing to fly a flag should submit their request to their manager by email. Requests to have a flag flown are typically submitted annually by October 31 each year for consideration in the following year(s); however, requests can be made at any time.

Information required in a new flag request submission:

• Name of the flag to be raised.
• Photo/picture of the flag to be raised.
• The purpose of the flag raising.
• Relationship of the organization to Loyalist and how it supports the college’s mission and vision.
• Confirmation that the recognition/awareness event is federally or provincially acknowledged.
• Endorsement from a Loyalist Departmental/Faculty head.
• The proposed date, time, and details of the flag-raising ceremony (if required).
• Equipment required for the flag-raising ceremony.

Requests will not be approved for:

• Matters of political controversy, ideological or religious beliefs, or individual conviction.
• Political parties or organizations.
• Events or organizations with no direct relationship to Loyalist College.
• Campaigns intended for profit-making purposes.
• Commercial entities or in celebration of corporate events.
• Intent that is contrary to college values, policies, or any local bylaws.
• Organizations requesting flag raisings that espouse discrimination, hate, violence, or racism.

Step Two – Managers will provide the new flag request submission to their director.  The director will forward the request to their Senior Executive for CET approval.

Step Three – If a flag request has been approved by CET, Facilities Services and Marketing and Communications will be notified to ensure compliance with PHY 205 Flying Flags on Campus Policy and authorization that the new flag can be added to the college’s inventory.

5. Related Documents

• PHY 205 Flying Flags on Campus Policy

6. References

• Flag Protocol, Government of Ontario
• National Flag of Canada half-masting notices, Government of Canada