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New Expense Reimbursement System (ERS) user interface set for launch

It’s finally here! In 2019 Concur announced that it would roll out a new user interface. This has been a long time in coming but the day has arrived, the user interface is changing on Oct. 1, 2022.

Effective Oct. 1, 2022:

A new User Interface (UI) will be in effect as of Oct. 1, 2022. This will result in a new look and feel.

What this means for users:

  • The online Concur portal will have a “different look and feel” with the intention of making the interface more intuitive for users
  • There is no change in functionality, however, the way in which some tasks are completed in the new user interface (UI) may change
  • Several icons have been removed and replaced which results in a cleaner space, clearer text and guidance/directions
  • No impact to data, transactions, backend processes or reporting, only the Concur Expense UI has changed

What exactly is changing?

  • Primary updates relate to:
    • Allocations
      • See everything you need to complete your allocations at once
      • Allows this to be done more quickly
    • Itemizations
      • More space to do your itemizations
      • Makes it possible to itemize room rates by night
      • Translates to quicker, simpler, and more accurate expense reporting
    • Attendees
      • Easily find the people or groups you’d like to add as attendee
      • Better view allows you to manage your attendee list for an expense at once
  • Other pages/activities with changes include:
    • Expense landing page
    • Expense reporting page
    • Expense entry page
    • Mileage
    • Cash and Subject Advance request page


Training sessions are currently being offered three (3) times a week until Oct. 1, 2022. Register for training sessions through ePly here.

Questions regarding the new Expense Reimbursement System (ERS) User Interface can be sent to expenses@queensu.ca

Connecting students with EDII events and resources

A new central calendar highlights initiatives and opportunities for equity-deserving students and allies.

Representatives from Student Affairs connecting students with resources during the Student Affairs Doors Open event
Representatives from Student Affairs helping students connect with campus resources during last week's Doors Open event.

As part of its work to help ensure that equity-deserving students can find and build community and access networks and resources on campus, Queen’s has launched an online EDII student events calendar. Students from across the university can find out about upcoming events and initiatives that address themes related to equity, diversity, inclusion, and Indigeneity.

“Work on this calendar started after the 2021 Student Experiences Survey – now called the Shift Survey –   revealed many students are unfamiliar with the resources, initiatives, and events happening at Queen’s,” says Taryn McKenna, Student Inclusion and Engagement Coordinator, Student Experience Office. “By creating this centralized hub, we’re aiming to make student club and university events and resources more visible and easier to connect with.”

Along with students, Queen’s faculty and staff are encouraged to submit events to the calendar. The items included are intended for equity-deserving students, as well as students who want to become better allies. Submissions are reviewed and approved before being published, typically within two business days.

“We have been excited by the uptake of the calendar so far, and we hope it will help students feel more connected on campus,” says Aubrey Rose Apps, Student Ambassador, Queen’s Shift Project. “The calendar has the potential to be a powerful tool for building community and making Queen’s a safer and more inclusive place for everyone.”

Some upcoming events currently listed on the calendar include a Morning Gratitude Fire at Four Directions, a workshop for the Queen’s University International Centre Intercultural Awareness Certificate program, and Consent Awareness Week.

The EDII student events calendar is part of the work of the Queen’s Shift Project, a collection of events and initiatives that aim to provide opportunities for dialogue around topics outlined in the Student Experiences Survey and act on next steps towards improving campus culture at Queen’s.

View the calendar online and learn more about how to submit events on the Queen’s Shift Project webpage.

Doors Open event for equity-deserving students

One of the events promoted on the EDII student events calendar gave equity-deserving students at Queen’s an opportunity to connect directly with offices across Student Affairs. The Doors Open event on September 15 welcomed students as they dropped in and met the staff and student staff at Yellow House Student Centre for Equity and Inclusion, Queen’s University International Centre, Four Directions Indigenous Student Centre, Faith and Spiritual Life, Student Wellness Services, and Athletics & Recreation.

The Student Experience Office also ran a booth at University and Union to get the word out and help direct students to the offices and spaces they wanted to visit.

Expanding EDII resources

In addition to the calendar, the Queen’s Shift Project is also working to expand EDII resources on campus. The project is currently hosting the Sunday Supper Series, a monthly event that provides a safe space for dialogue, and is promoting ACT (Action, Commitment, Transformation), a four-part workshop designed to help students learn how to contribute to safer and more inclusive spaces on campus. ACT was created by the Student Experience Office and the Human Rights and Equity Office.

The Shift Podcast provides equity-deserving students with a platform to speak about their lived experiences at Queen’s and share tips for where to find community and support. Season two of the podcast will be released this fall.

Going forward, the Queen’s Shift Project will also administer the Shift Survey every two years. As with the initial Student Experiences Survey, the Shift Survey will provide the university with information about students’ perceptions and experiences of diversity and inclusion and sexual violence.

Learn more on the Queen’s Shift Project webpage and follow the project on Instagram for updates about events and initiatives.

Building a community of consent

Queen’s is taking part in Consent Awareness Week to help make campus safer and more inclusive.

Photograph of students walking down University Avenue on Queen's campus.
Queen's is providing opportunities for discussion and learning as it works to build a community of consent.

With a new academic year underway, Queen’s is showing its commitment to creating a campus free of sexual violence by holding a series of events and initiatives for Consent Awareness Week. Initiated by the Courage to Act Project and running Sept. 19-23, Consent Awareness Week is an opportunity to spark dialogue about consent, sex, and sexuality in the post-secondary setting and beyond. Queen’s activities for the week will provide safe spaces for discussion and a variety of learning opportunities.

“We are committed to creating a campus free of sexual violence by building a community of consent,” says Barb Lotan, Sexual Violence Prevention and Response Coordinator. “While Queen’s has taken important steps to help prevent and respond to sexual violence, we can only reach our goals with the help of the entire community. Consent Awareness Week provides an opportunity for all of us to think about what we can do to help create a safer environment for everyone.”

As part of Queen’s commitment to preventing sexual violence, a new online learning program about consent, It Takes All of Us, is now mandatory for incoming first-year students. The program helps users learn how they can participate in building a safe and inclusive culture. It focuses on sexual violence, sexual consent, bystander intervention, and supporting survivors. It Takes All of Us is open to all members of the Queen’s community.

“The sooner we can help students understand consent the better,” says Meg Ferriman, Director, Student Life in Student Affairs. “We have made It Takes All of Us mandatory for our incoming undergraduate students to send the message right away that consent is a highly important issue and integral to making campus safe and inclusive for all.”

Queen’s is also promoting consent through a social media ad campaign called Give Help, Get Help. The ads remind students that it takes everyone to build a community of consent and directs them to resources for seeking help or supporting survivors if faced with sexual violence. Give Help, Get Help is part of Building Community Together, Queen’s social media campaign promoting safe and responsible behaviour.

Social Campaign
Students are seeing ads from the Give Help, Get Help campaign in their social media feeds this fall as Queen’s promotes consent and sexual violence prevention and response resources.

Consent Week Activities and Resources

Panel Discussion: Campus Life: Sex, Intimacy, and Belonging

A panel discussion on Sept. 21, Campus Life: Sex, Intimacy, and Belonging, in the Ban Righ Fire Side Lounge will address consent in the context of residence life and will provide a safe space for an open conversation about how to navigate sex, intimacy, and identity within the campus environment. This event is organized by Residence Life and Sexual Violence Prevention and Response Services.

Ask Me Anything

Students will have the opportunity to anonymously ask questions about consent throughout the week by using Ask Me Anything (AMA) About Consent Question Boxes that are being distributed in residence buildings. Peer Health Educators from Student Wellness Services (SWS) will then answer these questions on Raftr, the first-year community’s digital communications platform, and on SWS’ social media accounts.

“Students may have questions about consent they may not feel comfortable asking in person,” says Erin Burns, Peer Health Outreach Coordinator, SWS. “When others see the answers on Raftr and social media, it can help increase awareness, and kickstart important discussions around campus as well.”

Community Partners: We Believe You Day

Sexual Violence Prevention and Response Services (SVPRS) is also partnering with the Sexual Assault Centre Kingston (SACK) and other post-secondary institutions to recognize We Believe You Day on Sept. 20. Members of the Queen’s community are encouraged to post messages showing support for survivors of sexual violence in their workspace, living space, or on social media.

Learn more on the Consent Awareness Week at Queen’s webpage.           

Consensual Humans: Consent Week Table Talk

Consensual Humans, a student organization dedicated to promoting consent in the Queen’s community, is inviting students to drop by their table in Common Ground in the Queen’s Centre to discuss consent, join the club, or enter their Consent Awareness Week raffle or trivia contest. The event will take place Sept. 20 from 11:00 a.m to 2:00 p.m. Learn more on the Consensual Humans Facebook page.

Ongoing education and events

The university offers year-round opportunities for students to build their awareness and skills in relation to gender-based violence and bystander intervention, including a certificate program run by trained peers. Information can be found on the SVPRS website.

Support for survivors of sexual violence

Any student in need of support or information about options and next steps is encouraged to contact Queen’s Sexual Violence Prevention and Response Coordinator, Barb Lotan, at bjl7@queensu.ca.

Learn more on the Queen’s Sexual Violence Prevention and Response website.

There are a number of other resources also available at Queen’s for students who have been impacted by sexual violence, including Student Wellness Services, the Human Rights and Equity Office, the Sexual Assault Centre Kingston, and the AMS Peer Support Centre.

For free 24/7 crisis support, students can also turn to Empower MeGood2Talk, and the crisis support line operated by SACK. Faculty and staff can contact the Employee and Family Assistance Program.

Take part in ARC mural workshops

Queen’s University is hosting two relaxed community art gatherings to share stories and moments that make the university community diverse and unique.

The workshops provide an opportunity to participate in the creation of the “We!” mural which will be installed on the south wall of the Athletics and Recreation Centre. 

The workshops will be virtual and hosted by the artist, Anna Jane McIntyre.

Workshop 1

  • Friday, Sept. 23, 2-3 p.m.

Workshop 2 

  • Wednesday, Sept. 28, Noon-1 p.m.

To participate, please register at this link.

If unable attend but would like to contribute, please submit your ideas here


Please use what you have available and like to use! For example: pen & paper, drawing app, pencils, markers, collage materials, paint (whatever you have!), paintbrushes, water pot for brushes, kitchen towel or rag for spills and brush cleaning, scissors, paper, newspapers, magazines, found paper, string/thread, glue, tape, eraser.

About the artist:

Anna Jane McIntyre is an artist whose playful practice combines storytelling, drawing, sculpture, printmaking, performance, and microactivism. Her work investigates how people perceive, create and maintain their notions of self through behavior and visual cues and is an ever-shifting visual mashup of British, Trinidadian and Canadian cultural traditions.

The mural project is a partnership between the student-led Queen’s University Advocacy Coalition, the Office of the Principal and Vice-Chancellor, and STEPS Public Art.

Queen's marking Science Literacy Week

Each year, the Natural Sciences and Engineering Research Council of Canada (NSERC) celebrates Science Literacy Week, an opportunity to showcase the Canadian research landscape through events and activities for families and children. The theme for Science Literacy Week 2022 is Mathematics. From Sept. 19 to 25, departments across the university will join the festivities through several activities aimed at engaging the public with the wonders of math – from pandemic modelling to geometry adventures.

Mathematics and infectious diseases

Queen’s Department of Mathematics will host David Earn (McMaster University) for a public lecture on "Learning from the pandemics of the last seven centuries" on Tuesday, Sept. 20, at 6:30 p.m. The event will take place in the Biosciences Auditorium.

Dr. Earn has been Chair of the Modelling Consensus Table of the Ontario Science Advisory Table for COVID-19, and modelling from his group has helped guide the governmental response to COVID-19. He is also a recipient of the Canadian Applied and Industrial Mathematics Society Research Prize and an Elected Fellow of the Canadian Academy of Health Sciences.

Dr. Earn will examine how historical records allow us to reconstruct patterns of disease spread, in some cases going back hundreds of years. His group at McMaster has been studying these patterns, analyzing data going back as far as 1348. In the lecture, he will discuss insights obtained from mathematical modelling inspired by these data, as well as the opportunities we have to improve our understanding of plague, influenza, COVID-19, and other diseases that cause pandemics.

The event is free and open to the public. Interested participants are asked to register.

Resources for the community

The Department of Mathematics is also partnering with Kingston Frontenac Public Library (KFPL) to curate a reading list of titles related to mathematics. The suggestions will include fiction books, as well as general interest and popular science titles. The list will be available from Sept. 18 on the KFPL website.

On Sept. 20, KFPL will host an online lunch and learn event, “Imagining the Future with Math.” Troy Day, head of the Department of Mathematics and part of the Provincial COVID-19 Modelling Consensus Table, is one of the panelists, accompanied by Dr. Earn. You can register for the event through the KFPL website.

The Faculty of Education will release a new episode of its Popular Podagogy podcast, which discusses how to combine innovative educational ideas with the everyday life of being a teacher. For the Science Literacy Week special episode, faculty member and host Christ Carlton will interview award-winning author Lindsey Carmichael, who has published several books for children and young adults. She will talk about what science literacy is, why it is important, and what role books play in science literacy.

Mathematics for kids

The Queen’s Vice-Principal Research Portfolio, through Science Rendezvous Kingston, will offer an online adventure for kids, available starting Sept. 19. The project, led by Professor Emerita Lynda Colgan and funded by NSERC, includes downloadable puzzles, released daily, that kids can print, colour, and fold into a booklet.

Award-winning children’s author and illustrator, Peggy Collins has created the characters for the booklet. The adventure features the Time Travelling Tangram Gang, a group of kids who unlock the portal to a time travel machine using tangrams. On their adventures, they meet children from ancient China, Mexico and Egypt who teach them about how mathematics was used during their time and the importance of math to their cultures.

To access information about this project and to download the puzzles, visit the website.

Creating connections through the ASUS Sidewalk Sale

Annual orientation event returns to University Avenue, bringing the Queen's and Kingston communities together. 

The Sidewalk Sale, hosted by the Arts and Science Undergraduate Society (ASUS), returned to University Avenue on Saturday, Sept. 10.

The annual event was held in-person for the first time since the start of the pandemic and attracted thousands of first-year students as well as Queen’s and Kingston community members. The event, featuring more than 300 booths, including Queen’s clubs and departments, as well as local, national, and international organizations and businesses, is an opportunity for students to make connections within the Queen’s and Kingston communities.

The fees collected from the vendors are being donated in support of the Kingston chapter of the Canadian Cancer Society, which supports cancer patients in Kingston and funds innovative, local cancer research out of the Canadian Cancer Trials Group. ASUS orientation annually raises close to $100,000 in support of Kingston charities. 

Staff volunteers needed for Homecoming 2022

Queen's Homecoming returns to an in-person event this year, taking place Friday, Oct. 28, to Sunday, Oct. 30. With many exciting events being planned by campus groups, it's sure to be a memorable opportunity to unite once again with fellow alumni, faculty, students, and staff. 

Homecoming’s success relies heavily on the dedication of staff volunteers who make events run smoothly, ensuring a welcoming and inclusive atmosphere for all who attend. There are several volunteer roles available, from Meet & Greet Check-In Lead to Fall Harvest Alumni Gathering Assistant. Please review the role descriptions and consider becoming a volunteer.

Prior to signing up for a shift, connect with your manager about overtime/lieu time options for shifts outside of normal business hours. Volunteers will receive a small token of appreciation for their (much appreciated) efforts, as well as their contribution to creating an inclusive and positive Homecoming experience for alumni and guests.

The deadline to sign-up is Monday, Oct. 3.

Feel free to share the opportunity with fellow Queen's colleagues. If you have any questions, reach out to the Volunteer Coordinator, Jess Koehn.

Building Community Together

University welcomes students to Kingston with new social media campaign promoting respect, responsibility, and health and safety services.

Students arriving in Kingston are seeing a new slate of ads on their social media feeds, promoting a healthy, safe, and considerate fall term. Queen’s has launched Building Community Together, a three-part campaign promoting responsible conduct, the university’s safety and harm reduction supports, as well as its sexual violence prevention and response services.

“The start of a new school year is an exciting time for everyone,” says Ann Tierney, Vice-Provost and Dean of Student Affairs. “Students are meeting and reuniting with friends and settling into residence or off-campus living. These are important transitions. We want our students to have fun, but be mindful of safe and respectful socializing, which is part of the university experience.”

The campaign first introduces Building Community Together to welcome students, encouraging them to start the new school year safely and respectfully. This ad directs students to a webpage that includes information and resources related to off-campus gatherings, and wellness services

A second group of ads promotes awareness of the Campus Observation Room (COR) — an on-campus, confidential overnight alcohol detox service for Queen’s students — as well as safe drinking tips from peers.

In support of the university’s work to create a campus free of sexual violence, a third ad promotes a ‘community of consent’, and points students to information on seeking help and supporting survivors if faced with sexual violence. With the message Give Help, Get Help, the ad direct students to key information and links to highlighted services.

The campaign was developed in collaboration with the Sexual Violence Prevention and Response Services office, Student Affairs, the Alcohol Working Group, the Alma Mater Society (AMS), Facilities, and a student focus group and community representatives.

“Throughout the year, Queen’s students work hard to excel at their studies, and to make a positive impact in the local community through volunteerism, fundraising, and more,” says Teri Shearer, Provost and Vice-Principal (Academic), referring to a recent impact study that showed Queen’s students contribute significantly to the local economy, and donate substantial time, expertise, and resources to local non-profit organizations. “As we welcome students back to campus, we want to be sure they have the information they need to do their part as new members of the Kingston region, and to approach the school year in safe and healthy ways.”

The campaign, which builds upon the university’s ongoing cooperation with city partners to promote safe social activities and help prevent large unsanctioned gatherings, will appear throughout September and October on Instagram, TikTok, Facebook, and Snapchat, and in targeted online ads. It will boost its messages around key celebratory activities, including move-in, Fall Orientation, Homecoming, and Halloween. The Building Community Together message also appears on the pole pennants along University Avenue.

Learn more about Building Community Together, the Campus Observation Room, and Sexual Violence Prevention and Response Services.

New campus bee farm provides honey and supports the environment

Pilot project on west campus provides local honey on campus and helps improve the urban environment through pollination. 

Pilot project on west campus provides local honey on campus and helps improve the urban environment through pollination.

Queen’s University now has an apiary that is producing honey for the campus community, while promoting sustainability and local food production.

Queen’s Hospitality Services and Aramark, the university’s food service provider have partnered with Don Foster, a local registered commercial beekeeper, to set up a bee farm near Richardson Stadium.

Queen's Bee HoneyBeehives in urban areas can have a significant impact on the local ecosystem through pollination that promotes seed production, increases the survival of plants, flowers and trees, and by providing food for neighbouring animals. The apiary is managed by Foster and is a two-year pilot project. Student representatives on the Housing and Ancillary Services’ Sustainability Working Group provided input as part of the project development.

“This is an exciting opportunity for us at Queen’s,” says Theresa Couto, Registered Dietitian and Sustainability Manager for Hospitality Services. “I’ve already gained an even greater appreciation for bees and their role in our ecosystem. I look forward to seeing all that this project contributes to the campus community.”

The four hives house an estimated 240,000 bees and are projected to produce approximately 500 pounds of honey this harvesting season, which has already begun.

The installation of beehives on campus aligns with United Nations Sustainable Development Goals 2, 11, 12, and 15 by encouraging the repopulation of an important endangered insect, supporting sustainable food sources, and protecting plant and animal diversity.  

Queen’s Bee's Honey will be used across Hospitality Services’ food operations, including campus dining halls and catering services. A retail supply will  be available for sale in a number of retail food locations on campus, and online through Campus Market. Signs noting the honey’s source and the bee farm’s impact on the local environment will be posted in all locations.

The apiary bee is non-aggressive and bred for calmness, with a low tendency to swarm. The farm is not open to the public and access is managed and led by the professional beekeeper. While the risk of anyone being stung by an apiary bee is low, anyone who experiences an allergic reaction to any sting should call 911 or the Queen’s Emergency Report Centre at 613-533-6111. There is also a blue light emergency phone near Richardson Stadium.

To learn more about the Bee Farm Pilot Project, visit the Queen’s Hospitality Services website here.

Statement from Queen’s University regarding the passing of Queen Elizabeth II

Queen Elizabeth II
Queen Elizabeth II

Queen’s University joins with those in the UK, Canada, and around the world who are mourning the passing of Her Majesty Queen Elizabeth II, who has died at the age of 96.

Earlier this year, the world observed her Platinum Jubilee which marked her 70th year as Queen, the longest reign of any British monarch. Her commitment and dedication to her country and people was acknowledged worldwide.

The university is lowering campus flags in tribute.


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