Preparing for the winter 2021 term

The winter 2021 term will be here before we know it.  Whether you are studying remotely or are on campus for in-person classes or research, we are here to support you.  Our collective goals are to ensure that you are safe and that you can successfully continue to advance your graduate studies at Waterloo.  In this email, you will find some helpful hints and reminders to get you ready for the winter term, including:  

• Revised important dates
• Course information
• Physical return to campus
• Thesis proposals, comprehensive exams and thesis defence
• Incidental fees
• Staying connected and supported

Revised important dates

With the start of classes delayed to January 11, most important dates and deadlines for the winter term were revised. A few key dates to know now:

• Dec 15: due date for tuition fee payment or promissory note; deadline to opt out of optional/voluntary fees
• Jan 11: Classes begin
• Jan 29: Tuition and fee refund deadline – 100%
• Feb 1- March 28: Class drop with grade of Withdrawn (WD), no credit granted
• Feb 26: Tuition and fee refund deadline – 50%
• March 15-16: additional scheduled pauses
• April 15-16: Pre-exam study days
• April 14: Classes end (Friday schedule)
• April 17-26: Final exam period

For a complete list, review the winter 2021 academic schedule changes.

If you are enrolled in courses, you should:

• Review the important dates for winter 2021 term.
• Check to see if you require textbooks or course materials for your class(es), and order to ensure timely delivery – details available on the W store website.
• Confirm personal details in Quest – make sure your addresses, emergency contact and other personal details are up to date so critical communications are sure to reach you;
• Log in to WatIAM to enter an external password recovery email address so you don't get locked out of your University accounts.

For online courses:

• Ensure that you have access to reliable internet access; if you do not have reliable access, speak to your course instructor about alternative options.
• Check with your course instructor to ensure you have the necessary tools for success (e.g. webcam) in your course.
• In case your instructor is using LEARN:

• Before classes start: check out LEARN's system, software, and internet requirements and find technical support on the LEARN help website or send an email to learnhelp@uwaterloo.ca.
• On January 11: log in to LEARN to see what courses will be using this platform.
• If instructors are using other platforms:
  • You can expect an email from your instructor, no later than Wednesday, January 13, to your @uwaterloo.ca email address.
  • After January 13: if you still haven't heard from your instructor, reach out to them via email.

If you are returning to campus for courses/research/teaching or are taking part in a practica/internship:

• Watch the Welcome Back Waterloo safety video and read the guide to learn more about the University's plans for a safe return and the steps you can take to help maintain a safe and healthy campus. Check out the before coming to campus section of the guide, to ensure you are following appropriate protocols and have the necessary training in place.
• Review the Research information web page on the COVID-19 information website for the latest details about returning to research on campus.
• Stay informed about what services are physically open and available to you and which are offering modified services - these may be updated throughout the term.
• If you will be serving as a TA during the winter term, visit the Keep Learning website for resources and support, and connect with your graduate officer and department for any additional resources.
• Learn about your transportation options on the GSA website or visit the Parking Services website to explore campus parking. 
• If you will be taking part in a practica or internship during the winter term, review the process created to ensure your experience is a safe one.

If you are completing your thesis proposal, comprehensive exams, or thesis defence:

• Discuss your timelines with your supervisor and agree upon the scheduling of these important milestones.  
• Review the process for a remote thesis defence
• Check out the remote defence: tips for success

Incidental fees

University leadership and the graduate and undergraduate student associations have approved the incidental fees that will be charged for winter 2021.

• Deadline to opt out of optional and voluntary fees is December 15.
• International students who will not be in Canada for the winter term can opt out of UHIP coverage on Quest between November 30 to December 15.

As agreed with GSA-UW and WUSA, we are charging the athletics and recreation fee for the term. Recognizing the important roles that recreation and physical activity play in supporting your mental and physical wellbeing, we have made athletics facilities open to students since September. We have seen considerable use of the facilities and will continue to operate following public health guidelines.

Staying connected and supported

I encourage you to continue to engage with your fellow graduate students, as well as your research group, supervisors, and course instructors.  Among many possibilities, you may consider some of the following opportunities and resources:

• Visit the Graduate Student Association-University of Waterloo (GSA-UW) website for upcoming virtual events.
• Find an online writing community at the Writing and Communication Centre.
• Explore the many resources available to you from the University of Waterloo Library:
  • Book an online consultation with your librarian for assistance navigating the library website, searching databases and using the library catalogue to find books and journal articles;
  • Contact your librarian for in-depth research support, such as research data management and systematic reviews;
  • Get help with copyright, open access and depositing theses and research in UWSpace, our institutional repository.
• Schedule frequent check-in meetings with your research group and supervisors. For more tips on staying connected, explore the work from home and remotes resources web page.
• Learn about the Student IT Services available to you, how to use them, tips for remote learning, and how to get IT help/support.
• Take some time to read through your weekly graduate student e-news (it arrives in your inbox each Thursday). This includes upcoming events, workshops, and important dates.
• Refer to the set of university services and resources available for you.
• Explore the Campus Wellness website; know that wherever you are, Counselling Services is here to help you.
• Review your financial situation and be aware of the University’s supports for those with financial needs including the Academic Readiness Bursary that can help offset the costs of remote learning.

On behalf of all my colleagues at the University of Waterloo and in the Graduate Studies Community, know that you have our support during your upcoming winter 2021 term and always.  If you have any questions as you approach the start of the term, I encourage you to contact your supervisor, graduate officer or graduate co-ordinator, or send me an email. Stay well.