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Academics
Academics
Teaching Term Information

Academics

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Morgan Regehr
Academic Administrative Assistant
519-884-8111 x 28595
Teaching Term Information

On this page instructors will find the resources needed for teaching in a particular term, including important dates, academic integrity information, course outline requirements, and contacts for support.

 

Last updated: March 24, 2021. Please review this page carefully as new information has been added.

COVID-19 Impact
  • Due to campus closures related to COVID-19, Spring 2021 undergraduate courses have been adapted to a remote format.
  • Students might have difficulty connecting to online course materials at specific times, because of time zones or lack of reliable internet (and not all have guaranteed access to computers at all times). Students should not be required to be online at a specific time. All content covered during any synchronous activities must be made available for all students.
  • Course materials must be available to your students online. Contact Deb Addesso, SJU Library Associate (daddesso@uwaterloo.ca) if you need assistance putting individual readings for your course on reserve (www.reserves.uwaterloo.ca/ares/). For other forms of library support (e.g., information literacy), please contact Lorna Rourke, Associate Librarian (lorna.rourke@uwaterloo.ca).
  • Resources to assist in developing and strengthening remote delivery of courses are available on the Keep Learning website.Also, SJU's Community of Learning: Remote Teaching LEARN site can be found when you log in to LEARN under the "All" tab for "Courses and Communities" and is a useful resource for remote teaching; if you do not have access and would like to be added, please be in touch with Lorna Rourke (lorna.rourke@uwaterloo.ca). As well, consult the University of Waterloo (UW) Centre for Teaching Excellence’s website for teaching tips on designing your course to be accessible to diverse learners.
  • UW has made the Verification of Illness (VIFs) form for students a self-declaration. Students do not need a doctor’s note for accommodation if they become ill. Students can access the VIF form through Quest. 

Please visit the SJU COVID-19 Response page for up-to-date campus information.

End of Term Reminders - Winter 2021
  • Classes end April 14 (adjusted date due to COVID-19)
    • Wednesday, April 14 follows a Friday schedule to make up for April 2 (Good Friday)
  • Pre-exam study days: April 15-16
  • Final exam period: April 17-26, including Sunday April 18
  • Check other Winter 2021 Important Dates and Religious and Spiritual Observances in sections below
  • Review Assignments, Tests, Final Exams section below which includes:
    • Academic rules and timing of tests, assignments, exams/final assessments
    • How to manage assessments in the current circumstances
  • Review the Grades section below for:
    • Grade submission dates and procedures (grades due period is Thursday, April 15 - Sunday, May 2)
    • Grading system
    • Failing Grades - 0-49% on transcript, but grades in the 0-32% range are calculated at 32% in student's averages
    • Grade change policy
    • INC grade process and INC form
    • Non-numeric grades (INC, NMR, IP, CR/NCR)
  • If you believe that an academic offence has occurred, please reach out to the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca). Consult the Academic Integrity, Student Discipline - Policy 71 section below for more information on how to proceed. 
  • LEARN service outages: consult Waterloo Learn Help should these occur.
  • See section below on Student Support and Accessibility for accessibility resources and mental health supports.
  • See section below on Contacts for Your Support / Teaching Resources.
Beginning of Term Highlights - Spring 2021
  • Classes start May 10 and end August 5 (adjusted dates - term is starting later due to Covid-19)
    • August 3 follows a Monday schedule to make up for May 24 - Victoria Day
    • August 4 follows a Thursday schedule to make up for July 1 - Canada Day
    • August 5 follows a Friday schedule to make up for July 2 - Additional holiday
  • Pre-exam study day: August 6
  • Final exam period: August 7-16,  including Sunday, August 8
  • Check other Spring 2021 Important Dates and Religious and Spiritual Observances in sections below
  • Review Course Outline / Syllabus Requirements and Template section below. Reminders:
    • Course outlines carry contractual weight and must be provided by the end of the first week of classes. Electronic versions must meet accessibility standards.
    • Changes to grading breakdowns should only be made for absolutely compelling reasons, in writing, and with the express approval of the class.
    • Articulate your late submission policies and "participation" requirements (if applicable) in clear and unambiguous terms. This helps avoid complaints later.
    • Group work: consider using the Group assignment checklist.
  • Assignments, Tests, Final Exams section below includes:
    • Academic rules and timing of tests, assignments, exams/final assessments
    • How to manage assessments in the current circumstances
  • If you believe that an academic offence has occurred, please reach out to the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca). Consult the Academic Integrity, Student Discipline - Policy 71 section below for more information on how to proceed. 
  • LEARN service outages: consult Waterloo Learn Help should these occur.
  • See section below on Student Support and Accessibility for accessibility resources and mental health supports.
  • See section below on Contacts for Your Support / Teaching Resources.
Important Dates - Winter 2021
Event Date
Classes begin Monday, January 11
Last day to add a class Friday, January 22
Last day to drop, no penalty Friday, January 29
Reading Week (no course activity or assignments can be due) Saturday, February 13 -  Sunday, February 21
UW Holiday (Family Day) Monday, February 15
Additional scheduled pauses Monday, March 15 & Tuesday, March 16
Last day to drop, receive a WD Tuesday, March 30
UW Holiday (Good Friday) Friday, April 2
Lectures end Wedneday, April 14
Make-up days for in-term holidays or scheduled pauses April 12 (M) for March 15 (M), April 13 (T) for March 16 (T), April 14 (W) for April 2 (F schedule)
Pre-final assessment study days Thursday, April 15 & Friday, April 16
Last day to drop, receive a WF Friday, April 16
Final exam/assessment period Saturday, April 17 - Monday, April 26
Grades due period Thursday, April 15 - Sunday, May 2
Grades due, if final assessment 7 days after final assessment
Grades due, if no final assessment Thursday, April 22

 

See also: Registrar’s Office important dates calendar

Important Dates - Spring 2021
Event Date
Classes begin Monday, May 10
Last day to add a class Friday, May 21
UW Holiday (Victoria Day) Monday, May 24
Last day to drop, no penalty Monday, May 31
Reading Week (no course activity or assignments can be due) N/A for Spring term
UW Holiday (Canada Day) Thursday, July 1
UW Holiday (Additional Day) Friday, July 2
Last day to drop, receive a WD Wednesday, July 21
UW Holiday (Civic Holiday) Monday, August 2
Lectures end Thursday, August 5
Make-up days for in-term holidays or scheduled pauses

Tuesday, August 3 (follows M schedule)
Wednesday, August 4 (follows Th schedule)
Thursday, August 5 (follows F schedule)

Pre-final assessment study days Friday, August 6 (one day only)
Last day to drop, receive a WF Friday, August 6
Final exam/assessment period Saturday, August 7 - Monday, August 16, including Sunday, August 8
Grades due period TBA (normally between end of lectures and end of exam/assessment period)
Grades due, if final assessment 7 days after final assessment
Grades due, if no final assessment TBA

 

See also: Registrar’s Office important dates calendar

Academic Integrity, Student Discipline – Policy 71

The SJU policy on student discipline follows UW Policy 71 – Student Discipline (notwithstanding the paragraph regarding SJU in UW’s policy, all student discipline matters of an academic nature are handled under that policy). Should you suspect that an academic offense has occurred, please report the case promptly to the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca). The Associate Deans in the UW network, which include the Affiliated and Federated Institutions of Waterloo (AFIW), routinely work together to ensure that student discipline cases are handled promptly and fairly. In cases involving students registered at UW (e.g., in Math, Arts, Science, Engineering, or Environment), you may end up speaking with multiple Associate Deans. If you have questions about how to proceed with Policy 71, please contact the SJU Associate Dean.

 

From the UWaterloo Faculty of Arts:

Not every error in citation constitutes a full-fledged case of plagiarism. Be judicious, especially in the case of first year students. Do report all occurrences to the Associate Dean. Please do not attempt to devise your own remediation without consultation; these often backfire, especially in an increasingly litigious environment.

 

Resources and Links
 
Assignments, Tests, Final Exams, Reading Week
Assignments and Tests

 

The UW Associate Dean of Arts-Undergraduate has created a Group Assignment Checklist to assist faculty who have collaborative work as a course component. It is highly recommended that you use it prior to the assigning of any group work.

 

SJU adopts UW’s guidelines regarding Returning Assignments and Posting Grades.

 

NOTE: Instructors are recommended to use alternatives to testing during remote learning terms. There will be no online exam proctoring for SJU courses.

 

Final Exams

 

Winter 2021 will have a scheduled final exam period, from Saturday, April 17 to Monday, April 26, including Sunday, April 18. There are no separate days for online examinations, as all exams will be up to the instructors.

 

Spring 2021 will have a scheduled final exam period, from Saturday, August 7 to Monday, August 16, including Sunday, August 8. There are no separate days for online examinations, as all exams will be up to the instructors.

 

If you have questions about how to manage final assessments in our current circumstances, please contact the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca).

 

UW closures during exam period

 

Final exam evacuation procedures

 

Retention rule: The VPAD’s Office is often asked how long assignments, tests, and exams need to be kept once the term is over. The recommended length of time to retain assignments, tests, and exams is one full year (until the end of the following like term).

 

Reading Week

 

Refer to Important Dates. Reading Week normally begins on a Saturday and ends on the following Sunday. During this time normal class schedules and academic requirements are suspended. Student services such as student advising support, Health Services, Counselling Services, the library, and residences continue to provide service.

 

Instructors are not permitted to administer, and students are not required to sit for examinations, tests, or lectures during Reading Week. There are to be no compulsory academic events (e.g., classes, labs, tutorials, seminars, exams). Deadlines for assignments are not permitted during Reading Week (see Scheduled Pauses in the Academic Term).

 

Instructors should consider including their availability in their course outline, if possible. When instructors are not available to assist students during Reading Week, alternate arrangements for students seeking help should be made.

 

Academic Rules

 

Refer to the Undergraduate Calendar for all official information about Assignments, Tests and Final Exams.

Class Enrolment

If students are not able to add your class on Quest and ask you if they can enrol, first consult the Enrolment problems and course overrides page for instructions respective to each subject code. However, all SJU override requests should be sent to Emily Litster, the Student Affairs Administrative Assistant.

 

 

Contacts for Your Support / Teaching Resources
VPAD Office

 

Academic Administrative Assistant – Morgan Regehr (morgan.regehr@uwaterloo.ca)

VPAD – Cristina Vanin (cristina.vanin@uwaterloo.ca)

SJU Associate Dean – Veronica Austen (vjausten@uwaterloo.ca)

 

Department Chair / Program Director
 

Please reach out to your department chair or program director with any questions or issues you may have.

 

SJU Library

 

SJU Library Associate – Deb Addesso (daddesso@uwaterloo.ca)

Associate Librarian – Lorna Rourke (lorna.rourke@uwaterloo.ca)

 

IT

 

IT Specialist – Tait Kelly (tait.kelly@uwaterloo.ca)

IST Director – Ashish Bhagat (ashish.bhagat@uwaterloo.ca)

 

Spring 2021 Teaching Support

 

For Spring 2021 instead of an OLA we have Philip Zuidema (pjzuidema@uwaterloo.ca) available to provide support for online teaching.

 

Teaching Resources

 

Copyright

Copyright legislation must be followed in this remote course environment. Please be diligent about complying with copyright laws and what materials you use while remotely delivering your course. Helpful information can be found on UW’s copyright website.

 

Each term, a pop-up notice regarding copyright will appear in LEARN (once per term for each instructor, disappearing after instructors acknowledge it by clicking the ‘Close’ button). This pop-up informs you of the responsibility you share with the University and is intended to serve as a reminder that materials that are uploaded to LEARN must be copyright-cleared in some way. The notice also provides a reminder of the guidance offered by the University, and the support services that are available. The full text of the notice is available on the Copyright at Waterloo website.

 

If you have any questions about copyright, contact copyright@uwaterloo.ca.

Course Evaluations

Course evaluations at SJU are customarily administered at the end of each term. For Winter 2021, course evaluations will be administered using UW’s eValuate online system. For Spring 2021, the method of administering course evaluations is TBD. Further information will be provided when available.

Course Outline/Syllabus Requirements and Template

Please note that instructors must distribute a course outline, or syllabus, in its full and complete form to all students no later than the end of the first week of classes.

 

SJU’s policy relating to course outline requirements was updated and approved by the SJU Senate Council in May 2019. Please pay particularly close attention to Article 4.2, which contains the required language regarding academic integrity to be placed at the end of the outline.

 

Appendix A of the Course Outline Requirements policy is SJU’s course outline template, which adheres to the University of Waterloo requirements on the required language regarding academic integrity and also provides simple formatting that follows accessibility standards for online content.

 

Please use the SJU Course Outline Template. If you choose not to use the template, you are advised to cut and paste the required language into your outline – please ensure that the hyperlinks remain and that your syllabus meets AODA accessibility standards.

 

REMINDER: The course outline is a contract with students. As a result, making changes to the outline once the term begins can cause problems. Changes to the grading breakdown, in particular, should only be made for absolutely compelling reasons, in writing, and with the express approval of the class. Students wishing to adhere to the original grading structure should be accommodated.

 

NOTES:

  1. All course outlines posted on UW websites, including LEARN and personal websites hosted by UW, must meet AODA accessibility standards. Note the new Article 5: Guidelines for AODA Compliance in the aforementioned Course Outline Requirements policy.
  2. Articulate your late submission policy in clear and unambiguous terms on the course outline about how late or missed assignments will be treated. This helps avoid complaints later.
  3. In courses where “participation” will be a weighted element, the nature and application of the requirement should be given unambiguous description and definition.
  4. Instructors using Turnitin® must include the required statement noted in the aforementioned Course Outline Requirements policy. Instructors should make their policies clear to students at the beginning of the term. Please review the Turnitin and iThenticate Guidelines for Instructors provided by the UW Office of Academic Integrity.
  5. It is strongly suggested that instructors include information on their course outlines regarding mental health support on campus and in the community, encouraging students to seek out mental health support if needed.
    • At SJU, Lindsay Thompson, Wellness Coordinator (lindsay.thompson@uwaterloo.ca), is our student wellness resource and is available by email. The Faculty of Arts provides details on available support on its website.
    • Note: Due to COVID-19 and campus closures, UW's in-person counselling services are extremely limited, and most support will be provided online or by phone. Students are advised to contact Counselling Services by phone or email.
  6. Optional statements that may be included on course outlines:

A. MENTAL HEALTH SERVICES

All of us need a support system. The SJU faculty and staff encourage students to seek out mental health support if they are needed.

 

On Campus:

  • SJU Wellness Coordinator: Lindsay Thompson (lindsay.thompson@uwaterloo.ca)
  • Counselling Services: counselling.services@uwaterloo.ca / 519-888-4567 x32655
  • MATES: one-to-one peer support program offered by Federation of Students (FEDS) and Counselling Services
  • Health Services Emergency service: located across the creek form Student Life Centre

 

Off campus, 24/7:

  • Good2Talk:  Free confidential help line for post-secondary students. Phone: 1-866-925-5454
  • Grand River Hospital: Emergency care for mental health crisis. Phone: 519-749-4300 x6880
  • Here 24/7: Mental Health and Crisis Service Team. Phone: 1-844-437-3247
  • OK2BME: set of support services for lesbian, gay, bisexual, transgender or questioning teens in Waterloo.  Phone: 519-884-0000 x213

 

Full details can be found online on the Faculty of Arts website.

 

Download UW and regional mental health resources (PDF)

 

Download the WatSafe app to your phone to quickly access mental health support information

 

B. TERRITORIAL ACKNOWLEDGEMENT

We acknowledge that we are living and working on the traditional territory of the Attawandaron (also known as Neutral), Anishinaabe and Haudenosaunee peoples. St. Jerome’s University is situated on the Haldimand Tract, the land promised to the Six Nations that includes ten kilometres on each side of the Grand River.

 

C. INTELLECTUAL PROPERTY

Students should be aware that this course contains the intellectual property of their instructor, TA, and/or St. Jerome’s University. Intellectual property includes items such as:

 

  • Lecture content, spoken and written (and any audio/video recording thereof);
  • Lecture handouts, presentations, and other materials prepared for the course (e.g., PowerPoint slides);
  • Questions or solution sets from various types of assessments (e.g., assignments, quizzes, tests, final exams); and
  • Work protected by copyright (e.g., any work authored by the instructor or TA or used by the instructor or TA with permission of the copyright owner).

 

Course materials and the intellectual property contained therein, are used to enhance a student’s educational experience. However, sharing this intellectual property without the intellectual property owner’s permission is a violation of intellectual property rights. For this reason, it is necessary to ask the instructor, TA, and/or St. Jerome’s University for permission before uploading and sharing the intellectual property of others online (e.g., to an online repository).

 

Permission from an instructor, TA, or the University is also necessary before sharing the intellectual property of others from completed courses with students taking the same/similar courses in subsequent terms/years. In many cases, instructors might be happy to allow distribution of certain materials. However, doing so without expressed permission is considered a violation of intellectual property rights.

 

Please alert the instructor if you become aware of intellectual property belonging to others (past or present) circulating, either through the student body or online. The intellectual property rights owner deserves to know (and may have already given their consent).

Grades
Grade Submission
 
  • Public posting of final grades is not permitted. Refer to the Privacy and Information Management section of this page below.
     

  • You should receive a Grade Submission Memo from the Registrar's Office approximately one month before the end of the term with deadlines, instructions, and other notes. These memos are also stored on the Registrar Resources for Staff and Faculty website (WatIAM login required) -> Mass Email Communications -> Communication to Instructors.

 

Grade changes
 
  • Instructors may request changes to official grades on a student's record within one year of the term's officially graded date. Requests for changes to grades after the one-year period must be made as a result of a policy decision (Student Appeals, Student Discipline, Student Petitions and Grievances).
     

  • For a grade change, please contact Emily Litster, the Student Affairs Administrative Assistant, and provide the course, section, student ID, original grade, and adjusted grade.

 

Grading system
 
  • Refer to the Grades section of the Undergraduate Calendar.
     

  • Failing grades in the Faculty of Arts may range from 0-49%, and will appear as such on the transcript. The system accepts any number as the course grade; however, in order to preserve consistency and continuity with historical grading practices in the courses of the Faculty of Arts, grades from 0-32% will be calculated at 32% for the purpose of determining an Arts student’s average(s). (Motion passed by Arts Faculty Council, March 13, 2007.)

 

Non-Numeric Grades - Faculty of Arts
 
  • Incomplete (INC) grades should only be entered when there has been a formal, written arrangement between you and the student outlining how and when the missing course elements(s) will be completed. The INC Form must be used when making such an arrangement with a student. The form, and instructions on how to use the form, may be found at Registrar Resources for Staff and Faculty web page.
     
  • NMR (no mark reported) is to be used should there be a name on your roster for a student who has never submitted any course element for grading and/or to your knowledge, has never appeared in class. An NMR grade calculates at 32%.
     
  • IP (in progress) is for term courses, such as undergraduate thesis courses, where the final grade will only be entered when an additional required term course has been completed. IP may not be used as a substitute for INC. Students with IP on their records are not eligible to graduate.
     
  • CR or NCR may only be used if the course is registered in the system with that grading basis. An instructor may not otherwise substitute a numeric grade with CR or NCR under any circumstances.

 

INC Grade Process
 
  • Incomplete (INC) grades should only be entered when there has been a formal, written arrangement between you and the student outlining how and when the missing course elements(s) will be completed. The INC Form must be used when making such an arrangement with a student.
     
  • Refer to the INC Grade section of the Registrar Resources for Staff and Faculty website (under Academic Rules and Forms) for the INC form, guidelines, roles in the process, and frequently asked questions.
     
  • CAS instructors who wish to enter an INC grade should work with their department chair before beginning the INC grade process.
Religious and Spiritual Observances

Requests for accommodation based on religious and spiritual holidays must be submitted to the student’s instructor(s) as soon as the conflict becomes apparent. Instructors may provide accommodations as outlined in the Accommodations section of the Undergraduate Calendar. Any unresolved disputes between instructors and students regarding the legitimacy of extenuating circumstances or the suitability of accommodations will be decided by the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca).

 

The UW Registrar’s Office provides a chart listing the most commonly observed religious and spiritual holidays. This list is not exhaustive and others may be accommodated as requested. See the Religious Observances chart on the Faculty of Arts’ website (extracted from the Registrar’s Office information).

 

If a student makes a request beyond those listed by the Registrar’s Office, please have that student contact the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca).

Student Support and Accessibility
Mental Health Support

 

Mental health support is available for students.

 

 

Student Affairs

 

  • The Student Affairs team at SJU exists to facilitate and encourage a transformative student experience. Our team works to create healthy and accessible learning environments, to encourage students to take ownership and accountability in advocating for their own unique student experience, and to foster opportunities for growth and leadership development.
     
  • For additional UW resources, visit the Student Success Office - Learning Resources
     
Students' Union

 

 

Accessibility
 

Course instructors are legally required to accommodate students with disabilities, whether the disability is temporary, chronic, permanent, or even suspected. While courses are being offered remotely, students with disabilities are still eligible for academic accommodations and will have remote access to the accommodation supports and services offered through AccessAbility Services. You will receive an email (Faculty Notification Letter) every time a student requests an approved accommodation for your course, which will articulate the roles and responsibilities in facilitating these accommodations. Do not hesitate to contact AccessAbility Services if you have any questions or concerns at access@uwaterloo.ca.

 

The University of Waterloo is committed to ensuring all students have equitable opportunities to access and benefit from their education and receive reasonable academic accommodations. These modifications are intended to not alter the fundamental purpose or essential requirements of the academic program or course. Accommodations are a means of preventing and removing barriers that impede students with disabilities from participating fully in the educational environment in a way that is responsive to their unique circumstances. In order to support our legal duty to accommodate students with disabilities, instructors are asked to uphold a student’s academic accommodation plan, as determined by UW's AccessAbility Services.