Updates & Term Information

To ensure you are aligned with current guidelines, expectations, and best practices

The following guidelines outline the responsibilities related to teaching agreements and use of the Course Outline tool, which is required for all undergraduate and graduate courses, and includes standardized Engineering boilerplate content as well as procedures for maintaining and updating course information.

Spring 2026 Updates for all Instructors.

1. NEW! Instructor Obligations to comply with Graduate Teaching Assistant (GTA) agreement (CUPE 5524.01).

A memo from Dean Wells was sent to all faculty on May 4th outlining instructor obligations that come into effect immediately. The following captures highlights from the memo. Please read the memo in detail and reach out to your unit-level administrators for specific guidance.

  • The following obligations take effect immediately for all GTA appointments:

    • Provide an AoD form: Issue a completed Assignment of Duties (AoD) within 5 days using the official AoD form posted on the HR forms site (listed alphabetically). 
    • Identify 15+ hour weeks: Flag any weeks expected to exceed 15 hours at appointment.
    • Minimize hour fluctuations: Plan an even workload across the term.
    • Put changes in writing: Confirm all duty/hour changes in writing with advance notice; do not increase total hours without department head approval; avoid changes within 2 weeks of term end.
    • Honour the no‑grading window: Do not assign grading in the 5 days before a GTA’s exam/defence; plan accordingly.
    • Meet to review hours if requested: Hold a meeting if requested; do not unilaterally change total hours.
    • Manage conference leave: Approve up to 1 week, where reasonable; reschedule work if possible.
    • Support sick leave: Allow eligible paid hours and plan for absences.
    • Allow bereavement leave: Provide up to 6 hours of paid leave.

  • When problems arise

    • Do not discipline directly: Route formal issues through HR channels.
    • Contact Associate Chair (Grad): Raise concerns and incidents through the designated unit contact.
    • Report and document issues: Log concerns even if no immediate action is required.

  • Be aware of upcoming changes

    • Prepare for new GTA process: Follow unit guidance on the new application and appointment process by June 15, 2026.

  • Questions

    • Contact unit or Associate Dean (Teaching & Student Experience) for obligations questions.
    • Contact Associate Dean (Graduate Studies) for appointment process questions
       

2. Mandatory Use of Outline for All Faculty of Engineering Courses (undergraduate and graduate). 

  • Required: All undergraduate and graduate courses must publish outlines using the Outline tool by the first week of classes.
  • Compliant and complete: Includes all Senate‑approved required components (e.g., meeting times, Bill 166 cost reporting, required Secretariat text).
  • Accessible by default: Outlines meet AODA accessibility requirements.
  • Time‑saving options: Built‑in toggles add approved text for GenAI provisos, Territorial Acknowledgement, and Faculty of Engineering boilerplate (including Continuity/Fair Contingencies).
  • Bill 166: Required learning costs
  • Accreditation Units (AUs) & Graduate Attributes (GAs) (Undergraduate only)
    • AUs and GAs appear in Edit Mode. You may copy them into student‑visible fields.
    • For help, contact your Teaching & Learning Champion or Graduate Attribute Lecturer.
    • To request changes, contact your Associate Chair (Undergraduate) or Program Director.
    • Not required for graduate courses.
  • Resources: See Getting Started with Outline.
  • Assistance with the migration of outlines: eng.ug.askus@uwaterloo.ca.
  • Substantial Changes to your course outline after the first week of classes: