On this page:
- Graduate student access
- Workplace access for employees
- Preventative measures for on-campus employees
- Vehicle use guidelines
- Contractor and service provider requirements
- Parking fees
- Reporting COVID-like illness
The University and faculties have developed protocols for graduate students and their supervisors to request access to non-laboratory campus facilities in order to promote their academic and research progress.
The University and faculties have also worked collaboratively to develop a common set of considerations and criteria to be used in the vetting of these requests, while still acknowledging faculties’ local conditions. These include:
- The safety of students and the University Community is the primary consideration. All members of the University community are encouraged to continue to work remotely unless there is a compelling need for access to campus.
- Access to facilities will only be possible if students have been included in departmental/faculty occupancy considerations and plans.
- Access to a campus facility at any time is limited by public health guidance on that facility’s occupancy limit.
- Students for whom their remote conditions create significant impediments to their academic and research progress will be given priority. These challenges may include:
- Insufficient or unreliable internet access;
- Personal obligations such as child or family care that creates challenging environments;
- Inability to access research resources that can’t be resolved remotely;
- Other considerations as articulated by the faculties or departments to ensure safety compliance
To access campus for non-research or laboratory purposes, please follow the following faculty-specific process.
The Faculty of Arts continues to encourage all graduate students to continue to work remotely. However, we do recognize that some graduate students may have a compelling reason to request access to non-lab space on campus for the purpose of progressing in their degrees.
Process for requesting access
Review the information on Covid-19 and your research webpage.
Complete the Request for non-lab access to campus space form
The form is sent to your department/school graduate contact.
Once a decision has been made regarding the request, you and your supervisor will be notified by email. If approval is granted, details on permitted times and locations and access periods will be specified. Those who are approved must limit themselves only to approved on-campus times, locations and activities because of limitations on building and room capacity due to COVID-19.
Please note that all access is limited by time and building capacity so some departments/schools may give precedence to students whose academic progress would be adversely affected by working remotely.
The list of contacts for each Department within Engineering is given below. If you have an inquiry regarding access to student space please contact the appropriate person, as below:
|Chemical Engineering||Liz Bevan|
|Civil and Environmental Engineering||Amber Beaudoin|
|Electrical and Computer Engineering||Lisa Habel|
|Management Sciences||Louise Green|
|Mechanical and Mechatronics Engineering||Robyn Wilkinson|
|Systems Design Engineering||Colleen Richardson|
|Conrad School of Entrepreneurship and Business||Nina Ripley|
|School of Architecture||Emily Stafford|
Process for requesting access
- To request access to campus office space for academic purposes, you must complete the Application for graduate student non-lab access form.
- The form is sent to the your department/school graduate contact.
- Once a decision has been made regarding the request, you will be notified by email. If approval is granted, details on permitted times and locations and access periods will be specified. Those who are approved must limit themselves only to approved on-campus times, locations and activities because of limitations on building and room capacity due to COVID-19.
Department/school access forms and contacts:
|Combinatorics and Optimization|
Statistics and Actuarial Science
The Science Graduate Studies Office remains closed as per guidance from the safety office requiring work that can be done remotely to be done from home.
The SGSO staff will continue to work remotely during our office closure. As such, all business will be conducted by email. Should you need to get in contact with a member of the SGSO staff please review our personnel page.
Please consult the University's Keep Learning page for information about continuing course work safely.
Procedure for requesting access:
- Requests to access offices in research spaces will follow the same procedures for gaining access to research spaces. These requests must be initiated by the PI and so students should contact their supervisor to initiate a request to access those spaces.
- Requests to access shared graduate student offices should be submitted to the Departmental Graduate Coordinators.
- Students with concerns relating to accessing their office space should contact the Associate Dean (Graduate Studies) by email to explain their concerns.
Employees must obtain approval from their department/faculty to access buildings on campus.
The University is taking a phased approach to safely and gradually resume campus operations.
Employees are required to continue working from home unless they have been approved as part of their department’s Return to Campus plan.
If you are not approved to return to work on campus but need temporary access to a building, you must get approval from your faculty, department or unit head.
Researchers who have submitted requests for continuation of on-campus laboratory activities, and who are awaiting response on those requests, will receive information on the outcome of the evaluation of their requests. Building access, as required, for those approved to continue on-campus laboratory activities, will then be arranged promptly.
Guidelines for deans and department heads
- Any requests for laboratory access requires the approval of the Department Head, Faculty Dean, and Office of Research.
- If your unit or department has employees that are physically present on campus on a regular basis, please also contact Plant Operations so that services and maintenance schedules can be adjusted. In your email please include the following information:
- Subject: [DEPT NAME] – campus presence
- Date - Week of [April 20-24, 2020]
- Department Name
- Number of employees present
- Building name
- Room numbers
- Plant Operations will need to know the employees’ location of work and all other areas that they have accessed, so prompt cleaning can be scheduled.
A summary of Plant Operations services is revised on a weekly basis to reflect the needs of our campus. The current service is posted on the Plant Operations website and the Plant Operations Modified Service page.
We all have an important part to play in limiting the risk of COVID-19 and maintaining the safety of our campus community. If you are coming to campus, be sure to do the following:
Before coming to campus
When on campus
- When you arrive on campus, check in by connecting to the eduroam Wi-Fi network or by completing the Campus Check-in form every day you visit campus and for every building you visit.
- When on campus, practice physical distancing by keeping a distance of 2 metres away from others
- Face coverings must be worn in accordance with Waterloo's face covering requirement
- Wash or sanitize your hands frequently and avoid touching your eyes, nose and mouth
- Cough or sneeze into your elbow or a tissue (not your hands), and immediately dispose the tissue
University vehicles are used for both on and off-campus essential work, including field work.
When using a University vehicle, employees are required to:
- Complete a daily self-assessment for symptoms.
- Keep detailed records of locations travelled to, specifically when travelling beyond the confines of the University of Waterloo main and satellite campuses.
In order to ensure that physical distancing is practiced:
- Do not travel with more than one person per vehicle where physical distancing cannot be maintained, or barriers have not been installed.
- If travel alone is not possible:
- Employees should travel in a vehicle large enough to maintain at least a 2m separation from each other.
- The vehicle ventilation should be set to fresh air only (no recirculation) and if possible, open windows to maximize air flow.
- Plexiglass or other suitable clear barriers can be installed between employees
- PPE in the form of an ASTM Level 2 medical mask must be worn by every occupant while in the vehicle.
- Remove unnecessary items from the vehicle and separate belongings to avoid contact between belongings or by other employees. Remove all belongings and trash after each use.
Cleaning of vehicles and hand hygiene is required before and after each use:
- Wash hands or use alcohol-based hand rub.
- Cleaning supplies (disinfectant and disposable cloths) must be available in each vehicle. Every user must clean all high-touch surfaces – door handle, steering wheel, seatbelt, gear shift, and control.
- When refuelling, wipe down gas pump handles and keypad surfaces.
A procedure to manage COVID-19 health and safety requirements for the return of contractors and service providers on campus has been developed and is the responsibility of the hiring department to manage.
- Download the Contractor/service provider COVID-19 reporting expectations sheet (PDF)
- Download the COVID-19 screening form for essential visitors (PDF)
Please note that all Design & Construction projects (Works Requests) will be managed directly by Plant Operations – Design & Construction. This process applies to all other contractors and service providers accessing campus, with the exception of delivery-only services.
For employees with parking permits, payroll deductions were suspended in April 2020 and parking will remain free of charge until November 1.
Starting September 8, standard parking enforcement will begin. This means that you are required to park in your designated parking lots and clearly display your valid permit. If you use a pay and display lot, you are required to display a valid ticket.
If you currently have a valid parking permit, payroll deductions for standard parking fees will resume on November 1, 2021. You can cancel your parking permit by returning your hang tag and transponder (if applicable) before October 8, 2021 to avoid November’s payroll deductions.
If you currently do not have a permit, you can obtain one for X lot. Parking charges will start in November.
Please note that temporary holds for permit holders are not available. If you choose to cancel your parking permit, you can elect to register for the wait list for any designated lots.
If you don’t have a current parking permit and visit campus intermittently, you can park in one of many pay and display lots available where a daily rate applies.
If you are ill, do not come to campus. If you become ill while working on campus, go home, seek appropriate medical attention as needed and notify Occupational Health immediately.
If you have medical questions, contact your health care provider or your local public health unit.
Learn more about what to do if you are ill, or if an employee or student discloses an illness to you, on the Health Protocols page.
For health-related inquiries
Contact your family doctor if possible
Telehealth Ontario at 1-866-797-0000
Occupational Health 519-888-4567 ext. 36264 or 30338
EFAP Homewood Health (1-800-663-1142)
Weekend health-related inquiries:
- Telehealth Ontario 1-866-797-0000 or Toll-free TTY: 1-866-797-0007.
For employees and graduate students
- Employees: Discuss non-health-related questions with your manager
- Graduate Studies: Discuss non-health-related questions with you supervisor or associate dean, graduate studies
- Before you return employee checklist (PDF)
- Return to campus daily checklist for employees (PDF)