1. education
2. school

Instructor Manual
and Resources
www.sociology.ualberta.ca
Winter 2014
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Table of Contents (2 pages)
Syllabus
Final Exams
 Schedule
 Schedule Conflicts
 Weight
 Absence from Final Exam
 Cheating during an Exam
 Illness during Final Exam
 Re-examination

Deferred
Final Exams
 Procedure for Students
 Deferred Exam Date
 Deferred Exam Format
Term Work
 Returning Term Work to Students
 Absence from Term Work or Midterm Exams
 Retention
Grading
 Grade Scale Examples
 Grade Remarks
 Class Average Guidelines
 Deadline to Submit Grades
 Submitting Grades Electronically
 Changing Grades
 Incomplete Term Work
 IN (Incomplete) Grades
 Grade Appeals
Enrolment and Withdrawals
 Class List
 Waiving Prerequisites
 Auditing a Course
 Withdrawing from a Course
Course Evaluations
Specialized Support and Disability Services (SSDS)
 When to Refer Students
 Handling Accommodations
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Table of Contents (2 pages)
Code of Student Behaviour
 Reporting or Handling Offences
 Other Resources in Relation to Student Behaviour
Protection of Privacy
 Communicating with Students
Ethics Approval
Liability for Class Trips
Instructor Absences
Community Service-Learning (CSL)
Course Administration
 Printing and Photocopying
 Copyright
 Videos
 Scantron Marking
 Reader / Marker / Proctor Assistance
 Textbooks
 Course Packs
 Library Reserve
 Classroom Booking
General Administration
 Office Supplies
 Parking
 Forms
 One Card
Technology
 eClass/Moodle
 Google Drive
 Classroom Technology
What to do in an Emergency
Safety Protocols for Working Alone
Resources for Students
Resources for Instructors
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APPENDIX 1 – Procedures for Electronic Submission of Grades
APPENDIX 2 – Guidelines for Assignment of Incomplete (IN)
APPENDIX 3 – Should/Must List for Reporting Academic Offences
APPENDIX 4 – McCallum Printing Procedures
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Syllabus
Availability:
You must make a course syllabus available to all students electronically (no hard-copies per Department
policy). This can be made available on eClass/Moodle.
You will also need to submit it to the Undergraduate Advisor prior to the start of term to have it put on
the Sociology website. Note: If you change your syllabus after it is submitted to the Undergraduate
Advisor, please submit a revised copy.
In addition to the syllabus, you must have a discussion with your class at the start of term about the
expectations with respect to academic integrity, and outline both permitted and prohibited behaviour.
(See “Code of Student Behaviour” for more information.)
Requirements:
As per the University Calendar §23.4, your course syllabus must contain the following:
1. A statement of the course objectives and general content
2. A list of the required textbooks and other major course materials
3. A list of any other course fees as described in the “Student Instructional Support Fees Policy”
and their associated costs
4. An indication of how and when students have access to the instructor i.e., your office hours and
location or other means for students to get in contact with you. (Instructors should only use
their University of Alberta email account to communicate with students.)
5. The distribution of weight between term work and final examination
6. The relative weight of all term work contributing to the course grade.
7. Whether marks are given for class participation and other in-class activities as well as the weight
of such participation
8. Dates of any examination and course assignments with a weight of 10% or more of the overall
course grade
a. You can access the unofficial final exam schedule prior to the start of term on the
website at http://www.registrarsoffice.ualberta.ca/en/Examinations.aspx
9.
The process by which the term marks will be translated into a final letter grade for the course.
The process must be consistent with the University of Alberta Assessment Policy and
accompanying Grading Procedure as per UAPPOL at www.uappol.ualberta.ca (see “Grading” for
more information)
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10. An indication of how students will be given access to past or representative evaluative course
material, consistent with the Access to Evaluative Material Procedure of the Assessment Policy,
per UAPPOL at www.uappol.ualberta.ca
a. This means you need to supply access to previous or example final exam questions, or
sample essay questions for anything worth 30% or higher. These can be made available
through eClass/Moodle or attached to your syllabus. The Department of Sociology does
not place exams on the Students’ Union Exam Registry
11. The following three (3) statements must be included exactly as stated:
a. “Policy about course outlines can be found in §23.4(2) of the University Calendar.”
b. “The University of Alberta is committed to the highest standards of academic integrity
and honesty. Students are expected to be familiar with these standards regarding
academic honesty and to uphold the policies of the University in this respect. Students
are particularly urged to familiarize themselves with the provisions of the Code of
Student Behaviour (online at www.governance.ualberta.ca) and avoid any behaviour
which could potentially result in suspicions of cheating, plagiarism, misrepresentation of
facts and/or participation in an offence. Academic dishonesty is a serious offence and
can result in suspension or expulsion from the University.”
c. “Audio or video recording of lectures, labs, seminars or any other teaching environment
by students is allowed only with the prior written consent of the instructor or as a part
of an approved accommodation plan. Recorded material is to be used solely for
personal study, and is not to be used or distributed for any other purpose without prior
written consent from the instructor.”
You may also wish to include the following on the syllabus:
1. Further information on cheating and plagiarism:
“Don’t Do It” sheet at http://tinyurl.com/cheating-plagiarism
“Don’t Cheat” sheet at www.governance.ualberta.ca/StudentAppeals/DontCheatsheet.aspx.
2. If you have a final examination, you may include the following statement:
“A deferred final examination will not be approved if a student (a) has not been in
regular attendance where attendance and/or participation are required, and/or, (b)
excluding the final exam, has completed less than half of the assigned work, as stated in
§23.3(2)c of the Calendar.”
3. If you have a final examination, you may include the “Department Set Deferred Exam Date”. This
information is distributed well in advance of each term e.g., for Winter 2014, this date is
Saturday, May 17, 2014 at 9:00 am in T BW 2.
a. Make note, students must apply to their home Faculty to write a deferred exam on this
date – instructors cannot grant final exam deferrals
4. Include information on how missed or late term work is handled
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Final Exams
Schedule:
The final exam schedule is posted on Bear Tracks and will be distributed to you mid-semester by email.
You can also review the tentative schedule before the start of term at
www.registrarsoffice.ualberta.ca/Examinations.aspx.
Final Exams must be held according to the official final exam schedule – no instructor or department is
authorized to reschedule examinations for the class as a whole. Only in exceptional circumstances can
an instructor seek permission from the dean to change the date of the final exam. There is a strict
procedure for doing so which can be found in the calendar §23.5.3(2) and in the Faculty of Arts Course
Syllabus and Final Exam Memo 2013.
The only exceptions to the official Final Exam schedule are:
1. Fall or Winter evening courses, which hold the exam on the last day of classes since they only
meet once per week
2. Courses with a take home final, in which case the take-home final can be given NO SOONER than
the last day of classes and MUST be due on the scheduled final exam date
3. Courses with a final term paper or major assignment (instead of a final exam) may be due by the
last day of classes, and must evaluated and returned to the student by the last day of the final
exam period, per the Calendar §23.4(2)
Note: Spring and Summer evening courses must hold the final exam per the official final exam date,
as the courses are already very condensed.
Schedule Conflicts:
Unfortunately, Final Exam schedule conflicts do sometimes happen (particularly in Spring and Summer).
This matter is out of our control – it is unfortunately not possible for the University to schedule classes
such that no student on campus has a conflict. If a student contacts you in regards to a scheduling
conflict, please contact the Undergraduate Advisor, Donette Kingyens, who will advise you on next
steps.
Weight:
Junior courses (100-level) MUST hold a traditional final exam as scheduled, which must be worth at least
30% and no higher than 70%, per the Faculty of Arts Course Syllabus and Final Exam Memo 2013. Senior
courses (200 level or higher) can choose whether to hold a traditional final exam, a take-home final, or a
final term paper, and may adopt distributions of weight different from the normal 30/70 limits. In
sectioned courses, departmental decisions on whether or not to hold final examinations are to apply
uniformly to all sections of any one course within a given term. Where final examinations are to be held,
variation from section to section in the form of the examination, and likewise in weight, are permissible.
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Final exams must be scheduled for either 2 or 3 hours in length. Two hours is the minimum length that
can be listed on the official final exam schedule. You may let students go whenever they are finished,
but they must be allowed at least 2 hours to complete the exam.
The Department of Sociology recommends that no final exam be worth 40% or higher. As per the
University Calendar §23.5.5, students cannot apply for a re-examination if the final exam is worth less
than 40%, so distributing grades accordingly removes the possibility of dealing with the time-consuming
re-examination process.
No courses or assignments should be on a pass/fail basis – individual grades must be assigned per
Faculty of Arts policy. As an exception, note that graduate students are required to complete ungraded
courses as part of their degree requirements e.g., SOC 605 Pro-seminar.
Absence from Final Exam:
Students must apply to their home Faculty for a deferred final exam, regardless of the reason.
Instructors cannot grant deferred final exams. (See “Deferred Final Exams” for process.). If the student is
granted a final deferred exam from their home Faculty, you will be notified by email.
If a student does not show up to the final exam, whether or not they notified you in advance, you must
grade them accordingly with a “0” for the final exam, and affix a notation of “1” to the grade to
indicate that there was missed course work, per the Calendar §23.4(4). In many cases, this means a final
grade of F1. Once the student writes the deferred exam, you will then be able to change their grade
accordingly. (See “Changing Grades” for more information.)
Cheating during an Exam:
If you suspect a student or students of cheating during an exam:
 Make note of the situation and the student(s) involved, including seating arrangements
 Obtain a witness if possible (i.e., NOT a student, only if you have a TA or other proctor in
attendance)
 Allow student(s) to finish exams
 Unauthorized materials should be confiscated, without disrupting the exam
 If two students were working together, discretely separate them and mark clearly on their exam
in ink when they were moved, for later comparison
Once the exam is finished, grade the exams as you would normally, then pull out the offending exams
and follow the guidelines for reporting an Academic Offence. (See “APPENDIX 3: Should/Must List for
Reporting Academic Offences” for instructions.)
Tip: It is a good idea to distribute a sign-up sheet once the exam is underway for students to record
their name, student ID and signature. This can be used later to reconstruct the seating arrangement.
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Illness during Final Exam:
If a student reports they are sick in the middle of an exam, then you must take their final exam and
cancel it, and direct the student to their home Faculty to apply for a deferred final exam within 48 hours
after the exam. Note, if the student is sick, it is best they go home and recover and then go to their
Faculty when they feel better, but the student should at least call their home Faculty for instructions.
Re-Examination:
If a student contacts you regarding a re-examination, direct them to the Undergraduate Advisor, as their
application for a re-examination must be approved first by the Department, and then the student’s
home Faculty. Note that the following conditions must be met to qualify for a re-examination, per the
Calendar §23.5.5:
1. The course was failed
2. The final exam was worth 40% or more
3. The student achieved a Fall/Winter GPA of 2.0 or higher inclusive of the failed course
4. Additional criteria may be required by the student’s home Faculty
If the student is approved for a re-examination, you will be notified by email. The student will then need
to contact you to arrange a mutually agreeable time and place for the re-examination. The deadlines to
hold the re-examination will be communicated to you by email, and are also available in the Calendar
§23.5.5(6).
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Deferred Final Exams
Students must apply to their home Faculty for a deferred final exam, regardless of the reason.
Instructors cannot grant deferred final exams. The procedure is outlined in full in the Calendar §23.5.6.
If the student is granted a deferred exam by their home Faculty, you will be notified by email.
You will have to make sure you are available to create and grade deferred final exams after the term
has ended, or arrange for someone to do this in your absence if you will be away.
Once the deferred exam has been written, you will grade the exam and then submit a “Change of
Grade” form to the Undergraduate Advisor. Make sure to indicate the reason as “deferred exam” on the
form.
Procedure for Students:
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
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Students must contact their home Faculty within 2 working days following the missed exam,
with regard to the circumstances
Students will need to present appropriate supporting documents – they should consult with
their Faculty regarding what documents they need to provide
Deferred exams are only granted in the case of an incapacitating illness, severe domestic
affliction or religious conviction. They are not granted for reasons such as sleeping in,
misreading the exam schedule, weddings, vacations, or travel arrangements
There is no longer a fee for deferred exams
Deferred Exam Date:
For Fall and Winter term exams:
The Department of Sociology holds a Department Set Deferred Exam Date, in which all students with
deferred exams in Sociology write their exam on the same day. You will be notified of this set date prior
to the start of classes. The date is set on a Saturday at 9:00 am, typically 2-3 weeks after the final exam.
If you are notified that a student in your course has been granted a deferred exam, you simply need to
provide the exam to the Undergraduate Advisor at least 3 days prior to the Department Set Deferred
Exam Date. You do not need to be present for the department set deferred exam date, as the
Department will hire a proctor.
NOTE: In some cases, students may have more than one Sociology deferred exam, in which case
alternative arrangements will have to be made with the instructor. This means instructors may need to
arrange an alternative time and place for the student to write the exam. The Department staff can
arrange for the student to write the exam in our office if need be.
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For Spring and Summer term exams:
There is no Department Set Deferred Exam Date for Spring and Summer term courses. Spring and
Summer deferred exams are held by the instructor of the course on a student by student basis. The
deferred exam must be held within 2 weeks of the missed exam (within reason).
Instructors can either:
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Set a specific date for deferred exams in advance and include the date in the syllabus
Choose not to set a date, in which case if a deferred exam is granted in the Spring or Summer,
the student must contact the instructor to arrange a mutually agreeable time and place for the
deferred exam, to be held no later than August 31
Instructors can proctor the exam themselves, or contact the Department to arrange for the student to
write in our office with office staff proctoring during business hours.
Deferred Exam Format:
The deferred exam should not be the exact same exam as the original; however, the format should
remain the same (e.g., same number of multiple choice questions). Instructors may wish to:
 Change the order of the questions for multiple choice
 Add different questions entirely
It is at the discretion of the instructor to set deferred exams that may be slightly “harder” than the
original exam; however, keep in mind, Faculties scrutinize deferred exam applications carefully so
students granted deferred exams had legitimate reasons for missing the original exam (e.g.,
incapacitating illnesses, death in the family or other serious afflictions). Use discretion and fairness when
creating the deferred exam.
Tip: Instructors may find it useful to create a large bank of test questions in advance and draw from
it to produce the final exam and an alternative version for students writing the deferred exam.
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Term Work
Returning Term Work to Students:
Term work must be returned on or by the last day of classes in the course, per the Calendar §23.4(2),
with the exception of a final major assignment (due on the last day of classes), which will be returned by
the date of the scheduled final examination or, in non-examination courses, by the last day of the
examination period. In graduate seminars, it is common practice for final assignments to be due after
the last day of classes, but instructors must set a due date that allows for enough time for the final
major assignment to be marked and returned to students by the last day of the final exam period. All
exceptions must be authorized by the Faculty Council (or delegate) in the Faculty offering the course.
Students have the right to see their term work, per the Freedom of Information and Protection of
Privacy Act (FOIPP).
You can either return work to students in class (being careful to protect their privacy), or you can store
the work in the General Office for students to pick up there.
If you want students to pick up term work in the General Office, please make note of the following:
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Each instructor has their own folder in the cabinet labeled ‘Pickup Files’
Make sure papers or exams are placed in alphabetical order
Make sure students are aware of office hours (10:00 am - noon, 1:00 pm - 4:00 pm). Students
cannot pick up their work over the lunch hour and should not come right at 4:00 pm
Student must present photo ID
You are responsible for cleaning out your folder at the end of each term
Students can also hand in term work to the General Office instead of during your class or office time.
However, please make note that the above rules still apply! Also make note, while we will date-stamp
work handed in at the General Office, we cannot time-stamp it.
Absence from Term Work or Midterm Exams:
Approval for an excused absence from term work (e.g., class presentations, assignments, quizzes,
papers, reports, or term examinations) is at the discretion of the instructor, per the Calendar §23.3.
Absences from FINAL EXAMS can only be approved by the student’s home Faculty.
Acceptable reasons include medical illness, severe domestic affliction, car accident, religious conviction,
or other serious circumstances.
Unacceptable reasons may include vacations, travel arrangements, weddings, as well as student
negligence (such as sleeping in or misreading the exam schedule, as this cannot be proven and provides
an unfair advantage of more study time). However, for term work, instructors can use their own
discretion.
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Student must apply within 2 working days following the missed exam or term work (or as soon as the
student is able, with regard to the circumstances), with supporting documents as follows:

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For incapacitating illness:
o A medical note cannot be required, but will be accepted if given. Students opting for a
medical note should use the “University of Alberta Medical Statement” from Online services
at www.registrarsoffice.ualberta.ca/Online-Services/Forms-Cabinet.aspx.
o In the absence of a medical note, instructors may request other documentation at their
discretion. For a student in the Faculty of Arts, this would be a “Faculty of Arts Medical
Declaration Form for Students”, which they can download from the Arts website. For
students in other Faculties, this would be the “Statutory Declaration”, which they can obtain
from their home Faculty. Make note, a “Statutory Declaration” is legally binding, and the
students will be required to swear under oath with a Commissioner of Oaths that what they
say is true. Any false statements can have serious consequences under both the Code of
Student Behaviour and the Criminal Code.
For all other cases, such as domestic affliction, religious conviction, car accident, or other serious
afflictions, student should present appropriate documents such as a note from their pastor or coach,
accident report, death certificate, or other documents as needed. Statutory Declarations are not
normally requested for reasons other than illness.
It is at the instructor’s discretion how to handle absences. If a waiver or make-up exam or assignment is
granted, the following regulations apply:


For a waiver:
o The percentage weight allotted to the term work or term exam missed may be distributed
to other term work, term exams, and/or the final exam as decided by the instructor.
o It would be a good idea to stress to the student that if they end up needing to apply for a
deferred final exam with their home Faculty, this may disqualify them. They are only eligible
for a deferred final exam if they have completed more than half of the term work, not
including the final exam, and if they have been in regular attendance (where attendance is
required), per the Calendar §23.3(2).
For a make-up exam or assignment:
o The student is required to complete equivalent term work or term exam as decided by the
instructor. If the student does not complete the make-up work/exam as prescribed by the
instructor, a raw score of zero will be assigned for the missed term work or term exam.
Make sure your policy regarding late assignments is on your syllabus.
Retention:
Instructors are required to retain all students’ final exams, or, in the case of no final exam, at least one
piece of substantial term work for possible review in the case of a grade appeal (such as the paper that
held the highest weight). These must be kept for one year. If you will not be on campus following your
teaching term, these can be delivered to the main office in 5-21 Tory for storage.
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Grading
The following guidelines apply to the evaluation of course material, per the Calendar §23.4:
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Instructors will allow students a reasonable time in which to complete an assignment, bearing in
mind its weight
Instructors will mark, provide appropriate feedback, and return to students all term work in a
timely manner (prior to the withdrawal deadline of the term)
Upon request, instructors are required to provide the process used to generate the final grade
Grades in any course, examination or other academic assessment shall not be mandated on the basis of
a curve or historic distribution of student grades. The distribution of grades shall not be predetermined
by any system of quotas that requires a certain number or percentage of grades at a particular level.
As per UAPPOL Grading Policies, a student’s level of achievement of the goals/outcomes of a course,
their grade, and the descriptor of that grade (i.e., A and “excellent”, B and “good”, C and “satisfactory”,
etc., as defined in the University Calendar section on Academic Regulations) must be aligned. There is
also no universally required grading scale. However, you must ensure that there is a fair, reasonable and
equitable distribution of grades, and no course can be graded on a pass/fail basis (unless it has received
Faculty approval to be graded on a pass/fail basis).
Given the variety of purposes served by assessment of student performance and achievement, grades
should be reliable, valid, fair, transparent and consistent with course or program goals and objectives. It
must be capable of clear and timely communication to both students and other stakeholders.
Each instructor will keep a record of either the raw scores or numerical grades achieved by students in
each test, examination, or other assignment that will count towards the final grade and of the
percentage weight assigned to each. The details contained in this documentation must enable the
instructor (or the Department on the instructor’s behalf) to reconstruct the student’s final grade where
the necessity arises. Instructors must use raw scores or percentages to calculate grades. They may not
use letter grades, except in converting the final numerical grade in the course to a final letter grade.
A mathematical distribution of weight between term and final examination is required, however, the
instructor is free to make a subjective assessment of the total worth of a student, provided that
students have been told what is expected of them and what will be taken into account (i.e., if the
mathematical distribution has not misled them into thinking that they are required simply to accumulate
points). Instructors may therefore take into account class participation, completion of assignments,
improving or deteriorating performance, etc., provided that their students are aware in advance of what
is involved. Faculty Council has resolved that members of the Faculty are to take into consideration the
quality of expression assessing the written work of students and to refuse to accept work that is
markedly deficient in the mechanics of composition.
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Grade Scale Examples
Undergraduate:
The following grade scales have been used in the Department of Sociology in recent terms:
Example 1: Undergraduate Courses
Description
Percentage
Excellent
90-100
86-89
82-85
Good
78-81
74-77
70-73
Satisfactory
66-69
62-65
58-61
Poor
54-57
Minimal Pass
50-53
Fail
0-49
Grade
A+
A
AB+
B
BC+
C
CD+
D
F
Grade Point Value
4.0
4.0
3.7
3.3
3.0
2.7
2.3
2.0
1.7
1.3
1.0
0.0
Example 2: Undergraduate Courses
Description
Percentage
Excellent
95-100
90-94
85-89
Good
80-84
75-79
70-74
Satisfactory
66-69
62-65
58-61
Poor
54-57
Minimal Pass
50-53
Fail
0-49
Grade
A+
A
AB+
B
BC+
C
CD+
D
F
Grade Point Value
4.0
4.0
3.7
3.3
3.0
2.7
2.3
2.0
1.7
1.3
1.0
0.0
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Graduate:
While the grading system in graduate courses is different than that for undergraduate, instructors
should make clear to students which scale they are using, and the criteria by which they are determining
final marks.
Graduate Courses
Description
Excellent
Good
Satisfactory
Poor
Minimal Pass
Fail
Grade
A+
A
AB+
B
BC+
C
CD+
D
F
Grade Point Value
4.0
4.0
3.7
3.3
3.0
2.7
2.3
2.0
1.7
1.3
1.0
0.0
Grade Remarks:
These remarks can be applied to undergraduate or graduate grades, per the University Calendar
§23.4(5):
1
2
3
4
5
6
7
8
9
grade includes a mark of '0' for final examination missed, or for term work missed, or both
grade includes a mark of '0' for final examination missed, or for term work missed, or both, and
deferred final examination granted
credit withheld
re-examination granted
failure (assigned to failing Graduate Student grades only)
failure, grade includes a mark of '0' for final examination missed, or for term work missed, or
both (assigned to failing Graduate Student grades only)
failure, grade includes a mark of '0' for final examination missed, or for term work missed, or
both, and deferred final examination granted (assigned to failing Graduate Student grades only)
disciplinary sanction for serious instances of inappropriate academic behavior
failure, disciplinary sanction for serious instances of inappropriate academic behavior (assigned
in the same circumstances as the remark of 8 but to failing Graduate Student grades only)
Class Average Guidelines:
There is no longer a specific requirement campus-wide for class averages. However, there should be a
fairly even distribution of grades, keeping in mind fairness and equity to the student and generally
corresponding with other courses at the same level.
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The following outlines past averages from both UofA and Sociology courses:
Course Level
100
200
300
400
500
600
UofA Mean
2.62
2.83
3.00
3.11
3.5
3.6
UofA Median
BB
B
B+
AA-
SOC 2012/2013
2013
2.8
3.0
3.1
3.4
3.9
4.0
SOC 2011/2012
2.7
2.9
3.1
3.5
3.8
3.9
Deadline to Submit Grades:
The deadline to submit your final grades is five (5) days after the final exam date, or 5 days after the
final major assignment is due in non-examination courses. You should be able to view this deadline in
your Bear Tracks. This deadline is critical as late grades may affect whether or not a student can
graduate and impede the Academic Standing Review that occurs after final exams.
Submitting Grades Electronically:
Grades are submitted electronically on Bear Tracks. (See “Appendix 1” for instructions).
Make note, you will need to upload a document (typically an excel spreadsheet) showing the grade
breakdown for each student, including the grade for each assignment/exam and the weight of each in
relation to the final grade.
Changing Grades:
To change a student’s grade, fill out a “Change of Grade” form, available on our website at
www.sociology.ualberta.ca/FormsDocumentsandPolicies.aspx or available by hard-copy in the main
office, Tory 5-21. Make sure to include an explanation as to why the grade is being changed.
Grades should only be changed for the following reasons:
 Deferred exam or re-examination completed
 Approved incomplete term work completed (see instructions below on “Incomplete Term Work”)
 Legitimate errors in calculating final grade, such as a spreadsheet or mathematical error, or
missed marks on an exam or assignment
 Reappraisal approved by Chair of Department (See instructions below on “Grade Appeals”)
Grades should NOT be changed for the following reasons:
 Request or pressure from the student to raise the grade because it affects their Academic
Standing, or because they may be “kicked out” of University, or will not graduate
 Student handed in late term work, unless they received permission in advance for the late
submission, and the original grade was submitted as “IN” when all of the other grades were
submitted. (See instructions below on “IN (Incomplete) Grades”)
 Do not change a grade unless the student legitimately deserved a higher grade
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Incomplete Term Work:
If the student did not complete term work (including Final Exam), add a “1” to the end of the letter
grade to indicate “Term work missed”, per the Calendar §23.4(4). For example, a grade of C+ with a
missed term paper would be “C+1”. Do NOT assign a grade of IN unless it meets the criteria noted
below.
If the student is granted a deferred exam, the annotation of “1” will automatically be changed to “2” to
indicate the deferred exam – you do not have to do this.
IN (Incomplete) Grades:
If a student fails to complete an assignment, the instructor shall mark the assignment and the final grade
in the course accordingly. This may result in a failing grade. A grade of incomplete (IN) should only be
assigned in very exceptional circumstances, as follows:
Undergraduate Courses
A grade of incomplete (IN) may only be granted in the following circumstances:
1. The instructor grants a student a deadline extension for term work due to an exceptional
circumstance. Instructors may only allow the students an extension of 10 days following the final
examination period to complete the term work. For the Winter 2014 term, the due date for
submission of incomplete work will be Friday, May 9, 2014. If the student requires additional time,
they must get approval from the Department and their home Faculty. Contact the Undergraduate
Advisor to initiate this process. (See ““APPENDIX 2” for more information). This does not apply for
missed final exams.
2. The student has a disciplinary or cheating case in progress that has been reported to their home
Faculty. (See “Code of Student Behaviour” for more information)
NOTE: DO NOT assign a grade of Incomplete (“IN”) if the student missed the final exam, regardless of
whether they have a deferred exam, as this causes problems with Academic Standing. You must grade
them accordingly with a “0” for the final exam calculated into their final grade, and affix a notation of
“1” to the grade to indicate there was missed course work, per the Calendar §23.4(4). In many cases,
this means a grade of F1. This grade can be changed once the student writes the final exam.
Graduate Courses
In exceptional cases only, the course instructor may assign a grade of “Incomplete” (IN) to a student
(including in Project courses for course-based master's programs). If a grade of “Incomplete” is assigned,
the instructor must indicate on the Grade Report form the date by which the course requirements will
be met. If a grade of “Incomplete” is assigned on the Grade Report form but no date for completion is
indicated, the incomplete will be changed to a grade of “Incomplete Fail” by the FGSR.
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The maximum time limit for “Incomplete” (IN) grades that can be granted by the instructor for graduate
courses is as follows:
 April 30 for Fall term courses (September-December);
 August 31 for Winter term (January-April) or two-term courses of Fall/Winter;
 October 31 for Spring term courses;
 December 31 for Summer term courses or two-term courses of Spring/Summer.
Grade Appeals:
The determination of the final grades in a course is the initial responsibility of the instructor(s), or the
persons expressly authorized by the Department Chair to determine the final grade. Arts Faculty Council
has the ultimate authority to determine the final examination grades and final grades in courses offered
under its auspices.
Arts Faculty Council believes that the instructors are incontestably in the best possible position to assess
the performance of their students and that Departments (through the Chair) are the custodians of
acceptable standards of grading practices within the Department.
Appeal situations are usually avoidable and the Faculty of Arts advocates early and informal resolution
of problems. Students are therefore encouraged to resolve their problems first through the Faculty’s
informal Grade Appeal procedures.
FACULTY OF ARTS INFORMAL APPEALS
1)
While a student is entitled to an explanation of why any grade was awarded, the following do
not constitute grounds for an appeal:



Disliking the instructor’s marking scheme
Coming close to the instructor’s cut-off point for a higher grade
Disagreeing with the instructor’s judgment about the quality of submitted work
Only the following may constitute grounds for an appeal:




2)
Errors in calculation
Procedural errors
Failure to consider all relevant factors
Bias or discrimination
The Grade Appeal route for problems involving a final grade is as follows:
a)
b)
The instructor(s) of the course
The Associate Chair, Undergraduate (Dr. Lisa Strohschein)
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3)
Students must initiate Grade Appeals with the instructor by the following deadlines:
a)
b)
c)
4)
No later than February 1 for courses taught during the immediately preceding Fall-term;
No later than June 25 for Winter-term or full-year courses taught during the
immediately preceding Fall/Winter term
No later than thirty calendar days after the publication of results of final grades for
courses taught in Spring/Summer terms (e.g. 30 days after grades are posted on Bear
Tracks).
Most problems are resolved by the Department or program responsible for the course. If, after
consulting the instructor(s) and Department Chair, or designate, the concerns have not been
resolved, the student may submit an informal Grade Appeal, in writing, to the Associate Dean
(Student Programs). The Associate Dean will review the informal Grade Appeal, consulting with
the instructor and Department Chair, or designate. The deadlines to submit an Informal Grade
Appeal to the Associate Dean are:
a)
b)
c)
March 1 for Fall-term course grades
By July 25 for Winter term or full-year course grades
Within sixty calendar days after publication of results of final grades for Spring/Summer
term course grades
The student will be informed by electronic communication to his or her University of Alberta
account of the decision of the Associate Dean, normally within 21 working days of receipt of the
Informal Grade Appeal.
It is the student’s responsibility to ensure that it is possible for him/her to receive, access, read
and act upon all email from the Faculty in a timely fashion.
Electronic communications sent by the Faculty of Arts will be deemed received by the next
University business day after the day the email was sent, regardless of any error, failure notice,
internet service provider problem, virus, or auto-reply related to the student’s email, unless the
error or problem originated with the University.
In the event that the Associate Dean upholds the original decision of the Department, the
student may submit a formal Grade Appeal to the Faculty of Arts Academic & Grade Appeals
Committee.
Students wishing to pursue a formal Grade Appeal must do so within 21 calendar days of the deemed
receipt of the decision of the Associate Dean.
Students who are formally appealing their grade are encouraged to contact Student OmbudService for
advice about the validity of their grievance and how the process works.
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REAPPRAISAL OF EXAMS (See Calendar 23.5.4(2))
1)
2)
If a final grade is disputed in whole or in part because of the grade for the final examination, the
student should apply for a formal reappraisal of the exam.
To have an examination reappraised, the student should apply in writing to the Department
offering the course. The application must include a statement of whether the objective is to
raise or lower the grade. The deadlines for reappraisal are February 1 for Fall-term courses; June
22 for Winter-term or Full-term courses; and within thirty days of publication of grades for
Spring/Summer term (i.e., thirty days after grades are posted on Bear Tracks).
The number of reappraisals is limited to: two examinations in each of Fall and Winter terms; and two
examinations in Spring and Summer terms combined. For each reappraisal, there is a fee, which will be
refunded only if the reappraisal results in a higher final grade. The reappraised grade is the final official
grade, whether it is higher or lower than the original grade. Note that the only portion of the course
reappraised is the final exam. A change in the grade for the final exam may result in the final grade for
the course being raised or lowered. Other aspects of the grade are not considered in this particular
process and if the dispute is related to any portion of the grade other than the final exam, reappraisal
does not apply.
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Enrolment and Withdrawals
Class List:
Do not add any students to your course lists nor record grades for anyone not on the list. Students who
have been attending a class and are not on the class list must report to the appropriate Faculty office to
investigate the problem. Do not return examinations or assignments to such students until you have
been advised that the problem has been resolved with approval of a late addition of the course. Unless a
student has been added by his or her Faculty to the class late, you will be unable to report a final grade.
Make note, this also applies to students who are attending the wrong section of a course with multiple
sections, as you cannot submit a grade for a student in a section other than the one they are enrolled in
on Bear Tracks.
Waiving Prerequisites:
Students may contact you from time to time to ask permission to take your course without having the
listed prerequisite. The decision of whether to waive a prerequisite is entirely up to the instructor of the
course.
The student should contact the instructor by email (using their UofA email address), and either explain
what courses he or she has taken that might fulfill the course prerequisite requirements OR provide an
explanation as to why the student feels he or she would be successful in the class despite not having the
prerequisite.
If you feel comfortable allowing the student to take your course, then you would need to:
 Forward the email with your approval (or have the student do so) to the Undergraduate Advisor,
Donette Kingyens at [email protected].
 You may want to state in your approval to the student that they are responsible for making sure
they understand the course material and stay caught up with the reading and assignments.
Once the Undergraduate Advisor has approval from the instructor, she will register the student. She will
also notify students that having the prerequisite for this particular course waived does not mean that
that prerequisite is waived as a program requirement, nor that the course they are taking will be
credited to their degree program. Students must confirm this information with their home Faculty.
Make note, the student must email from their University email address. Due to privacy laws, we cannot
access or make any changes to a student’s record or registration if the request comes from an external
email address.
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Auditing a Course:
Students may contact you in order to audit a course. Taking the course as an auditor is available to
anyone regardless of whether they are a student at the University of Alberta.
Process






Student obtains the “Course Audit Form”, available in the Forms Cabinet online or in the
Welcome Center.
Students must fill out the form
Instructor must sign the form
If student is registered in a special program, their program advisor must sign the form (see form
for details)
If the student is registered in a Faculty, their home Faculty must sign the form
Student then takes the form to the Office of the Registrar to be processed
The following regulations apply:





The student will only be allowed to audit the course if there is space in the course – this means
their form cannot be processed until after the Add/Delete deadline for the given term, and the
deadline is 5 days after (i.e., for the Winter 2014 term, the timeline to submit the form is January
20-24, 2014)
Audited courses will not be considered as meeting prerequisite, admission, or course
requirements for any University degree program
Audited courses will appear on the University of Alberta transcript, however credit is not given.
Students will be charged half of the tuition fees
Students will be graded as either “AU” for auditor or “AW if they withdraw or fail to attend
where attendance is required
See the website at www.registrarsoffice.ualberta.ca/special-registrations/auditor.aspx or the University
Calendar §22.1.10 for more information.
Withdrawing from a Course:
Student must apply to their home Faculty to withdraw from a course, using the withdrawal form. In
most cases, this means the student will receive a grade of “W” on their transcript, although a “W” does
not have any academic weight, with the exception of reducing their course load.
The following are the deadlines for Winter 2014:



January 17, 2014:
February 5, 2014:
April 2, 2014:
Deadline to drop a course for a full fee refund (no record on transcript)
Deadline to withdraw with a 50% fee refund (“W” on transcript)
Deadline to withdraw with NO refund (“W” on transcript)
If a student wants to withdraw from a course due to medical illness or another serious matter, please
direct the student to their own faculty advisors.
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Course Evaluations
An evaluation of all instructors and courses shall take place each time a course is offered. These
evaluations are distributed in accordance with GFC policy §111.3 and in compliance with the “Universal
Student Rating of Instructions” (USRI). These evaluations are to be given out toward the end of the
course but not during the last week of classes.
Classes with 10 or more students:
In classes with 10 or more students, standard paper evaluations are currently used, and are based on a
set of mandated questions.
Instructors will be notified approximately 2 or 3 weeks before the end of classes when their evaluation
packages are available to be picked up at the General Office. Evaluations should be announced several
classes in advance of the date when they will be administered, and should be scheduled for a class
where it is expected that a majority of students will be in attendance. They must not be distributed on
more than one occasion, nor can they be given individually.
Instructors are required to appoint a student in the class to collect the completed forms and return
them to the general office in the envelope provided. This normally takes approximately 10 minutes of
class time. The instructor is required to leave the room while the questionnaires are being completed.
Instructors may not access the course evaluations until after the class grades have been submitted to
the Department Chair and are approved and posted on the web.
Classes with less than 10 students:
Classes with less than 10 registered students will use a customized teaching evaluation that is done
online. In such classes, students will receive an email about their course evaluations from Test Scoring
Services during the same timeframe as that given for regular course evaluations.
Normally, within 20 working days after final grades have been approved and entered, instructors will
receive the evaluation results.
You can read more about course evaluations online at http://ist.ualberta.ca/at/tsqs/usri.
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Specialized Support and Disability Services (SSDS)
In some cases, students may need extra support from SSDS due to a disability. Support can come in the
following forms:














assessment of needs
personal and academic advising
interpreting arrangements
liaison with departments and faculties
loan of available specialized equipment
note taking
exam writing accommodation
mobility assistance
taping of readings or lectures
library research help
escort or study help
tutoring
assistance in labs
alternate format materials
In keeping with the University’s policy to allow fair access to education for students with disabilities and
the Charter of Human Rights, you may at times be required to provide or allow assistance.
When to Refer Students:
Referring students to SSDS does come down to a judgment call on your part, if you speak to a student
who is struggling with their coursework due to a physical or mental disability. SSDS can help hearing or
speech impairment, learning disabilities, physical handicaps, documented mental illness, such as anxiety
or depression, and much more.
SSDS cannot assist with students with temporary injuries, such as broken or sprained limbs. In such
cases, the student will have to work out alternative arrangements with the instructor.
Handling Accommodations:
You can review the accommodations that have been granted to students in your courses on the SSDS
website at https://clock.uss.ualberta.ca/ClockWork/user/instructor/default.aspx. You should also
receive an email from SSDS for any students who have registered with SSDS for an exam.
If students have special final exam accommodations, you can provide the exam and instructions online
using the link above. These need to be submitted at least 3 business days prior to the exam date.
You can view more information and instructions on the SSDS website at
http://www.ssds.ualberta.ca/DocumentsandForms.aspx.
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Code of Student Behaviour
Students are required to adhere to the Code of Student Behaviour, which is found online under
http://www.governance.ualberta.ca/CodesofConductandResidenceCommunityStandards.aspx.
Because of the seriousness of plagiarism and cheating, at the beginning of each term instructors are
required to review with their students the definitions of cheating and plagiarism and the related
penalties. Students must be advised that the Code of Student Behaviour should be reviewed since
ignorance is not acceptable as a defence in cases of academic offences. Students should be informed
that when cheating and/or plagiarism has been determined to have occurred, a number of sanctions can
be imposed, such as lowering a grade or expulsion from the University (outlined in Section 30.4.2 of the
Code). Instructors should take care both to instill in their students the importance of academic integrity
and to devise assignments that do not invite plagiarism or other infractions of the code. Vigilance in
proctoring examinations is particularly important, as is ensuring that texts and notes are not permitted
in places that might promote cheating.
Tip: Instructors may find it useful to include one of the following with the syllabus and to review
with students in class:
“Don’t Do It” sheet at http://tinyurl.com/cheating-plagiarism
“Don’t Cheat” sheet at www.governance.ualberta.ca/StudentAppeals/DontCheatsheet.aspx.
Complete information and definitions on academic offences can be found in the “Academic Integrity
Handbook” which is available online at www.tie.ualberta.ca.
As an instructor, it is your responsibility to report all offences under the Code, including:
Plagiarism
Submitting the words, ideas, images or data of another person as one’s own work
Cheating
There are five categories of cheating, as follows:





Possessing unauthorized material
Misrepresenting one person as another for an exam or assignment
Obtaining substantial editorial or compositional assistance
Resubmitting material already graded for credit
Making false or fabricated claims, data or references
Misrepresentation of Facts
Misrepresenting facts for the purpose of gaining an unfair academic advantage
Participation in an Offence
Knowingly helping or encouraging another student to commit an offence under the Code
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Misuse of Confidential Materials
Procuring, distributing or receiving any confidential academic material such as pending examinations,
laboratory results or the contents thereof from any source without prior and express consent of the
Instructor
Bribery
Offering money or other benefits in exchange for academic advantages
Inappropriate Behaviour
This includes:
 Disrupting classes or obstructing University-related functions
 Engaging in any activity that hinders the full participation of another person
 Discriminating against any person or group of persons
 Abuse, unwelcome contact, threats or harassment to staff or students
 Damage to or theft of University Property
 Unauthorized use of locations or property
 Consuming alcohol on campus other than in licensed premises or events
Reporting or Handling Offences:
It is your responsibility to be diligent in awareness about possible offences under the Code of Student
Behaviour. See “Appendix 3: Should/Must List for Reporting Academic Offences” for complete
instructions on how to handle offences.
When you submit your grades for the class, assign a grade of “IN” for any students who have a pending
discipline case. You will also need to include the grades for all of their term work and exams on the
grade distribution sheet you upload in Bear Tracks. Make note, discipline cases typically take 1-2 months
to resolve, so you will not likely receive the decision before the end of term.
Resources in relation to Student Behaviour:
Academic Integrity Handbook
www.uofaweb.ualberta.ca/TIE
Code of Student Behaviour
http://tinyurl.com/code-of-behaviour
“Don’t Do It” document for students
http://tinyurl.com/cheating-plagiarism
Truth in Education Instructor Resources
www.tie.ualberta.ca/ResourcesforInstructors.aspx
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Protection of Privacy
The Freedom of Information and Protection of Privacy Act (FOIPP) is strictly adhered to at the University
of Alberta, per the Calendar §20.4.
Here are some pointers for abiding by FOIPP:
 You must never give out any personal information about a student to any other person unless it
is a University Staff member working on that student’s file

When posting evaluations of student performance, you must make sure the list is anonymous
(student ID only, not names) and scrambled (rather than in alphabetical order). NO personal
information can be visible

When you return marked assignments or exams outside of class, please use the main office pickup drawers. Each instructor has a labeled folder in the drawers in 5-21 Tory. Make sure
documents are placed in alphabetical order, be sure to notify Cristeen if you put anything in
these drawers for pickup, and note that student will be required to present photo ID. Make sure
to clean out your pick-up folder at the end of each term

Students have a right to access their own information, exams and assignments

Make sure students present photo ID (OneCard) during exams, or at least prior to picking it up
Communicating with Students:
All email communications with students must be from their University of Alberta email address, in
keeping with the University of Alberta Communications Policy. Students are responsible for checking
their University of Alberta email account regularly.
Likewise, instructors must use their @ualberta.ca email account when corresponding with students. In
keeping with the Freedom of Information and Protection of Privacy Act, University of Alberta
information, records, and correspondence are not to be forwarded to a non-university email account.
Ethics Approval
Any research conducted within University facilities, or undertaken by persons connected to the
University, involving human subjects, animals or bio-hazardous materials must be reviewed and
approved by the appropriate University Research Ethics Board (REB) or Animal Care and Use
Committee (ACUC). This includes surveys, interviews, and any other research involving collecting
data from humans, which must be submitted for approval through “Research and Ethics Management
Online” (REMO).
For more information visit the
http://www.reo.ualberta.ca/.
To apply for ethics approval, visit https://remo.ualberta.ca.
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Liability for Class Trips
University policy says that a risk assessment must be completed for any off-campus activity (i.e., fieldtrips) involving students. The result of the assessment indicates what approvals and specific actions are
required for the activity.
Please visit the Off Campus Activity site at www.offcampusactivity.ualberta.ca/en/RiskAssessment.aspx
for information. You will need to answer the risk assessment questionnaire on the homepage and
follow the instructions.
For undergraduate students, this will involve completing:
 “Approval of Risk Assessment for Off-Campus Travel Involving Students” form
 Waiver Form from each student
o per the Waiver and Release of Liability Procedure and Informed Consent Procedure
 Emergency contact information must be obtained for each student
See the website for more information.
Instructor Absences
If you plan to be absent for one or more of your classes:



Notify the department in advance. This involves completing the ‘Absent from Campus’ form at
www.sociology.ualberta.ca/en/FormsDocumentsandPolicies.aspx. You will need to print the
form, fill it out and sign it. If you are a faculty member, place the completed form in the Chair’s
mailbox. If you are a contract instructor, place the completed form in the mailbox of the
Associate Chair (Undergraduate). The department acknowledges your absence by returning your
form to you (signed by the appropriate authority) and registering your absence on the white
board in the general office.
Arrange for someone else to teach your class in your absence
In the case of a sudden illness, cancel your class, notify the students and Cristeen Whalen, and
arrange for a note to be posted at the classroom door
If you will be absent for an exam, you need to make sure you have a proctor in place and arrangements
to mark the exams.
If you are leaving the city right after final exams, make note that you must make arrangements to have
any deferred exams granted proctored and graded.
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Community Service-Learning (CSL)
The Community Service-Learning Program (CSL) integrates service-learning into existing courses in
diverse subjects and disciplines, including criminology and sociology courses.
The following information is excerpted from the CSL website (www.csl.ualberta.ca):
While each course takes its own creative path, each includes service in the community as an integral
component. Students contribute in real ways to community organizations and gain valuable experience
at the same time. CSL students might be matched with one of 80 different community organizations to
help with projects such as front-line service, media and outreach, research on social issues or outcomes,
exhibits and events, educational workshops, and much more.
As an instructor, the CSL Program works with you to decide if CSL is right for you and your course, and
provides a variety of services and supports:






background information and material on CSL to help you get started;
modest grants to enable the development of innovative CSL courses;
resources and training for planning a CSL course and revising a syllabus (including suggested
types of assignments and assessment tools);
‘matching’ community projects and academic courses to best meet mutual objectives;
liaising with community agencies, including details and logistics of student placements;
ongoing support throughout the semester in the form of resources, training, self-evaluation
tools, course evaluation reports, and generally responding to questions and concerns.
Integrating CSL into a course takes some planning and preparation. Interested instructors are
encouraged to contact the CSL Program at least six months prior to the start of the term in which they
hope to adopt CSL in a course.
Complete details about the CSL program can be found on the website: www.csl.ualberta.ca
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Course Administration
Printing and Photocopying:
Exams and other significant handouts can be printed by McCallum Printing.
You can order these one of two ways:


Create your own account with McCallum Printing and follow the instructions for ordering the
exams. (See “APPENDIX 4: McCallum Ordering” for instructions)
If you are not comfortable with ordering them yourself, you can email the exam(s) to Cristeen or
Donette to place the order for you
They require 3 business days’ notice, so make sure to get the request in early!
For any last minute requests (less than 3 business days’ notice), you will be responsible for your own
printing. You get 500 copies per class per term for free. Anything beyond that is $0.05 per page.
Cristeen will assign you a code for the photocopiers at the start of term. Remember your code!
Copyright:
Please review the CANPCOPY Copyright license prior to photocopying course materials. Under the
Canadian Copyright Act, individuals may not make copies of all or substantial parts of copyright works
without consent.
The CANCOPY guidelines outline what you may copy under the Copyright Act of Canada. General
copyright guidelines are outlined on the website; however, the Copyright Office suggests checking first
with their office before calculating percentages of work that can be copied, as the University may in
some cases already have copyright permission for more than the maximum listed percent that can be
copied, including up to 100% of a book or document.
If you have concerns about whether or not you can use the material you are considering using and/or
have adequate copyright permission for copying the publication, please contact the Sociology Library
Liaison, Grant Kaler.
Further information on copyright and permissions is on the website at www.copyright.ualberta.ca.
Videos:
You can review a list of the videos the Department has available for your teaching needs on the website
at www.sociology.ualberta.ca/en/FormsDocumentsandPolicies/SociologyVideoLibrary.aspx, or you can
review them in the copy room.
Please notify Cristeen 2-3 days in advance if you wish to book one.
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Scantron Marking:
If you use a scantron answer sheet (“General Purpose Answer Sheet”) for your multiple choice exams,
these can be sent in for grading to “Test Scoring & Questionnaire Services” (TSQS) as follows:

Pick up a “Request for Service Form” from the supply table in the General Office
o Follow the “Example Form” exactly when filling out the form (kept with the “Request for
Service Forms”)
o Fill out the scantron section of the form in pencil, with the exception of your contact
information, which can be in pen
o List yourself as the “Client” and sign the “Client Signature” line
o List your own phone number, so that if TSQS has any questions they will contact you
directly
o If you are unsure about how to fill out part of the form, please contact TSQS directly
240 General Services Building
780-492-2741
[email protected]


Fill out a scantron form answer key
Package up the “Request for Service Form”, the answer key, and the scantrons from your exam
into an envelope, and label it “TSQS”
 Call TSQS yourself at 780-492-2741 to tell them you have scantron forms for pickup, and then
leave the envelope on the front counter in the General Office (OR drop them off in person at
240 GSB)
 Note: these take approximately 1-2 days to be processed
Complete instructions are on the TSQS website at www.aict.ualberta.ca/at/tsqs/scoring/rfs-simple.
Reader / Marker / Proctor Assistance:
If you require Reader, Marker or Proctor assistance, fill out a “Reader / Marker / Proctor Request” form
and send it to the Department of Sociology APO (Tara Mish) indicating the number of hours you are
requesting and a brief explanation of how the marker will be used.
Priority will be given to instructors who have not been assigned a teaching assistant and who are
teaching larger enrollment classes (60+ students). The amount of written work in both assignments and
exams is a major factor. These priorities, combined with a limited grading assistance budget, seriously
constrain the Department’s ability to offer significant amounts of grading assistance; however, if you
would like to request marking assistance please direct your request to the APO.
Textbooks:
Course textbooks must be requisitioned each time the course is offered. Make sure texts are ordered
several months in advance.
Order your textbooks online at www.bookstore.ualberta.ca/index.cfm?index=ADOPTIONS/HOME.
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The Bookstore Deadlines for Textbooks are:
Fall Term
Winter Term
Spring Session
Summer Session
June 15
October 15
March 15
April 15
You are responsible for providing a copy of the textbook for both yourself and your TA. Most
publishers provide desk copies of the textbook when class sets are ordered. If you require a copy of the
textbook for yourself and/or your TA, you must contact the publisher. The Bookstore can provide you
with the forms and the address/contact number for the publisher.
A Book List is posted in the Bookstore and on their website based on the completed text requisitions
submitted by instructors.
The first time books are adopted for a course, they order 100% of the expected enrollment. If books are
re-adopted for the same course, they order by calculating the expected enrollment to the number of
students who purchased the book in previous years.
Coursepacks:
Coursepacks provide a cheaper alternative to textbooks. Coursepacks are cost-effective, legally
produced (copyright is paid) compilations of academic material. They may be used as primary or
supplementary course material. The production process is dynamic and can accommodate a wide
variety of content.
Coursepacks are customized by the instructor and can include lab manuals, collected readings, and
other academic materials that are put together by the instructor.
Coursepacks can be created for students in two ways:


Paper Coursepack – the student would then have to pay to obtain this from the bookstore
Digital Coursepack – the student would not have to pay, and the material would be available
digitally for the instructor to put up on eClass/Moodle.
Coursepacks without copyright content can be ordered through SUBPrint. Instructions and digital order
forms are available on their website at www.su.ualberta.ca/businesses/subprint/coursepacks/.
Coursepacks with copyright content must be ordered through the Copyright and Licensing Office. They
must first process clearance for all copyright items before preparing the package. Instructions and order
forms are available on their website at http://www.copyright.ualberta.ca/Readings.html.
To ensure that your Coursepack is completed for the first day of classes, you should submit your order at
least two months prior to the first day of classes.
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Library Reserve:
All requests for material to be placed on reserve at Rutherford Library, including new book orders, must
be placed using the Library’s electronic request form at www.library.ualberta.ca/reserverequest/.
A maximum of thirty titles will be accepted per course. If more than thirty titles are required, titles will
have to be deleted before more can be added. Reserve requests are handled in the order in which they
are received. Books that are requested from the University of Alberta Library’s collection may be signed
out and will need have holds/recalls placed on them in order to retrieve them for the reserve request. If
this is necessary or if an item must be purchased, processing delays may occur.
Reserve Room Request Timelines
Fall Term
Winter Term
Spring Term
Summer Term
August 1
November 1
April 1
June 1
At the end of Winter Term, material is removed from reserve. Personal material is returned to
instructors and Library copies are returned to regular circulation. If you wish to keep material on
reserve, place an electronic request at the www.library.ualberta.ca/reserverequest/, before the end of
the Winter Term, indicating what term the material is to be placed on reserve for.
Loan Periods
Reserve material circulates for two hours during the day, from library opening until one half hour before
closing. There are no overnight or weekend loans.
Graduate course material may have a one-week loan period if not used by an undergraduate course as
well.
Electronically Available Items
If a journal article is submitted that is available electronically, a link to it will be made available in the
Reserve Room module of the Library catalogue, so that students can obtain access to it from any
computer connected to the Internet. Paper copies of articles available electronically will be returned to
the instructor.
CANCOPY
In order to comply with the University of Alberta’s agreement with CANCOPY, the following regulations
must be followed:





Anthologies of journal articles or monograph chapters cannot be accepted in binders or folders.
Articles must be submitted individually.
Coursepacks cannot be accepted
Photocopies of complete books need copyright clearance before they can be submitted to
reserve. See http://www.copyright.ualberta.ca/Clearance.html for more information
Article Article copies should follow CANCOPY guidelines at www.copyright.ualberta.ca/
Written proof of public performance rights must accompany video recordings placed on reserve.
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Classroom Booking:
Classroom space for courses is pre-booked by the Undergraduate Advisor. If you need to change your
class location for any reason, contact the Undergraduate Advisor, who will then try to make the
necessary arrangements through the Registrar's Office. Make note, we cannot always guarantee that a
new room will be available, but we will do our best.
You can review the room features of your classroom online at
www.registrarsoffice.ualberta.ca/Registration-and-Courses/Centrally-Scheduled-Classrooms.aspx.
The final examination, held during the normal final examination period, is pre-booked by the Registrar
and is posted on the Registrar's Office Website prior to the examination period. You will be asked
whether or not your regular classroom is suitable for the final exam mid-term, and if it is not, other
arrangements will be made for you. We can attempt to make special requests if facilities are available.
Other seminar or conference room space (T 4-4, T 4-10, T 6-4, T 6-7, and T 5-15) can be booked through
the General Office staff. Please book our seminar rooms for written examinations, tutorials, small group
work, and the conference room (T 5-15) for events such as a visiting speaker or lecturers. Make note,
use of these rooms is subject to availability. Please make sure to put your requests in as early as possible
– last minute requests cannot always be accommodated.
If you are booking a room for a deferred exam, please make sure a room is available before confirming
with the student where they are to go.
General Administration
Office Supplies:
General office supplies are available in the General Office (cabinets under the front counter) and in the
copy room. These include pens, pencils, paperclips, binder clips, post-its, scantrons, exam booklets,
paper, binders, and folders. Help yourself (within reason)!
Special requests or specific items will be your responsibility to supply – the office will only supply what is
on hand in the supply cabinets.
If you use the last of something (or near the last), please let Cristeen know so she can order more.
Parking:
Contract Instructors who are not students at the University are eligible to apply for the University’s
remaining casual parking spaces. If you require parking you can go to the Parking Services office, along
with a copy of your employment contract, and they will book you one of the remaining spaces they have
available.
Go to the Parking Services Office website for costs and other information at
http://www.ualberta.ca/~parking.
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Forms:
Many Departmental and University forms and tools are available on our website, including:







“Absence from Campus” form
“Electronic Banking Direct Deposit” form
“Change of Address” form
"Change of Grade" form
“Reader / Marker / Proctor Request” form
Financial forms and tools
Human Resources forms and links
Optical Scoring sheets and “Change of Grade” forms are also available in the General Office.
ONEcard:
Every staff and student needs a University ONEcard. Your ONEcard is your University photo ID
identifying you as staff. It also provides you with many benefits, including:







Free LRT access between the South Campus and Churchill stations
Access to libraries and library services
Door/Lab proxy access in some cases
Access to recreation services
Access to Health Services in second floor SUB
Access to public printers and copiers across campus
Can be used to pay for various food services on campus
How to get a ONEcard:



Call the ONEcard office at 780-492-7924 or send an email to [email protected] to confirm
your eligibility and make sure you have been entered into the ONEcard databases. Please
include your UofA Employee ID number in all correspondence.
You can have the ONEcard office take your photo, or you can submit a photo online. Just go to
the website at https://www.myonecard.ualberta.ca/?ReturnUrl=%2fAccount, and log in using
your CCID and password. Go to “Online Photo Submission” and follow the instructions.
Go to the ONEcard office in 92014 HUB mall to obtain your card. Make sure to bring your
government-issue photo ID with you.
You can also deposit funds to your ONEcard, check your balance, or report a lost or stolen card, on the
ONEcard website, or visit any ONEcard Infolink Station.
For more information on ONEcards, visit their website at www.onecard.ualberta.ca/.
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Technology
eClass/Moodle:
eClass is the University of Alberta's centrally supported learning management system that gives
educators tools to manage and promote learning. It is powered by Moodle, an open source product,
meaning that the source code is openly available and that there is an entire community of people
contributing to the project to improve it.
eClass is used by many instructors as a way to:
 share information, files, videos and more with students
 post grades, course readings, class notes, or course syllabus
 engage students for class participation, discussions or quizzes
 . . . and much more
You can find resources and information on eClass at http://ctl.ualberta.ca/technology-services/eclass.
You can find training sessions at http://ctl.ualberta.ca/events.
You can find answers and instructions for FAQ’s at https://support.elearning.ualberta.ca/.
To access eClass:






Go to www.ualberta.ca
Click on “eClass” at top right
Select “University of Alberta Credit Courses”
Click “Continue”
You should be able to see a variety of tip sheets and resources to get you started, including
“Moodle 101”
Your classes can be reviewed from the “My Courses” tab
Library Resource
There is a new Library Resource function that that can be put into any eClass course. This function is
intended to help your students get to Library resources and services easily from within an online course.
The block can be used in its standard form, or you can customize it with resources for a specific course.
More information on how to add this function to a course can be found on the Center for Teaching and
Learning (CTL) website.
i>Clicker
i>Clicker is the recommended student response system for UAlberta. Using a student response system in
your class can increase student engagement and interaction.
More information on i>clicker is available online at http://ctl.ualberta.ca/technology-services/iclicker.
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Google Drive:
Google Drive is another forum for sharing information that is used by some instructors. Within Google
Drive, you can create folders, and you can change the privacy setting on these folders to share them
with your class (or whomever you wish). You can then upload any kind of document to these drives just
as you would eClass (class readings, syllabus, pictures, etc).
To access Google Drive:


Log into your University of Alberta email address
o Go to www.ualberta.ca, click on “Email and Apps”, enter your CCID and Password
Once in your account, click “Drive” along the top menu bar
The Technology Training Center also offers training and workshops on Google applications, accessed
through their website at www.ttc.ualberta.ca/en/GmailTraining.aspx.
You can also find instructions on how to use Google Drive online at
https://support.google.com/drive/topic/2375096?hl=en&ref_topic=2799517.
Classroom Technology:
Most classrooms are SMART Classrooms, meaning they have internet access, multi-media players,
Word, PDF readers, and overhead projectors. For a complete list of which classrooms have this
equipment, see the website at http://www.aict.ualberta.ca/at/classrooms.
The Department has a data projector that may be used for PowerPoint presentations or for showing
videos in class. Contact the General Office (Cristeen) to sign it out.
All other audio-visual and TV equipment for use in teaching classes or research must be booked by
phoning the Audio-Video (AV) technician, at 2-3923 (Tory, Humanities). These items should be booked
at least 24 hours in advance and it is preferable that you arrange for pick up and return of the
equipment yourself (Audio-Video charges for pick-up and delivery).
AICT offers training and resources for faculty, staff and other users of the SMART Classrooms. For more
information visit their website at http://www.aict.ualberta.ca/selfhelp/tutorials/class-tutorials.
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What to do in an Emergency
If you have an emergency in your class such as a student passing out, students engaging in verbal or
physical threats, a student has a serious accident or a crime has been committed or is in progress, call
Campus Security. They will respond to the situation and assess what needs to be done, including calling
for emergency services if necessary.
We do have a first aid kit in the main office in 5-21 Tory (on top of the cabinets on the east wall).
If the situation is urgent: Campus Security recommends calling 911 as well as Campus Security. Use your
judgment to determine if a call to 911 is needed.
Campus Security: 780-492-5050
Safety Protocols for Working Alone
Our faculty and staff work regular campus hours. Our main office staff work 8:30 am to 4:30 pm,
Monday to Friday. With the exception of a few scheduled evening courses, staff are not required to
work alone after hours, although some may choose to do. As with all personnel, instructors of evening
courses are expected to have personal contacts who know how to check on them if they do not show up
after work in a reasonable time frame.
Some staff and students choose to work after regular hours. Buildings in which our staff and students
are accommodated have been made secure in accordance with University standards, and most offices
are equipped with a phone or payphones that have a direct line to Campus Security in case of an
emergency.
Individuals who choose to work after hours must take responsibility for ensuring someone knows that
they are working alone in a known location, and that they know what to do in an emergency situation.
You can view more on this on the Environment, Health & Safety website.
Safewalk
Individuals working after hours are also encouraged to make appropriate use of the
campus “Safewalk” service if working late at night. A team of two Safewalk members can accompany
you around the campus and surrounding areas, including riding the LRT with you and walking within 5
blocks of the LRT station to get you safely home.
Call Safewalk to request a walk at 780 4 WALK ME (780-492-5563).
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Resources for Students
AfterU
www.su.ualberta.ca/services/afteru/
Assists in transition from student to graduate, offers programming on connecting students to UofA
Alumni and resources on campus
Arts Undergraduate Student Services
www.arts.ualberta.ca
Advising on Arts program requirements, academic matters, or referrals to appropriate campus resources.
Includes services such as:
 Program checks (for Arts programs)
 Final Exam Deferrals
 Academic Advice
 Appeals & Withdrawals
CAPS: Your UofA Career Center
www.caps.ualberta.ca
Provides career resources, including:
 Job postings
 Resume and interview skill building
 Job shadowing
Campus SafeWalk
www.su.ualberta.ca/services/safewalk/
Provides a safe alternative to walking alone at night around the campus community and beyond
Center for Writers
www.c4w.arts.ualberta.ca/
Provides one-on-one writing coaching and consultations on writing projects
Community Service Learning
http://www.csl.ualberta.ca/
Offers Community engagement opportunities for students including:
 “Certificate in Community Engagement and Service-Learning”
 Intern opportunities on local non-profit boards
 Many other non-credit opportunities.
Graduate Students Association
www.gsa.ualberta.ca
Represents and offers services to graduate students, including as room bookings

International Student Services
www.iss.ualberta.ca/
Support for international students, including assistance with money, registration, study permits, and more
Mental Health Center
www.mentalhealth.ualberta.ca/
Psychological and psychiatric services for student and staff mental health, including individual and group
therapy for individuals with mental health concerns such as depression or anxiety
Peer Support Center
www.su.ualberta.ca/services/psc/
Provides information, referrals, crisis intervention and a completely confidential place to talk about academic
or personal matters with trained student peers
Safe Spaces
www.ismss.ualberta.ca/SafeSpaces
Provides support for LGBTQ students, including “All-Gender Washrooms” across campus, which can be viewed
on Campus Maps under “Quick Finds”
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Sexual Assault Center
www.sac.ualberta.ca/
Provides unconditional support, confidentiality, respect, and advocacy are available for those affected
by sexual assault, sexual harassment, relationship violence and stalking
Specialized Support and Disability Services (SSDS)
www.ssds.ualberta.ca
Assists students or staff with disabilities that involve any number of conditions affecting mobility, vision,
hearing, learning, and physical or mental health, including:
 Special exam accommodations
 Library and translation services for the blind, partially sighted, or those with limited mobility
 Campus accessibility assistance
Student Advising for Sociology & Criminology Students
www.sociology.ualberta.ca/ContactUs.aspx
We provide program advice for students in Sociology and Criminology programs, and can direct students to
resources on campus as needed. When in doubt, contact an advisor!
Student Financial Aid Information Center
www.su.ualberta.ca/services/sfaic/
Assist students in finding the financial resources necessary to fulfill their academic objectives
Student OmbudService
www.ombudservice.ualberta.ca/
Provides guidance and information for students regarding academic, discipline, interpersonal and other
University issues and regulations, including assistance with appeals
Student Success Center
www.ualberta.ca/studentsuccess
Provides many programs and services for students, including learning resources, writing resources,
communication resources, and many other tools for students who are struggling with their classes, such as:
 Exam preparation & Exam anxiety workshops
 Individual study planning sessions
 Financial Aid
 Reading and writing assistance, including grammar and punctuation
 Public speaking and presentation skills workshops
 Community Social Work
Student’s Union
www.su.ualberta.ca
Official representatives for all students, the SU offer s many services including a print shop
Truth in Education Resources for Students
http://www.tie.ualberta.ca/ResourcesforStudents.aspx
Academic integrity and Code of Student Behaviour tips and support
Tutor Registry
www.su.ualberta.ca/services/infolink/tutor/
Online search registry for students looking for extra support with their university or high school courses
Undergraduate Research Initiative (URI)
www.uri.ualberta.ca/
Supports the involvement of University of Alberta undergraduate students in research activities, including:
 How-to seminars on a variety of topics related to research projects
 Peer Undergraduate Research Liaisons
 Research crawls
 The Festival of Undergraduate Research and Creative Activities
University Health Center
www.uhc.ualberta.ca/
Health care is confidential and covered under student fees, so all students can access their services
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Resources for Instructors
Arts Intranet
https://sites.google.com/a/ualberta.ca/faculty-of-arts-intranet/
Faculty of Arts resources and policies, including:
 E-learning
 Teaching support and training
 Professional development
 Guidelines and forms
Bear Tracks
www.beartracks.ualberta.ca/
Class lists, exam dates, grade entry, address changes, payroll, banking and other personal records
Bear Tracks Training Video for Instructors
http://tinyurl.com/instructor-beartracks-training
Link will prompt you to log in using your UofA CCID and password. When the video opens in HTML,
you may need to right-click on it and save the video to your computer in order to get it to work
CAPs – UofA Career Center
www.caps.ualberta.ca/UofAStaff.aspx
Career services for instructors, including:
 Hire a student
 Access to Research, such as graduate surveys and employment surveys
 Online library of career related resources
Centre for Teaching and Learning
http://ctl.ualberta.ca/instructional-resources
Seminars, workshops and discussion groups for instructors on topics such as:
 Teaching Dossiers
 Course Syllabus Building
 Instructional Techniques and Assessment Guides
 Teaching and Learning on Campus
 Blended learning
 Technology support, including iClicker
 Teacher Orientation and Peer Consultation
Code of Student Behaviour
http://tinyurl.com/code-of-behaviour
Descriptions of unacceptable behaviour for Students in the University, the sanctions for commission
of the offences, and explanations of the complete discipline and appeal processes.
Community Service Learning
http://www.csl.ualberta.ca/
Resources, grants, and community liaison services for instructors who wish to include a “Community
Service Learning” component to their courses.
Copyright
www.caps.ualberta.ca
Rules and regulations regarding copyright for teaching, instruction, course readings and permissions
GFC (General Faculty Council) Policy Manual
www.gfcpolicymanual.ualberta.ca/
University wide regulations and policies on many topics, including:
 Teaching evaluations
 Course administration
 Student Affairs
 Employment, Housing, and Food Services Policies
 Emergency Protocols
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Human Resources
www.hrs.ualberta.ca
Offers many services, including
 Benefit Information, pay and tax Information
 Learning and Development Programs & Workshops
 Health & Wellness Support Services
eClass/Moodle Support
http://ctl.ualberta.ca/technology-services/eclass
Offers many support services for the use of eClass/Moodle, including:
 Moodle 101 tutorials
 Support Center with FAQ’s
 Contact information for questions
Staff Agreements
www.hrs.ualberta.ca/MyEmployment/Agreements.aspx
Staff Agreements for all staff on campus (Faculty, Contract, Sessionals, Researchers, etc.)
Technical & Email Support
http://www.aict.ualberta.ca/
Helpdesk for all technical issues, including log-in, email, CCID, passwords, Bear Tracks, and more
Truth in Education
Offers many resources for instructors, including:
 Academic Integrity Handbooks
 Handouts on plagiarism and cheating
 Citation Style Guides
 Academic Discipline process
 Tip Sheets for Instructors
 Popular Cheating websites
UAPPOL
http://www.tie.ualberta.ca/
https://policiesonline.ualberta.ca/Pages/default.aspx
University policies and procedures not found in the University Calendar or Staff Agreement
University Calendar
www.calendar.ualberta.ca
Contains university deadlines, policies, procedures, programs and course listings.
Primary Contacts
Name
Cristeen Whalen
Donette Kingyens
Lisa Strohschein
Tara Mish
Nancy Evans
Greg Eklics
Sara Dorow
Harvey Krahn
Campus Security
Stuart Landon
Position
Executive Assistant
Undergraduate Advisor
Associate Chair (Undergrad)
Human Resources
Graduate Advisor
Criminology Advisor
Associate Chair (Grad)
Chair of the Department
Assoc. Dean, Student Programs
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Email
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
www.protectiveservices.ualberta.ca/
[email protected]
Phone
2-0472
2-0468
2-0469
2-0466
2-5236
2-0473
2-3297
2-5050
2-7611
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APPENDIX 1
Procedures for Electronic Submission of Grades
Grades are to be submitted to the department within 5 working days from the date of the final exam, or
for courses with no final exam, within 5 working days of the due date for the final assignment.
The following is a suggested method to help you submit your grades electronically at the end of the
term. You may have other methods of recording student grades in your course and may skip (ONLY)
Steps 1 and 2 if preferred.
If you have any questions, contact: Donette Kingyens at [email protected], 492-0468, Rm 5-27 Tory
Attention MOODLE users: If you use the Gradebook in Moodle, then disregard Steps 1 and 2 below. At
the end of the term, your Gradebook can be exported to an excel or .csv file which can be used to
upload grades. Questions about Moodle can be directed to Garry Wong, E-learning Specialist, at
[email protected] or 492 – 7049.
AT THE START OF THE SEMESTER
(after the add/drop deadline)
Step 1: Download Class Roster
Please sign into:
Bear Tracks =>Instructors=>My Schedule=> CLASS Roster ICON
CLICK on the Class Roster ICON
[DOWNLOAD] the Excel 97-2003 Class Roster file
[SAVE] to your desktop
NOTE: The CLASS ROSTER for your course may change until the ADD/DROP period is over. For Winter 2013, this
th
deadline was January 18 . Your Class Roster is official after this date.
Step 2: Format Class Roster to Create your Grades Worksheet
DO NOT change the contents in the first 4 columns
ADD additional columns to the right of the existing data in your worksheet for all graded
coursework
In each column header, include the percentage weight and total possible marks for graded
coursework.
NOTE: See ‘Bear Tracks Upload File Format Checklist’ for example.

As the term progresses, ENTER students’ grades into the extra columns.
CALCULATE your total grades and Final Letter Grades
ENTER your FINAL LETTER GRADES into the 4th column on your Grades Worksheet.
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AT THE END OF THE SEMESTER
STEP 3: Electronic Submission of Grades
Please sign into:
Bear Tracks =>Instructors=>My Schedule=> GRADES Roster ICON
CLICK on the GRADES Roster ICON. (this opens your course Grade Roster page containing your Student Grades
Table)
SCROLL down - just above and to the right of the Student Grades table, click the [UPLOAD]
button.
UPLOAD your Grades Worksheet from your desktop. (this enters the students’ final letter grades
automatically onto the Grade Roster in Bear Tracks) NOTE: Refer to ‘Bear Tracks Upload File Format Checklist’ for format.
Check and double check to verify that grades are properly calculated and entered correctly.
PRESS [SAVE] button on Grade Roster page
NOTE: If you need to make COMMENTS (e.g. explanation of Class GPA), ENTER them in the INSTRUCTOR
COMMENTS BOX on your Grade Roster page.
STEP 4: Attach File
CLICK on the [ATTACH FILE] button just beneath the [UPLOAD] button on the Grade Roster page
UPLOAD your Grades Worksheet as the ATTACHMENT (this worksheet must contain the breakdown of
students’ scores in all graded coursework including the final letter grades and the weight of each item towards the final
grade)
STEP 5: Grade Distribution Report
At the top of your Grade Roster page, in the second box labeled “Grade Roster Action”, there is a
“Grade Distribution” link in BLUE
CLICK on this link and a new tab will open up showing your GPA calculation, as well as graphs and
tables illustrating the distribution of letter grades you entered via your Grades Worksheet.
 Save this file for your records.
Step 6: SUBMIT
At the top of the Grade Roster page, in the second box entitled “Grade Roster Action”, set the
Approval Status to “Ready for Review”
This status will trigger the visibility of a [SEND FOR APPROVAL] button
CLICK [SEND FOR APPROVAL]
NOTE: When you click on SEND FOR APPROVAL, there will be a pop-up message indicating the Grades have been
submitted and that you will receive confirmation once they are approved. If you do not receive an automatically
generated email indicating your grades have been submitted for approval, you have not completed the grade
approval process and should go back to ensure that you have clicked on the send for approval button. Once your
grades are approved, you will receive an automated email notification indicating this.
STEP 7: Submit Final Exam Information to Department of Sociology
Please email a copy of your Final Exam to [email protected].
All students’ Final Examinations must be kept for one year and then destroyed according to GFC
Policy.
Please keep your students’ exams in your office unless you will not be around during the following
academic year. In this case, you may drop them off to Donette 5-27 in Tory for storage by department.
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APPENDIX 2
GUIDELINES for ASSIGNMENT of INCOMPLETE (IN)
A grade of (IN) may be assigned when an undergraduate student is prevented from submitting an
assignment by the end of term by illness, or other extreme circumstances. After the grade of IN is
assigned the student is required to submit the assignment within 10 days after the end of the final
examination period for the term in which the course is taught, per the Calendar §23.5.3(6).
If the student requires longer than the 10 days to complete the outstanding assignment(s) the
department must submit a Request for Extension of an Incomplete Grade form to the
Undergraduate Services Office. Documentation to support the request must be attached or the
request will not be considered. Basis for the requested extension may be medical or domestic
affliction (Statutory Declaration or other pertinent documentation attached), or other (Explanation
attached).
An extension of time to a maximum of four months after the end of the term may be approved. If the
outstanding term work is not received by the department/instructor in the approved time period a
final grade must be submitted which reflects a raw score of “0” for the missing
assignment(s).
It is very important that the Request for an Extension of an Incomplete Grade is submitted to the
Undergraduate Student Services 6-5 Humanities Centre (or to the student’s own Faculty Office, if
student is not registered in the Faculty of Arts) as soon as arrangements have been made with the
student. If an extension is not approved by the student’s Faculty a change of grade may not be
approved for the student at a later date, or worse, a grade of F1 may be reported by the
Registrar’s Office. Hence, a student may be told by the department that it is acceptable to hand
work in late only to discover later that the grade change will NOT be approved by his/her
Faculty.
Recap:
Do not assign a grade of IN if arrangements have not already been made with the student for
submission of late term work.
Assign a grade of IN – if an agreement has been reached with the student. Student to submit
assignment within 10 days after end of final exam period.
If a student requires more than 10 days to complete and submit missing term work, a “Request
for an Extension of an Incomplete Grade” form must be submitted. The form must be approved
by the instructor and Department (see attached) and then forwarded to the student’s Faculty for
consideration.
Deadlines may vary by student but the last date for Extension of incomplete i s four (4)
months after the end of the term (e.g., April 15 for Fall term courses; August 15 for Winter
Term courses).
If missing term work is not submitted by the specified time and no change of grade is initiated
by the Department a grade of “NC” or “F” with remark of “1” will be recorded by the Registrar’s
Office automatically.
Contact: Robin Cowan ([email protected] ; 780-492-7657)
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APPENDIX 3
Should / Must List for Reporting Academic Offences
1. SHOULD consult the Truth
in
Education
Handbook
(2012/2013):
go to
http://www.uofaweb.ualberta.ca/TIE/, click just above or on the dark-blue book, look especially
at pages 13-17, what follows is a slightly tailored version of what you SHOULD and MUST DO:
2. SHOULD determine and outline perceived evidence of plagiarism or cheating: e.g. use coloured
felt pens to highlight matching passages on essay and source or on two exams with similar wrong
and idiosyncratic answers. If this info is compelling, you know from this point on that the package
must be sent to the Associate Dean of Student Programs (Stuart Landon). But first you:
3. MUST arrange a meeting with the student. Arrange it by e-mail or before or after class when you
are sure you are talking privately to the student. Indicate that the meeting concerns what appears
to be a violation of the code of student ethics with respect to plagiarism or cheating. Make clear
to him/her that he/she might consult with Student OmbudService as to what to expect, and
what students’ rights are.
4. For the meeting, you MIGHT consider having a trusted, or senior and experienced colleague in the
room simply to observe and make notes, mostly in silence.
5. SHOULD decide beforehand: do you want to allow the student to bring an advisor, e.g. a
person from the OmbudService? Note: you are not obliged to allow an advisor. One thing: you
should not let the meeting become adversarial or take on the atmosphere of you judging and
making a key decision (see below), so allowing an OmbudService person might be a good
gesture; they are generally helpful and neutral. But you DO have the prerogative of not allowing an
advisor.
6. SHOULD, for the meeting, avoid allowing the student or yourself to believe that the meeting
involves a judgment or decision on your part. When the evidence tells you that a meeting is
needed, you are – barring the surprising but convincing revelation of exonerating facts –
essentially committed to passing it on (along with those revelations, if applicable). Take on more the
stance of a regretful police officer. Indicate that you have found evidence that normally, by its
nature, must be passed on to the Dean (who is the first decision maker and whose decision can be
appealed), that you are obliged to do so, and that you are obliged to meet in order to let the student
offer an explanation, which you will then diligently pass on to the Associate Dean in your report,
along with any other aspects of the course and incident that you see as pertinent and that may
even weigh in the student’s behaviour.
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7. MUST then write up a letter/report narrating your findings, enclosing materials, and reporting
on the meeting, how it was arranged, how the student explained/denied/etc. the matter, along
with any details of the context that you consider pertinent, your opinion on the plausibility or
demonstrable dubiousness of the student’s explanation or response – or on his/her honest and open
readiness to “take ownership” of the misstep.
8. You DO NOT HAVE TO send a copy of your report to the student, but you SHOULD NOT write
anything in it that you would not want the student to hear, since, from the Dean-level on up, the
student has the right to know the contents of your letter.
9. You SHOULD NOT make misleading assurances or promises about what will happen.
Recommend the Student OmbudService, or even advise the student to e-mail (not phone or come
to the office of) the Associate Dean (Student Programs) via the [email protected] address for some
words on when and what will occur. Expulsion is rare; suspension is not the most common
result; after that there is a range of sanctions from the F8 most common for clear cases down to
reprimands and warnings.
10. Student might be uncertain about now withdrawing from the course. You MIGHT, even
unasked, inform the student that withdrawal will not save him/her from getting an F8 or worse if it is
a serious case, whereas staying with the course, if the incident proves to merit a lesser sanction
than the F8, might enable him/her to salvage something. Feel free to recommend that the student email [email protected] for some advice on this tricky alternative.
11. You are invited to recommend a sanction, but NOT OBLIGED to do so; welcome is a
comment by you as to whether you see mitigating reason(s) for some level of leniency or
whether you see the incident as deliberately deceitful.
12. While your Associate Dean may contact you collegially for details or info on the student’s
performance on other course components, you are, as the case unfolds, NEVER OBLIGED to appear
at any appeal. Our policy is never to ask; no hard feelings if the instructor does appear on the
student’s behalf.
Written by RALEIGH WHITINGER & WILLIAM STREET
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APPENDIX 4
McCallum Printing Procedures
1. Create Account
https://www.nationsprint.com/clients/uofa/
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2. Ordering
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