See also: Registrar’s Office important dates calendar

SJU Phone Number if Dialing from Outside Number:

518-884-8110 or 519-884-8111

Cancelling Class Unexpectedly:

Faculty cancelling a single class should contact students directly through email/LEARN. They should also send an email to Morgan Regehr (morgan.regehr@uwaterloo.ca) and to their Department Chair for general awareness and so that a sign can be put on the classroom door, and any student inquiries that don't go directly to the instructor can be fielded appropriately. 

Faculty who unexpectedly need to be away for multiple classes should contact their Department Chair/the VPAD to ensure an appropriate plan to continue student learning is in place that also aligns with employer obligations under the Collective Agreement and Occupational Health and Safety requirements. 

IT/Technology Concerns:

Details of the equipment available in each classroom can be found on the Teaching Term Information webpage under Contacts For Your Support / Teaching Resources.

Each classroom is equipped with a phone and SJU IT Help, SJU Library, and SJU Reception are on speed dial. If you have questions or need assistance with the classroom audiovisual equipment, press IT Help or dial extension 28295 . If your call is not answered leave a message to get a call back ASAP. After-hours calls may get a return call depending on availability and severity. Note that a helpful online Classroom IT Manual to support IT challenges can be found at www.sju.ca/ClassroomAVHelp and there is a link to this manual on the desktop of all classroom computers. Another option for IT support is to create a request ticket at sju.ca/jira-it.

Spills and Maintenance:

If you have an urgent issue with a spill or other clean up contact SJU Facilities (x28274) who will send the cleaners over. Less urgent maintenance issues may be reported via the RT system to the Facilities team at http://sju.ca/jira-facilities.

Disruptive Behavior:

While we hope most situations can be resolved through discussion, if other methods of dealing with the behaviour are unsuccessful, you can reach UW Special Constable Service using the campus extension 22222 or at their direct line 519-888-4911. Faculty, staff, and students are also encouraged to download the UW WatSAFE app, which provides quick and convenient access to campus safety and emergency resources: https://uwaterloo.ca/watsafe

Fob Issues:

Try hotspotting first. This is as simple as holding your fob to a reader that is attached to a door frame (not just one on a door). For example, the fob reader that is on the door frame coming into main entry reception of Sweeney Hall is a hotspot. If this doesn’t fix the issue, check with Stephanie Bauman (SH Reception, stephanie.bauman@uwaterloo.ca).

Issues with the Mailroom Printer/Photocopier/Scanner or Shredder:

During business hours please check with the front desk for assistance. After hours please create a ticket using SJU's Jira-IT system and the IT person on call will help as soon as possible. If it is urgent you may call the extension x28295.

If necessary as a back-up, you can use the photocopier in the SJU Library, but please identify yourself to the library staff working at the Circulation Desk before coming into the library staff space.

Office Supplies:

You can access printing supplies (toner and printer paper) self-serve from the mailroom from the cupboards along the back wall. Please make sure to note what you took on the tracking sheet on the cupboard door.

The mailroom also has SJU envelopes, inter-departmental envelopes, exam booklets, scantron sheets, and boxes of golf pencils available for use.

Other office supplies can be accessed via Morgan Regehr (SH 1202, x28595, morgan.regehr@uwaterloo.ca), including whiteboard markers, pens, post-it notes, plain envelopes, paperclips, and more. Just ask!

Room Bookings:

Contact Christina Mancini (x28225, christina.mancini@uwaterloo.ca).

Health and Safety Concerns:

You are encouraged to review and to advise that students familiarize themselves with the Emergency Procedures posters made available in classrooms and other campus spaces.  

Contact Michelle Watson (x28258, michelle.watson@uwaterloo.ca) or a member of the Joint Health and Safety Committee (JHSC): Joint Health and Safety Committee if you have health and safety concerns.

Less urgent issues may be reported via the RT system to the JHSC at sju.ca/rt-facilities.

You have some other question and are not sure who to ask:

Contact Morgan Regehr (x28595, morgan.regehr@uwaterloo.ca), who can direct you to the right person.

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.

Look closely at the UWaterloo regulations on Assignments, Tests, and Final Exams for the official regulations governing the scheduling and administration of tests and examinations. Especially important to remember:

• The period (typically 2-3 days) between the end of classes and the start of exams is sacrosanct: lectures, tests, and other course activities may not be scheduled during this period.
• A final exam is any test worth more than 25% and that covers all or most of a term’s course content. A final exam may not be scheduled in the last 5 lecture days of the formal lecture period for the term.
• Courses with final exams may not have other course assignments due during the final examination period.
• Courses without final exams may have an assignment equivalent in scope and value to a final exam due during the final examination period.
• Instructors or an authorized alternate are expected to be available for all scheduled final exams for their courses. See the Protocols for Exams at SJU policy.
• Accommodations for deferred final exams are made only under specific conditions and time restrictions. It is the student’s responsibility to make him/herself available for the entire examination period, and travel plans are not a sufficient reason to have a final exam deferred. Please see the Accommodations section of the Undergraduate Calendar, and refer any request with which you are not comfortable to the SJU VPAD, Carol Ann MacGregor (carolann.macgregor@uwaterloo.ca).
• Any student may review their final exam under supervised access without initiating a formal appeal procedure.

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

The VPAD’s Office offers a Make-Up Midterm Exam service. The purpose of this service is to provide instructors with scheduling and proctoring support around make-up midterm exams.

A room is scheduled on Fridays from 1:00-4:00 pm. There will be an experienced proctor, with a degree, to administer your make-up exam. You will need to make yourself available only for the first 30 minutes of the exam (e.g., via phone). You will also need to provide examination materials in a timely manner. Please contact Morgan Regehr (morgan.regehr@uwaterloo.ca) by Wednesday at noon if you have students in need of this service that Friday.

Of course, there may be instances in which students have legitimate reasons for being unable to make this time. In those cases, instructors must handle scheduling and administering the make-up midterms.

Make-up sessions for final exams are handled differently. The University of Waterloo provides two make-up sessions each term for students who were unable to write a final exam at the scheduled time. Instructors receive an email from the Registrar's Office partway through the term with information about these sessions. If you have any questions about final exam make-up sessions, please get in touch with Christina Mancini (christina.mancini@uwaterloo.ca), SJU's scheduling specialist.

Fall 2023 will have a final exam period from December 8-22, 2023

Winter 2024 will have a final exam period from April 11 to April 25; includes Sunday exams on April 21.

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

UW closures during exam period

Final exam evacuation procedures

Interim Identitfication Form

Retention rule: The mandated length of time to retain assignments, tests, and exams is one full year (until the end of the following like term). Contract academic staff are recommended to give their assignments and/or tests to their department chair/program director, who will store them until it is time for shredding.

Final examination and final course grades shall not be posted before the final examination period ends.

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.

• The Formal Lecture Period
• The Final Examination Period
• Scheduled Pauses in the Academic Term (e.g. Reading Week)
• Parameters for Scheduling Tests During the Formal Lecture Period
• Rules for Test Conduct
• Additional Rules for Final Examinations
• Accommodations
• Student Access to Final Examination Papers

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

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

VPAD – Carol Ann MacGregor (carolann.macgregor@uwaterloo.ca)

SJU Associate Dean – Alysia Kolentsis (amkolentsis@uwaterloo.ca)

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

SJU Associate Librarian - Michelle Atkin (michelle.atkin@uwaterloo.ca)

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

Place a request through SJU's Jira-IT system to be assisted by the first available staff member.

All classrooms have podiums at the front of the classroom. The podiums contain a computer with full internet access and connections to the audiovisual equipment; no key to the podium is needed to access everything required. If you have a laptop, this can be attached to the podium with the provided cables (HDMI or VGA) and used as needed. There is wireless internet access in each classroom via EDUROAM (WatIAM credentials are required to connect).

If you have any questions or need assistance with the audiovisual equipment in your classroom, please contact the IT help line by pressing the speed dial button labeled IT Help or dial extension 28295. If your call is not answered leave a message to get a call back ASAP. Classroom support is available from 8am-7pm most weekdays; after-hours calls may get a return call depending on availability and severity. If you want to arrange training, special assistance, or have special requirements in a classroom, please contact Chirag Budhrani, IT Technician (chirag.budhrani@uwaterloo.ca, ext. 28204).

NOTE: You can review the helpful online Classroom IT Manual to address IT challenges: https://www.sju.ca/ClassroomAVHelp There is a link to this manual on the desktop of all classroom computers.

• For assistance with pedagogical and practical course design, consult Victoria Feth (victoria.feth@uwaterloo.ca) our Faculty Liaison at the Centre for Teaching Excellence.

• Please remember to consult the resources on the Keep Learning website.

• Textbooks: Instructors are to order/adopt their textbooks (https://wstoreapps.uwaterloo.ca/adoptions.html) and courseware (https://wstoreapps.uwaterloo.ca/courseware/) directly online. All textbooks and courseware are sold through the W Store.

• Desk Copies: Instructors are encouraged to request their own desk copy of their textbook from the publisher.

• Course Reserves: Put individual readings for your course on reserve at www.reserves.uwaterloo.ca/ares/.  If you need assistance, please contact Deb Addesso (daddesso@uwaterloo.ca).

• Quest (student information system, including course scheduling information)

• LEARN (web-based learning management system for managing course materials and interacting with students): click here for LEARN resources, or log in here.

• Arts First Instructors - Handbook

• Centre for Extended Learning

• Conflict Management for Instructors

Course evaluations at SJU are customarily administered at the end of each term. SJU's course evaluations are administered using UW's eValuate online system.

• 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.

• Final examination and final course grades are not to be posted before the final examination period ends.

• 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 Morgan Regehr (morgan.regehr@uwaterloo.ca), the Academic Administrative Assistant, and provide the course, section, student ID, original grade, and adjusted grade.

• 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.)

• 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.

• 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.

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. Alysia Kolentsis (amkolentsis@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 Equity, Diversity, Inclusion and Anti-racism website.

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