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.
Note: Some of the content of this page has been borrowed from the UWaterloo Faculty of Arts’ teaching term information, with thanks.
Last updated: December 2, 2021. Please review this page carefully as new information has been added.
- Due to campus closures related to COVID-19, many Fall 2021 undergraduate courses have been adapted to a remote format. In Winter 2022, many courses are returning to an in-person format.
- For remote learning courses, 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 (firstname.lastname@example.org) 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 (email@example.com).
- Resources to assist in developing and strengthening remote delivery of courses are available on the Keep Learning website. 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.
- For matters related to flu-like symptoms or COVID-related illnesses, students are encouraged to self-declare their illness. For other types of illness and/or injury, the Verification of Illness (VIFs) form may still be requested if the student is seeking accommodations for missed course elements. Students can access the VIF form through Quest.
Please visit the SJU COVID-19 Response page for up-to-date campus information.
- Classes start January 5 and end April 5
- Pre-exam study days: April 6-7
- Final exam period: April 8-26, excluding Friday April 15 and Saturday April 16
- Check other Winter 2022 Important Dates and Religious and Spiritual Observances in sections below
- Review Course Outline / Syllabus Requirements and Template section below. Reminders:
- NEW course outline requirements for Winter 2022 are detailed in this section.
- 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 (firstname.lastname@example.org). 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.
- COVID-19 Guidelines for Instructional Space will be updated as necessary with information for in-person instructors, so please consult regularly. Your WatIAm username and password are required to access this guide.
|Classes begin||Wednesday, September 8|
|Last day to add a class||Tuesday, September 21|
|Last day to drop, no penalty||Tuesday, September 28|
|Reading Week (no course activity or assignments can be due)||Saturday, October 9 to Sunday, October 17 inclusive|
|UW Holiday (Thanksgiving Day)||Monday, October 11|
|Last day to drop, receive a WD||Tuesday, November 23|
|Lectures end||Tuesday, December 7|
|Last day to drop, receive a WF||Wednesday, December 8|
|Pre-final assessment study day||Wednesday, December 8|
|Final exam/assessment period||Thursday, December 9 to Thursday, December 23|
|Grades due period||Wednesday, December 8 to Tuesday, January 4|
|Grades due, if final assessment||7 days after final assessment|
|Grades due, if no final assessment||December 21|
|Classes begin||Wednesday, January 5|
|Last day to add a class||Tuesday, January 18|
|Last day to drop, no penalty||Tuesday, January 25|
|Reading Week (no course activity or assignments can be due)||Saturday, February 19 to Sunday, February 27|
|UW Holiday (Family Day)||Monday, February 21|
|Last day to drop, receive a WD||Tuesday, March 22|
|Lectures end||Tuesday, April 5|
|Pre-final assessment study days||Wednesday, April 6 and Thursday, April 7|
|Last day to drop, receive a WF||Thursday, April 7|
|Final exam/assessment period||Friday, April 8 to Tuesday, April 26 (except Saturday, April 16|
|UW Holiday (Good Friday)||Friday, April 15|
|Grades due period||TBA|
|Grades due, if final assessment||7 days after final assessment|
|Grades due, if no final assessment||TBA|
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 (email@example.com). 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.
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.
Fall 2021 will have a scheduled final exam period, from Thursday, December 9 to Thursday, December 23, including Sunday, December 12. There are no separate days for online examinations, as all exams will be up to the instructors.
Winter 2022 will have a scheduled final exam period from Friday, April 8 to Tuesday, April 26. On-campus and CEL courses may have in-person exams, but are still encouraged to explore other options. Courses offered remotely must continue to be fully remote, and this includes not having an in-person exam.
If you have questions about how to manage final assessments in our current circumstances, please contact the SJU Associate Dean, Dr. Veronica Austen (firstname.lastname@example.org).
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
- Student Access to Final Examination Papers
Refer to the Undergraduate Calendar for all official information about Assignments, Tests and Final Exams.
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 Stephanie Zepf, the Student Affairs Administrative Assistant.
Academic Administrative Assistant – Morgan Regehr (email@example.com)
VPAD – Carol Ann MacGregor (firstname.lastname@example.org)
SJU Associate Dean – Veronica Austen (email@example.com)
(formerly known as an Online Technology Support Assistant / OLA)
Kimdeep Kular (firstname.lastname@example.org)
Please reach out to your department chair or program director with any questions or issues you may have.
SJU Library Associate – Deb Addesso (email@example.com)
Associate Librarian – Lorna Rourke (firstname.lastname@example.org)
IT Specialist – Tait Kelly (email@example.com)
IST Director – Ashish Bhagat (firstname.lastname@example.org)
- For assistance with pedagogical and practical course design, consult Lynn Long (email@example.com) 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 (firstname.lastname@example.org).
- 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
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 email@example.com.
Course evaluations at SJU are customarily administered at the end of each term. For the 2021-2022 academic year, SJU's course evaluations are administered using UW's eValuate online system.
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.
NEW - Course Outline Requirements - Winter 2022
- Every course outline for an in-person class should be designed with a plan that considers alternate arrangements for:
- a short-term (e.g., one-week) cancellation of in-person classes, whether for the particular course or University-wide;
- a longer-term cancellation of in-person meetings, whether for the particular course or University-wide;
- cancellation of in-person (midterm or final) examinations.
- You should include as much detail as possible in your plan to make students aware of possible scenarios. Where there are program, department, or faculty-wide contingency plans in place, you should ensure that your course plans are consistent with them.
- Outlines should also describe accommodation that will be available for students who cannot attend classes due to self-isolation.
- 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.
- 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.
- In courses where “participation” will be a weighted element, the nature and application of the requirement should be given unambiguous description and definition.
- 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.
- 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 (firstname.lastname@example.org), 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.
- 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.
- SJU Wellness Coordinator: Lindsay Thompson (email@example.com)
- Counselling Services: firstname.lastname@example.org / 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 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. CHOSEN/PREFERRED NAME
Do you want professors and interviewers to call you by a different first name? Take a minute now to verify or tell us your chosen/preferred first name by logging into WatIAM.
Why? Starting in winter 2020, your chosen/preferred first name listed in WatIAM will be used broadly across campus (e.g., LEARN, Quest, WaterlooWorks, WatCard, etc). Note: Your legal first name will always be used on certain official documents. For more details, visit Updating Personal Information.
- If you included a preferred name on your OUAC application, it will be used as your chosen/preferred name unless you make a change now.
- If you don’t provide a chosen/preferred name, your legal first name will continue to be used.
D. 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).
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).
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. Veronica Austen (email@example.com).
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 (firstname.lastname@example.org).
Mental health support is available for students.
- At SJU, Lindsay Thompson, Wellness Coordinator (email@example.com), is our student wellness resource.
- Sean Hayes, Director of Campus Ministry (firstname.lastname@example.org) is also available as a resource.
- The Faculty of Arts provides details on available support on its website.
- Campus Wellness - Counselling and Health Services
- 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
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 email@example.com.
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.
It is beneficial to become familiar with the University’s Student Academic Accommodation Guidelines, as it articulates the roles and responsibilities of students, faculty, and staff in the academic accommodation process. The Guidelines provide procedural guidance for a) the registration process, b) the process for providing retroactive accommodations, and c) the dispute mechanism process. The Guidelines include resources related to a) defining reasonable accommodations, essential requirements, and undue hardship, b) course instructor timeline requirements for facilitating accommodations, c) ways to protect student personal health information, and d) scripts for rereferring students to AccessAbility Services.
Universal learning design (ULD) is a great way to increase the accessibility of your course for all students; however, it is important to be mindful of how ULD may impact students who require academic accommodations. AAS created a new tip sheet for faculty members/course instructors planning to implement ULD in their upcoming course which includes tips and scripts for students who inquire about how it will impact their accommodations.
As noted in the Student Academic Accommodation Guidelines, the University (according to the Ontario Human Rights Commission) has a duty to inquire into the possible relationship between a student’s behaviour and a disability to assist and accommodate students. The duty to inquire also means that we need to consider the student’s disability prior to imposing measures that may affect the student negatively. The educator’s perception of disability will engage the protection of the code and as such, we all must continue to pay attention to signs/cues to students who appear unwell or where you perceive a student may have a disability. If you believe a student may require accommodations, you are to attempt to assist them by refer them to support services, such as AccessAbility Services (you can use the ‘referral scripts’ in the appendix of the Student Academic Accommodation Guidelines).
AAS provides academic accommodations to students with disabilities, and the term disability covers a broad range and degree of conditions including, the physical, emotional, and psychological effects of a trauma (e.g., sexual violence, and/or racial trauma). Students are not required to provide documentation verifying their trauma to begin the registration process, to get connected with resources and supports, and to work with AAS to create an interim accommodation plan. If a student discloses that they are being impacted by a trauma, please know that you can refer them to AAS to explore whether academic accommodations will be required.
AAS’s online system (AIM) is used by students and AAS staff to request and manage accommodations. Course instructors can use this same system to manage their course accommodations, through the Faculty Module. This module enables you to:
- View a dashboard listing of your students and their accommodations for each of your courses.
- Export a list of students by eligibility (e.g., Extra time: 5, 10, 15 minutes per hour, etc.).
- Receive real-time updates to accommodation plans should it change throughout the term.
- Navigate between courses and sections using the Advanced Search Panel option.
- Submit and make changes to your Alternative Testing agreement, so AAS can appropriately facilitate your in-person tests on your behalf (when offering in-person exams).
AAS is here to support you in upholding our collective duty to accommodate. We can offer 1:1 support to you to a) explore how your course design will meet the specific accommodation needs of a student, b) to develop a safety-based accommodation plan for a student in your lab or other ‘high risk’ area, c) to assist you with accommodation disputes, d) to ‘vet’ the need for exemptions to your program/course requirements, and e) to work with you to identify essential requirements of your course or program to explore whether an accommodation will cause undue hardship. We also work with thesis supervisors to explore appropriate accommodations for graduate students for the various graduate milestones. Essentially, we are here to help. Just reach out to Casey Gautreau (Manager, Student Accommodations) by email: firstname.lastname@example.org