Notes about Winter and Spring terms

This message was originally sent to instructors in the Faculty of Arts by Martin Cooke and Katherine Acheson, associate deans, Undergraduate Studies.

We are writing with some pieces of information relevant to those of us teaching in the Winter 2020 or Spring 2020 terms.

1. Students converting numerical grades to CR (Credit) or NCR (No Credit) for Winter 2020
   1. Students will be able to convert their numerical grades to CR or NCR beginning April 26. The form will close on May 10 so that we can do Academic Progression. During that time, students can convert and un-convert their grades as many times as they like.
   2. After AP is completed, students will have a further opportunity to change their grades one way or another. We are uncertain at this point how long that second window will be.
   3. After both windows are closed, students will be able to petition to convert their grades one way or another.
   4. Reminder: Instructors were able to change the grading basis of their course(s) by March 23 to CR/NCR from numerical. Instructors may not issue CR or NCR grades in courses that were not converted from numerical to CR/NCR by that date.
2. Non-numerical grades in Winter 2020
   The Senate motion allowing for students to convert their Winter 2020 grades to CR or NCR referred only to numerical grades. In a situation in which you would normally apply a non-numerical grade such as NMR (no mark recorded), we suggest using a numerical grade (say 0), as this can be converted by the student to an NCR. If the grade remains NMR, it will be calculated in the average as 32%.

3. Reviewing Exams from Winter 2020 Students normally have a year within which to request a review of their exam but only one month within which to request a reassessment of the grade (Policy 70). Students will need to review exams before we are back on campus. As students wrote exams remotely, most are in possession of the exam questions. For students who wish further explanation of the grades they received, please correspond with them through Microsoft Teams, email, or Skype for Business.

4. Student Illness in Winter 2020

   1. ​​​​​​​COVID-19 or influenza-like symptoms: Students can self-declare symptoms that might be COVID-19 through Quest. They do not need a VIF for activities missed during the period for which they have self-declared. Students must self-declare within two days of the activity they missed. ADs can request a self-declaration on behalf of a student who misses this window. Please pass any such request, with any additional information you would like to include, on to one of us.

   2. VIFs and non-influenza-like illnesses: Students do not need to visit a physical clinic in order to secure a VIF. The University’s Health Services is providing essential services and telemedicine and will authorize VIFs where warranted. Other health care providers are also offering remote services.

   3. Self-declaration and the University’s COVID-19 reporting requirements: The University recently added a “Protocol for Individual Disclosures of COVID-19” to its Coronavirus Information site. Please note that self-declaration of symptoms does not constitute a disclosure. However, if a student discloses a diagnosis of COVID-19 to you, you need to follow the “Protocol.”

   4. Self-declaration and petitions: Students who self-declare influenza-like symptoms will not be treated differently than students who produce VIFs with regard to petitions. VIFs are most important in helping a student secure accommodation for a missed or late assignment. VIFs do not play much of a role in the petition process. Other documentation is usually presented to support the narrative of events and circumstances.

5. Transcripts and the effects of COVID-19

   1. ​​​​​​​Transcripts for Winter 2020 will include this note: COVID-19 impacted assessment methods and performance in many courses this term.

   2. INCs (Incompletes) resolved in Winter 2020: Some INCs, assigned in earlier terms, were resolved in Winter 2020. The resolved grade, which may be a CR or NCR, will appear on the transcript in the term in which the INC was first assigned. That term’s transcript will include this note: The final assessment of [insert specific course] was affected by COVID-19 in Winter 2020.

6. Spring 2020 courses and asynchronicity
   Not all students in Spring courses are living in the University’s home time zone; not all have perfectly reliable internet connections; and not all have guaranteed access to computers at all times. Please use flexible due dates and deadlines for assignments, and avoid activities that require the simultaneous presence of all or some students at particular times. Students should not be disadvantaged if they are not able to be online at a particular time.

7. Spring 2020 courses and accessibility

   1. ​​​​​​​Students with disabilities: 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 may still be 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.

   2. Universal course design: CTE can provide advice about universal course design, which is intended to make courses accessible to diverse learners. Consult the “Teaching Tips: Planning courses and assignments” page and make use of the resources on the Keep Learning site to strengthen your course.