Procedure 35-2

Procedure for Smudging in Residence

Adoption Date:October 21, 2022

Approving Body: Provost and Vice-President, Academic Affairs

Responsible Service: Housing and Residence Life

PROCEDURE FOR SMUDGING IN RESIDENCE

PURPOSE

1.  This Procedure is established pursuant to University Policy 124 - Indigeneous Ceremonial Practices on or at University Facilities and outlines the protocol that applies to Smudging in a University Facility that is  student residence building (referred to in the Procedure as a “Residence”).

INTERPRETATION

2.  This Procedure is to be read and intepreted within the context of University Policy 124 - Indigenous Ceremonial Practices on or at University Facilities.

3.  The meaning of the expression "Indigenous ceremonial practices" and capitalized words or expressions used in this Procedure and not otherwise defined in this Procedure, are defined in University Policy 124 - Indigenous Ceremonial Practices on or at University Facilities or refer to a University administrative service or unit.

PROTOCOL

Pre-designated Smudging Rooms

4.  Residence bedrooms are protected by local smoke alarms and are considered “pre‑designated Smudging rooms”. While Smudging is an accepted practice in pre‑designated Smudging rooms, there are a number of details which must be followed for fire safety. Individuals must:

  1. open a window and/or close a door, if possible;
  2. follow the teachings when using and disposing sacred medicines;
  3. not leave burning material unattended;
  4. be aware of any fire concerns including the type of fire detection equipment, sprinklers, location of extinguishers, location of any combustible materials and emergency contact numbers; and
  5. avoid Smudging underneath fire detection equipment (smoke detector and sprinkler head).

Non-designated Smudging Rooms

5.  “Non-designated Smudging rooms” in a Residence include common living spaces such as kitchens, living rooms, hallways and bathrooms. Given that fire detection and suppression systems in University Facilities vary from building to building, those wishing to Smudge in non-designated Smudging rooms will require that Facilities and the Fire Safety Coordinator inspect the area prior to any Smudging ceremony.

6.  In most cases, Smudging in non-designated rooms will require that the fire system be modified and a request for a fire alarm bypass submitted to Facilities through Archibus. The following applies:

  1. provide the Residence name, room number and Smudging time;
  2. requests should be submitted as far in advance as possible (at least 48 hours prior to the event);
  3. a person from Housing and Residence Life must be designated as fire watch until the smoke dissipates and the system is reactivated;
  4. this person should have the knowledge of how to use a fire extinguisher and know the location of the nearest one; and
  5. Facilities must be notified to reactivate the system as soon as possible after the smoke has dissipated.

7.  If an alarm sounds during Smudging, do not panic. Immediately call Protection Services at 613-562-5411 and inform them of the situation.

Failure to Follow Procedure

8.  Noncompliance with this Procedure may result in the triggering of the fire alarm system leading to an evacuation of occupants of the Residence and/or health and safety risks to members of the University community. If an individual fails to follow this Procedure, they will be requested to refrain Smudging activities in Residence until they meet with the Indigenous Affairs Office. They may face other consequences, as the situation warrants.

Emergency Procedure

9.  All unintentional fires and fire alarm activations in the Residence arising from Smudging must immediately be reported to Protection Services. All actual or near misses of injuries, accidents and illnesses related to Smudging must be reported to the Office of Risk Management.

ANNEX A - RACI MATRIX

Responsible (R)      Person who actually carries out the process or task assignment. Responsible for getting the job done.

Accountable (A)    Person who is ultimately accountable for process or task being completed appropriately. Responsible person(s) are accountable to this person.

Consulted (C)         Person who are not directly involved in carrying out the task but who are consulted. May be a stakeholder or subject matter expert.

Informed (I)  Person who receives output from the process or task, or who needs to stay informed.

Main Tasks

Housing and Residence Life

Office of Emergency Management

Facilities

Indigenous Affairs Office

Conventions & Reservation

Reviewing, obtaining approval of changes from the Provost and Vice-President Academic Affairs, updating and communicating the Smudging in Residence Procedure

R/A

C

C

R

I

Producing and providing a training video explaining the Smudging procedure

I

I

I

R/A

I

Ensuring Smudging requests for non‑designated Smudging rooms follow the Smudging procedure

R/A

C

C

I

I

Promoting pre-designated Smudging rooms

R/A

C

C

R

R

Maintaining a list of pre-designated Smudging rooms

I

C/I

R/A

I

I

Requesting and approving Smudging in non-designated Smudging rooms

R/A

C

C/I

I

I

Reviewing requests and inspecting non‑designated Smudging rooms

I

R/A

C

I

I

Submitting fire alarm bypass requests

R/A

I

I

I

I

Deactivation of fire alarm system

I

I

R/A

I

I

Providing a Fire Watch

R/A

I

I

R

I

Reactivation of the fire alarm system

R/A

I

R/A

R

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