• NEW: Updates to Religious and Spiritual Observances.
  • Beginning Fall 2024, students can submit a Religious Observance Self-Declaration Form in Quest.
• A Policy 71 Academic Integrity Information Session is being offered for Instructors. It is schedules for October 9, 2024 at 2:30pm in HH 373 (and online). An email will be sent out to instructors closer to the date.
• Review Course Outline/Syllabus Requirements and Template section below.
  • NEW: Options for including limitations around the Use of Generative Artificial Intelligence.
• Student accommodations - information for instructors (pdf) includes:
  • Accommodating the needs of students with disabilities
  • Accommodating students’ religious and spiritual observances
  • Accommodating absences due to verified illness
  • Absences for other extenuating circumstances (e.g., bereavement)
  • Self-declared absence (pandemic-related)
  • Self-declared short-term absence (for any reason)
  • Absences for varsity athletic activities
• Course materials should be available to your students online. Contact Deb Addesso (daddesso@uwaterloo.ca)at the  SJU library for help with this.
• 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.
• Class enrolment - if students aren't able to add your class on Quest, consult the Enrolment problems and course overrides page.

• Classes: September 4 to December 3
• Thanksgiving Day (holiday): October 14
• Reading week: October 12-20
• Pre-exam study days: December 4-5
• Final exam period: December 6-19, inclidung Sunday exams on December 8
• Check other Fall 2024 Important Dates and Religious and Spiritual Observances in sections below

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 Christina Mancini (christina.mancini@uwaterloo.ca) and to their Department Chair for general awareness and so that 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. 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 Regroup Mobile app, which provides quick and convenient access to campus alerts safety and emergency resources: https://uwaterloo.ca/emergency-notifications.

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.

For other office suuplies, full-time faculty may place a Staples order and Contract Academic Staff may contact their Department Chair about having a Staples order submitted on their behalf. For emergency same-day supplies, there is a small amount available at the front reception office.

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 Christina Mancini (christina.mancini@uwaterloo.ca) and Chris Schwendinger (cschwen@uwaterloo.ca), who can direct you to the right person.

St. Jerome's University and the University of Waterloo have a duty to accommodate religious, spiritual, and other creed-based beliefs and practices under the Ontario Human Rights Commission (2015). Policy on preventing discrimination based on creed.

Students may seek accommodations for missed course components on religious, spiritual, or other creed grounds. Students can complete the Religious Observance Self-Declaration Form in Quest, which will inform their instructors of the potential conflict for certain dates. Students must consult with their instructor(s) within two weeks of the announcement of the due date or scheduled examination date for which academic accommodation is being sought. The self-declaration form for short-term absences may also be used by stduents requiring an absense of two days or less during the Formal Lecture Period.

The UW Registrar's Office provides a chart listing the most commonly observed religious and spiritual holidays. This list is not exhaustive but is provided to instructors for proactive, inclusive planning purposes to help schedule the dates of class activities to avoide potential conflicts. See the Religious Observances chart on the Equity, Diversity, Inclusion and Anti-Racism website. An instructor should not deny a student's accommodationrequest just because it does not appear on this list of dates.

Students may also request accommodations for temporary absences from classes or other course-related activities to engage in prayer or other daily spiritual practices. Instructors are expected to make reasonable arrangements to respectfully accommodate such requests.

Any unresolved disputes between instructors and students regarding the religious and spiritual accommodations will be decided by the SJU Associate Dean, Dr. Veronica Austen (vjausten@uwaterloo.ca).

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 Christina Mancini (christina.mancini@uwaterloo.ca), Scheduling Specialist.

Copyright legislation must be followed. 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.

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.

Course Outline Requirements

• 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.

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.
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:

• 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
• Empower Me: to access, create an account on the Dialogue mobile app or on the web at www.studentcare.ca/dialogue
• Sexual Violence Prevention and Response Centre: supports all members of the University of Waterloo campus community who have experienced or been impacted by sexual violence
• 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
• St. Mary's Hospital: 519-744-3311
• Here 24/7: Mental Health and Crisis Service Team. Phone: 1-844-437-3247
• 988 Suicide Crisis Helpline: a 24/7 urgent mental health care three-digit helpline
• OK2BME: set of support services for Two-Spirit, lesbian, gay, bisexual, trans, queer, intersex, asexual (TSLGBTQIA+), and questioning kids, teens, adults, and their families in Waterloo region.  Phone: 519-884-0000 or email ok2bme@caminowellbeing.ca

More information about resources and supports for students can be found online on the Faculty of Arts Student Support page.

B. TERRITORIAL ACKNOWLEDGEMENT

St. Jerome's University and the University of Waterloo acknowledge that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

C. CHOSEN/PREFERRED NAME

Students can verify their chosen or preferred first name by logging into WatIAM. Your chosen or preferred first name listed in WatIAM will be used across campus (e.g., in LEARN, Quest, WaterlooWorks, WatCard, etc.). Your legal first name will always be used on certain official documents, such as diplomas and transcripts.

Students can view and change their pronouns in Quest (instructions can be found on The Centre's website). Should you choose to include your pronouns in Quest, your pronouns will be accessible by instructors, advisors, and employees with access to Quest. If no pronoun is added, the field in Quest will remain blank.

Important notes:

• 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).

E. USE OF GENERATIVE ARTIFICIAL INTELLIGENCE

This course includes the independent development and practice of specific skills, such as the research essay. Therefore, use of generative artificial intelligence (GenAI) large language models, like ChatGPT, is not permitted in this class. Unauthorized use in this course, such as running course materials through GenAI or using GenAI to complete a course assessment, is considered a violation of Policy 71 (plagiarism or unauthorized aids or assistance). Work produced with the assistance of AI tools does not represent the author’s original work and is therefore in violation of the fundamental values of academic integrity including honesty, trust, respect, fairness, responsibility and courage (ICAI, n.d.).

You should be prepared to show your work. To demonstrate your learning, you should keep your rough notes, including research notes, brainstorming, and drafting notes. You may be asked to submit these notes along with earlier drafts of your work, either through saved drafts or saved versions of a document. If the use of GenAI is suspected where not permitted, you may be asked to meet with your instructor or TA to provide explanations to support the submitted material as being your original work. Through this process, if you have not sufficiently supported your work, academic misconduct allegations may be brought to the Associate Dean.

In addition, you should be aware that the legal/copyright status of generative AI inputs and outputs is unclear. More information is available from the Copyright Advisory Committee: https://uwaterloo.ca/copyright-at-waterloo/teaching/generative-artificial-intelligence

Students are encouraged to reach out to campus supports if they need help with their coursework including:

• Student Success Office for help with skills like notetaking and time management

• Writing and Communication Centre for assignments with writing or presentations

• AccessAbility Services for documented accommodations

• Library for research-based assignments

F. ANTI-RACISM STATEMENT

St. Jerome's University and the University of Waterloo do not tolerate racism or any other form of discrimination and expects campus community members to contribute to a culture where all members feel safe and valued. Any member of the campus community who has experienced racism or discrimination at the University is encouraged to review available processes for addressing their concerns under Policy 33 – Ethical Behaviour and to seek guidance from the Equity Office via email at equity@uwaterloo.ca or through their website.