Master of Health Informatics (MHI) handbook

The School of Public Health Sciences (SPHS) is one of three academic units within the Faculty of Health, which is one of six faculties at the University of Waterloo.

Your main staff administrative contacts are the Professional Graduate Programs Coordinator and the Professional Graduate Programs Manager.

• Acting Associate Dean, Graduate Studies: Phil Bigelow, PhD
• Director: Ellen MacEachen, PhD
• Associate Director, Professional Graduate Programs: Narveen Jandu, PhD
• Administrative Officer: Carol West-Seebeck
• Experiential Learning and Communications Specialist : Ashley King
• Professional Graduate Programs Manager: Michelle Fluit
• Professional Graduate Programs Coordinator: Athira Chandrasekhara Rao

Location of the School of Public Health Sciences

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is centralized within our Office of Indigenous Relations.

SPHS faculty offices are located on the first, second and third floors of Lyle S. Hallman North (LHN). Appointments can be made through email or in person.

There is an interactive campus map available to guide your visit to the University of Waterloo. We are located at:

200 University Avenue West
Waterloo, ON, Canada
N2L 3G1

Directories

School of Public Health Sciences professors

School of Public Health Sciences staff

There are several University websites that you will consult throughout your enrolment. Some of the key websites are:

• Master of Health Informatics home page
• School of Public Health Sciences home page
• University of Waterloo Graduate Calendar
• Graduate Student Association (GSA)
• School of Public Health Sciences Graduate Students' Association
• Centre for Extended Learning (CEL)
• LEARN
• Quest
• Library
• Bookstore
• University of Waterloo Graduate funding and awards database
• Centre for Teaching Excellence (CTE)
• Student Financial Services

The Graduate Studies and Postdoctoral Affairs (GSPA) website is a key resource for all graduate students. It contains information on:

• Fee payment and registration
• Forms (including the change of enrolment status form to change status from Full-time to Part-time or to inactive)
• Program time limit extensions
• Important dates

There is a glossary of common terms used throughout University of Waterloo communication, including this handbook, as part of the Graduate Studies Academic Calendar.

Tuition is charged for the MHI program based on enrolment status (part-time, full-time, or inactive) and immigration status (international or domestic). Tuition is charged per term, and there are three terms in a year (Fall, Winter, Spring). Students in the MHI program are expected to be enrolled in all three terms each year. Additionally, there are incidental fees charged each term.

Details about tuition and fees can be found on the Finance website and their fee schedule page, which is updated for every term.

Full-time students will generally take two or three courses per term but may take as few as one course in a term. Full-time students are expected to complete the program on a full-time schedule (generally within two years).

Part-time students pay part-time tuition and generally complete the MHI program within four years. Generally, part-time students are permitted, unless otherwise directed, to take one course per term. Those students who wish to take more than one course in a term must make a request to change their enrolment status to full-time and are required to pay full-time tuition.

Students must maintain the status indicated in their application for at least the first term (Fall term). Following the first term, a student may request to change their status from full-time to part-time (or vice versa).

If you are receiving funding, you must complete a Promissory Note online. You must do this each term you are receiving funding. Hard copy fee bills are not mailed to you from Finance: your up-to-date account information is available on Quest.

Enrolment regulations

Familiarize yourself with the regulations in the current online graduate calendar and check anything you are unsure of with the Professional Graduate Programs Coordinator. By registering and paying fees, students assume responsibility for knowing the regulations and pertinent procedures as set forth in this handbook and the University of Waterloo Graduate Calendar. Ultimately, it is your responsibility to ensure that you have met coursework and other requirements to complete your degree. The Associate Director of Professional Graduate Studies, the Professional Graduate Programs Manager and the Professional Graduate Programs Coordinator are all here to assist you in this process. Some of these regulations are listed below.

Each term students are responsible for selecting and enrolling in their courses. Familiarize yourself with the degree requirements of the MHI program as specified in the Graduate Studies Academic Calendar. Archived versions of this calendar are available.

Course trajectories are provided at the beginning of the program. It is highly recommended that students follow the trajectory based on their enrolment status, as most courses are only offered in certain terms.

Changing your enrolment status will likely alter your trajectory, and in the case of a switch to part-time status from full-time status, will extend your time in the program. The Professional Graduate Program Manager is available to help you accommodate enrolment status changes.

Remember, you will not receive credit for the courses if you are not officially registered in them by the course-add deadline. This includes the practicum.

Enrolment regulations and university policies regarding courses

Familiarize yourself with the regulations in the current online graduate calendar and check with the Professional Graduate Programs Coordinator if you have any questions. By registering and paying fees, students assume responsibility for knowing the regulations and pertinent procedures set forth in this handbook andthe University of Waterloo Graduate Calendar. Ultimately, it is your responsibility to ensure that you have met coursework and other requirements to complete your degree. The Associate Director, Professional Graduate Studies, the Professional Graduate Programs Manager and the Professional Graduate Programs Coordinator are all here to assist you in this process. Some of these regulations are listed below.

Students are normally expected to maintain continuous registration (in each of the three terms/year), register for at least one course per term, and enroll in the same status (either full- or part-time) as initially registered. Failure to register and pay fees each term will mean you will be withdrawn from the program and have to apply for readmission to the MHI, which is not guaranteed.

Course drop/add dates

Students may drop or add courses until the dates outlined by the GSPA - Important dates calendar.

Beginning in week seven of the term, dropping courses requires the approval of the Associate Dean Graduate Studies and the completion of a Graduate Student Drop/Add form. Forms can be found on the Graduate Studies Forms website.

Courses cannot be dropped after the examination period begins.

Change of enrolment status and voluntary withdrawal

To change your enrolment status, you must complete a change of enrolment status form. This form is available on the GSPA website. A dropbox will be available on LEARN for you to submit this form to the Professional Graduate Program Assistant, who will gather the approval of the Associate Director of Professional Graduate Studies and the Associate Dean Graduate Studies. This process takes time, and students are encouraged to submit these forms as soon as possible to avoid missing important deadlines.

All completed enrolment status change forms (including the required signatures) must be submitted to GSPA by the end of the enrolment period for the term requested (Spring term – May 31, Fall term – September 30, Winter term – January 31). The form must first be submitted to the Professional Graduate Programs Coordinator by the beginning course enrollment for the term to acquire the approval signatures by the GSPA’s deadline.

Students are required to make fee arrangements based on their expected enrolment status as of the fee payment due date for each academic term.

A change in enrolment status to part-time or inactive will require repayment of certain scholarships. Repayment amounts are calculated based on the University of Waterloo tuition refund policy.

Incomplete courses

A grade of "Incomplete" (INC on your transcript) indicates a student has not completed the requirements of a particular course. An incomplete grade status (INC) submitted by an instructor may remain on a student's academic record for at most two terms of enrolment following the term in which the course was taken. A student may seek a one-term extension by submitting a petition to the course instructor and the Department prior to the end of the two terms. If a grade has not been submitted by the end of the second term and an extension has not been granted, the INC will automatically convert to a failure to complete (FTC). This failure to complete grade may not be removed from the transcript except on petition to the Associate Dean of Graduate Studies. Such petitions would be granted only in exceptional circumstances such as where failure to complete was the fault of the instructor and not the student. If a student is required to withdraw due to incomplete program requirements "May Not Proceed" will be noted on their grade report. A failing grade in any course will necessitate a review of the candidate's status by SPHS and may result in the requirement to withdraw from the program. The INC will be changed to a grade once all course requirements are completed and graded by the instructor. A Graduate Grade Revision form is submitted to make this change.

When a "No Mark Reported" (NMR) appears on your transcript, it means that no mark was submitted for you, and it is your responsibility to check with the professor in order to have it changed to a grade through submission of a grade revision form. Interim grades are not assigned for two reasons. First, different assignments (extra credit for extra coursework) for some students in the class may be perceived as unfair. Secondly, INC's are used to denote inability to complete the course assignments by the end of the term.

Auditing courses

At present, you are not able to add an "Audit" (AUD) course to your Quest account. You must obtain permission from the course instructor and approval from the Associate Dean Graduate Studies through a drop/add form. In addition to regular attendance in the course, the instructor has the discretion to require class participation, preparation, and sometimes completion, of assignments and/or examinations. If you find yourself in difficulty while auditing a course, you should arrange to drop the course from your schedule before the exam period.

An NMR or "Did Not Write Exam" (DNW) cannot be given for an Audit course. Should you fail to receive an "AUD," the course will automatically be deleted from your transcript.

Taking courses at other Ontario universities

The Ontario Visiting Graduate Student program (OVGS) allows you to take a limited number of graduate courses at another Ontario university (host university) while remaining registered at Waterloo. The plan allows you to bypass the usual application for admission procedures and resultant transfer of credit difficulties. You pay fees to Waterloo and are classed as an "Ontario Visiting Graduate Student" at the host university, where you pay no fees. Application forms are available on the Graduate Studies Forms website and authorized by the University Associate Vice-President of Graduate Studies and Postdoctoral Affairs.

Once you have completed the form it is your responsibility to send it to the Professional Graduate Program Manager. Attach to your OVGS application the syllabus of the course you intend to take at the other university. The course will need to be approved by the Associate Director, Professional Graduate Studies and Associate Provost Graduate Studies.

Please begin the application process as early as possible. University of Waterloo staff have no control over the length of time it takes to process an application at the host university.

The course selected must be at the graduate level and part of the student's degree requirements. You are allowed to take a course from a host university only if Waterloo is not offering the course and you cannot audit such a course. The OVGS is not to be used for the purposes of convenience or taking courses that do not pertain to your specific graduate program.

Once approval has been granted, the home university will credit work done at the host university toward the student's degree program, assuming that the student obtains a suitable standing or grade. Time spent as an Ontario Visiting Graduate Student is credited to the residency requirement at Waterloo, subject to university regulations. If you wish to withdraw from a course in which you are registered as an Ontario Visiting Graduate Student, you must obtain an official withdrawal form from the OVGS program. It is your responsibility to notify the GSPA at the University of Waterloo as soon as possible should you wish to withdraw; otherwise, you may be assigned a failing grade for the course. It is the student’s responsibility to submit a final transcript from the Host University to the OVGS manager at UWaterloo once the course grade is issued, to ensure the course and grade is added to your UWaterloo transcript.

Transfer credits

In most cases a maximum of two 0.5 credit weight courses are considered for transfer, considered for elective credit only.

Proposed courses for transfer credit will be assessed on a case-by-case basis. Students are responsible for supplying all required documentation for assessment. Transfer credits must be unused credits: they must not have been credited towards an earlier acquired degree or academic credential. Transfer credits may be requested for senior undergraduate courses that are cross-listed as graduate-level courses. Transfer credits must be specified in writing at the time of the School's recommendation for admission. A minimum of 75% (University of Waterloo converted grade) is required for transfer credit. The documents required for transfer credits are:

• letter requesting the unused credit transfer with courses listed
• course syllabus; and
• transcript that shows the grade received

Professional graduate program student space

Students enrolled in Professional Graduate Programs in the School of Public Health Sciences are eligible to request study space when visiting the campus. Please contact the Professional Graduate Programs Coordinator if you need help finding a work space.

University of Waterloo email accounts, computer facilities and services

University of Waterloo students are provided with access to Microsoft 365 productivity and collaboration tools such as Word, Excel, OneDrive and Teams. Student email is also managed through Microsoft 365.

If you are corresponding with other members of the University community, it is expected that you use your University of Waterloo account (username@uwaterloo.ca). See the Statement on Official Student Email Addresses.

Library access off-campus

The University of Waterloo Library allows students access to electronic resources and course reserves from anywhere. This provides MHI students access to research databases and electronic journals (among other resources) from off campus. For more information and how to use the service, see the Library’s Get access from anywhere page.

Student advising and monitoring of progress

There is a student advising team in the School of Public Health Sciences that is here to assist you with any questions you may have throughout the program.

If you are seeking advice regarding career possibilities or your practicum placements the Associate Director, Professional Graduate Programs is available for consultation. For practicum advice or information, you can contact the Experiential Learning and Communications Specialist.

If you are seeking advice on program trajectories, course schedules, or program policies, you many direct your questions to the Professional Graduate Programs Manager. You may also contact the Professional Graduate Programs Coordinator, for general program administration questions.

Progress reports

As outlined in the GSPA’s Guidelines for evaluating and providing feedback on graduate student progress in coursework programs, graduate departments are responsible for monitoring the progress of their students. As the MHI program is a coursework-based program, this responsibility falls to the Advising team (Professional Graduate Programs Coordinator, Professional Graduate Programs Manager, Faculty Lead for Advising, Associate Director, Professional Graduate Programs).

In addition to monitoring grades received, communicating with course instructors, and advising students as requested, the Advising team also collects term progress reports from students. The Committee reviews these reports and if there are any concerns about student progress, they will contact the student to develop a plan for successfully completing the program.

Conditional Academic Standing and Required to withdraw

A passing grade in courses with a numeric grade is 70%. In addition to passing all of their courses, students are required to have a CGPA of 75% or higher to graduate. In cases where a student does not pass a course, or if their CGPA drops below 75%, they are put into conditional standing.

The general process of resolving a conditional standing status in the MHI program is:

• If a student fails a core course, they must retake that course the next term it is offered.
  • If they fail the same course on a second attempt, they will be required to withdraw from the program.
  • If they fail another course before they can retake that course, they will be required to withdraw.
  • If a student passes their second attempt of a course, and their CGPA is 75% or higher, they have resolved their conditional standing and are in good standing.
• If a student fails an elective course, they must take a replacement course if needed to complete program requirements.
  • If they fail a second course or the same course on a second attempt, they will be required to withdraw from the program.
  • If they fail another course before they can retake that course, they will be required to withdraw.
  • If a student passes their second attempt of a course, and their CGPA is 75% or higher, then they have resolved their conditional standing and are in good standing.
• If a student’s CGPA falls to a point that attaining a CGPA of 75% or higher becomes impossible, the student is advised to voluntarily withdraw. If they choose to continue, then they are permitted one term of conditional academic standing before they are required to withdraw if their CGPA remains <75%.

Not passing HLTH 640: Practicum represents a significant challenge to a student’s ability to complete the program. Students who do not successfully complete these courses may be required to withdraw.

Integrity in research and scholarship

The school is committed to the highest standards of integrity in research and scholarship by faculty, students, and staff. Please refer to the University Policy on Intellectual Property Rights, Policy 73 for more information on ownership of scholarly work.

Verification of illness

Students should review the accessibility and counselling services that are offered by the University of Waterloo.

If you are ill or have personal challenges that prevent you from submitting assignments or completing an exam you must notify your instructor and provide documentation from a physician. If you do not obtain the proper documentation, you may not be permitted to write a makeup exam or hand in an assignment late. If you are ill, make sure you consult the Verification of Illness page, which includes the required Verification of Illness form.

This form needs to be printed off the University of Waterloo Health Services website and filled out by your physician. If you visit any clinic other than UWaterloo Health Services, you must bring this form to your physician; regular doctor's notes may not be accepted. Even if you miss an exam due to illness and have the proper supporting documentation, make sure you let the instructor know within 48 hours of missing the exam. There are very few circumstances that would exempt a student from this.

Parental leave

Students who become parents through birth or adoption may take up to 5 terms of uninterrupted leave during the first 20 months of birth or adoption. If both parents are University of Waterloo students, the leave can be split between the two. Both University of Waterloo parents cannot be on parental leave at the same time; however, one partner can be on parental leave while the other partner is on birth leave. Parental leaves must coincide with the start and end dates of academic terms.

Students planning on going on parental leave must request a change of their enrolment status to Inactive by completing the Change of enrolment status form.

Students who wish to apply for a University of Waterloo parental leave bursary should complete the Graduate Studies Parental Leave Bursary application.

Policies on student petition/grievance and academic disciplines

A student who has a question or complaint is advised to contact the Professional Graduate Programs Manager or the Associate Director, Professional Graduate Programs as appropriate. Do notgo directly to the School Director and/or Associate Dean of Graduate Studies. The Associate Dean will consult these individuals as required, using the Faculty Graduate Studies Committee. for advice as needed. Student appeal procedures are set out in the Student Grievance Policy 70.