Welcome to the fall 2021 term

Tuesday, September 7, 2021

On Sept 7 the following email was shared with graduate students

To: Graduate students

From: Jeff Casello, Associate-Vice President, Graduate Studies and Postdoctoral Affairs (GSPA)

Date: Sept 7, 2021

Subject: Welcome to the fall 2021 term

Note: This email is for information (and possible action)

The fall 2021 term is about to begin! On behalf of everyone at the University, I sincerely hope that you and those important to you continue to keep healthy and safe.

We are very excited to welcome you to Waterloo, for the first time for our new students and back to Waterloo for our returning students.  Whether you are studying remotely or will be on campus, we are here for you. Below you will find some action items and information to get you ready for the term. 

If, after reading this communication, you have any questions about the fall term, I encourage you to contact your supervisor, graduate officer or graduate co-ordinator, or send me an email. Stay well. 

In this communication:

Important dates

A few key dates to know:

  • Sept 7: Proof of vaccination starts
  • Sept 8: Classes begin
  • Sept 28: Class enrolment period ends
  • Sept 28: Tuition and fee refund deadline– 100%
  • Oct 26: Tuition and fee refund deadline – 50%
  • Dec 7: Classes end
  • Dec 9-23: Final exam period

For a complete list, review the Graduate Studies important dates calendar.                                                 

Checklist of action items

Information about coming to campus and in-person class expectations:

Starting September 7, anyone who comes to University of Waterloo campuses must provide proof of vaccination against COVID-19. If you have not yet done so, submit your proof of vaccinations today. If you are not yet vaccinated, you must provide proof of full vaccination no later than October 17, 2021 and must participate in the rapid testing program until that date. Find out more about the mandatory vaccination requirement.

If you are coming to campus:

  • You must conduct self-screening for COVID-19 symptoms and record your on-campus presence via Campus Check-in each day that you attend campus.
  • Follow all mandatory safety precautions:

o   Face coverings must be worn in accordance with Waterloo’s face covering requirement.

o   Outside of learning environments (classrooms, labs), physical distancing must be exercised, providing a distance of at least two meters between individuals.

  • If you will be taking part in a practica or internship during the fall term, review the process created to ensure your experience is a safe one.

What to expect in on-campus learning environments (classrooms, labs):

In addition to the on-campus and in-person expectations, the University’s Safety Office, Registrar’s Office, Faculties and other senior leaders have developed strategies to allow for in-person activities to be conducted safely.  Please support this goal by following these requirements:

  • Practice physical distancing by staying 2 metres away from others whenever possible. Physical distancing and capacity limits have been relaxed in instructional spaces including classrooms, teaching labs and libraries.
  • Face coverings are required in common use areas of University buildings. This includes corridors, lobbies, washrooms, elevators, classrooms, teaching laboratories and meeting rooms. In areas not accessible to the public only, an employee may remove their face covering if they can maintain a distance of at least 2 metres from anyone else.  Find out more about mask requirements.
  • No food is allowed to be consumed in learning environments. Beverages are allowed if a straw is used or if the mask is lowered only for a brief period.
  • You may briefly lower your mask to ask/answer a question and then the mask must be replaced.
  • Before entering your learning environment, wash your hands or use hand sanitizer.
  • Review additional details about your campus return in the Welcome Back Waterloo guide.

For online classes:

  • Reliable internet access will be required.
  • Tools such as a webcam may be used in your course.
  • If your instructor is using LEARN (the web-based learning management system):
  •  If instructors are using other platforms you can expect:
    • An email from your instructor, no later than Friday, Sept 10 to your @uwaterloo.ca email address.
    • After Sept 10, if you still haven’t heard from your instructor, reach out to them via email.
  • If you have an online class scheduled while you are on-campus, you can use available computer labs, libraries, open study spaces, and empty classrooms to sit in.

If you are serving as a TA:

Throughout the pandemic, our Teaching Assistants (TAs) have been exceptional in supporting remote learning for our students.  For many courses, remote TAing will continue to be practiced.  The University’s Keep Learning team has been providing guidance on effective remote teaching that may be valuable to you as a TA. 

For in-person teaching activities, the University has published guidelines on instructional spaces that has information for both instructors and TAs.  You will be able to access that page once your TA appointment is completed by your program and Human Resources.  In the meantime, here are initial guidelines for you:

  • Remote TA activities are preferred when they achieve the learning outcomes for the course.  Talk with the course instructor about how best to support students’ learning and maintaining everyone’s safety.
  • If you are providing in-person instructions – tutorials, for example – the regular learning environment rules for in-person instruction – including face coverings, physical distancing, food and drink, etc. – apply.
  • TAs holding office hours in-person should do so in faculty-specified rooms following indoor public health guidance – maintaining 2 metres physical distancing and wearing face coverings.

If you are conducting research:

The University continues to ensure that graduate students’ research may be conducted safely.  The following guidelines will be in place for the fall term:

  • In order to access physical laboratory spaces on campus, your supervisor must have in place an approved safety plan for the lab.
  • If your research involves human participants, you must have your research plan approved considering both research ethics and the safety of your interactions with your participants.
  • If your research involves domestic (within Canada) field work, you and your supervisor must have an approved safety plan for those activities.
  • If you are planning international travel, please note that the Government of Canada is advising against non-essential international travel.  As such, any international travel requires approval that is based on a consideration of:

o  The need for the travel to take place.  Approvals will only be considered if the travel is deemed essential to your degree completion;

o   The safety of the destination.

o  A satisfactory safety plan for travel to and activities at the destination; and

o   A satisfactory contingency plan should you experience symptoms of or test positive for COVID-19.

If you require resources from the University’s library system, please consult the library’s COVID-19 page that is regularly updated with information on how support is being provided.

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.   

Students who wish to be physically present on campus to present their thesis proposal or defend their thesis may be able to do so.  Access to graduate student spaces is being coordinated by the faculties.  Talk to your supervisor about these requirements.

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:

The Centre is now open Monday – Friday, 8:30 a.m. – 4:30 p.m. and is the primary point of contact for all student-facing requests, such as:

  • Dropping off forms (including transcript requests)
  • Picking up materials (Proof of enrolment letter, transcript)
  • Getting help with OSAP and Financial Aid
  • Asking questions about programs, courses & records
  • Getting assistance with tuition & student account
  • Asking general questions about graduate studies

Additionally, starting September 7, Graduate Studies and Postdoctoral Affairs team members will physically be in the office Monday-Friday, 9:00 a.m. – 12:00 p.m., and 1:00 p.m. – 4:00 p.m. and will provide in-person support during those hours. We continue to follow appropriate public health regulations; as such, team members also work remotely – feel free to contact us.

More resources:

On behalf of all my colleagues at the University of Waterloo and in the graduate studies community, we are here to support you during your upcoming fall 2021 term and always. 

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