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School of Continuing Studies | University of Toronto

Administrative Guide for Course Management

Sections in This Guide

This guide outlines administrative tasks and responsibilities that are necessary to effectively manage your course.  It is a companion piece to the Instructor Handbook which you should read before you review this document.  We encourage all instructors to regularly review the Handbook and this guide, particularly prior to each term, as they are subject to on-going updates.

If you need to speak to your Program Director or Program Administrator, please refer to the Contact Details by Program Area listing.


Before Course Start

UTORid

The UTORid is an identification number that is issued to all members of the University of Toronto community.  It is used to access a wide array of services and resources across all three campuses.  It is an 8 character string, usually linked to your name, which may consist of all letters or a combination of letters and numbers.

When an instructor is hired by the School to teach a course for the first time, a profile is created in our system, which then automatically triggers the generation of a UTORid. An email is sent to the instructor containing the UTORid and directions to call Student and Instructor Services at 416-978-2400 to receive a temporary Secret Activation Key (SAK).   With the UTORid and SAK in hand, it is then a simple matter to activate the UTORid following the instructions contained in the email.

The Instructor Handbook provides further information regarding important services, including those offered by the School, that are only available to you once the UTORid has been activated.   If you have not yet activated your UTORid, we urge you to do it immediately. 

 

Contracts/Letters of Agreements (LOA)

Contracts and Letters of Agreement are, for the most part, prepared and sent to instructors six to eight weeks prior to the start of each academic year.   Each contract is sent out by Expresspost Courier so that we can track its delivery.  Classes may not begin until contracts are signed and returned to the School.

We ask that instructors return contracts and LOA’s within five business days of receipt.  A return envelope is provided for return by mail, although we welcome in-person delivery.

 

Course Outlines

To maintain consistency in design, tone, the inclusion and ordering of necessary elements, the School has created course outline templates for each program area.

Instructors are responsible for preparing outlines and submitting an electronic copy to the School no later than 3 weeks prior to course start.  These outlines may be posted to UT Blackboard, our online learner management system, or they can be printed and distributed in class.

Check with your Program Administrator to obtain the course outline template specific to your program.

 

Course Materials

Any course materials that you would like to share with your students can be uploaded to UT Blackboard or printed by the School on your behalf.  If materials need to be printed, send an electronic copy to your Program Administrator at least 10 days prior to course start.  You will be notified when ready and can pick them up in person at our main administrative office located at 158 St. George Street.  A mailbox system has been installed for instructors on the first floor of this building which is accessible during regular School business hours.  Your material will be placed in your mailbox.  If you teach outside the Toronto area, we can arrange to have your materials sent directly to your preferred address.

 

Copyright Clearance

It is the instructor’s responsibility to ensure that the use of all course resources/material is compliant with Canadian copyright laws.  For further guidance please read the Copyright Policies and Copyright Compliance section (section 2.2.4) found in the Instructor Handbook.  The instructions contained within will provide you with key points for copyright consideration.  If you remain unsure if your material requires copyright clearance, we can obtain clearance on your behalf.  Complete the Copyright Permission Request Form for each piece that requires clearance, and submit online.  We will make the appropriate arrangements.   It is important to note that if the clearance is expensive or cannot be secured in time for the first class, you may have to explore alternative material.

 

Multi-media/Audiovisual Services

To order these services for courses being taught on all three campuses you must complete and submit an online form, AV Equipment Request Form for each course.    The order(s) must be received within 14 – 21 days prior to course start or we cannot guarantee delivery of these services.

If you are unfamiliar or uncomfortable with AV equipment, the School can arrange technical support or a training session depending on your needs.  When you are placing an order, let us know at that time if you require this service.

 

Confirmations of Room Bookings/AV Service Orders

If you are teaching at the St. George campus and may also have ordered AV for your class, confirmations of the bookings will be emailed to you in PDF format.  These confirmations are issued by the U of T’s centralized room-booking department that the School works closely with to secure most of the classroom space at St. George.  These confirmations are important to have on hand if there is a room difficulty (conflict with another class, a locked door, etc.) or an AV complication (not delivered, faulty).  The room booking confirmation serves as proof that you have authorization to use this space, and the AV order confirmation provides direction for AV technicians.

Our booking agencies located at the UTM and UTSC campuses do not issue similar confirmations, and any issues that arise can be resolved without these supporting documents.  Thankfully there is a very low incidence of problems at these two campuses and any that we encounter are very quickly resolved.

 

SCS Smartrooms

The School has a suite of classrooms located at OISE/UT (252 Bloor Street, 4th floor) that are equipped with sophisticated smart (including touch-screen) technology.  Admittedly, they may only accommodate smaller class sizes (generally 20 students or less) and are in high demand, but we can try to accommodate your course in one of these rooms if your needs are considered a match for this space.

Because of the high costs associated with the installation and maintenance of these rooms, it is mandatory that users be trained on the smart touch-screen technology before using it.  If you would like to take advantage of one of these rooms for your course, you can request training by completing and submitting an online form, ELP Smart Room Training.  Note that these rooms are only available in the evening after 6 pm.

 

UT Blackboard

At present, our online and some of our hybrid courses utilize the UT Blackboard platform to host these offerings. However, we also encourage our in-class instructors to exploit Blackboard for the purposes of posting announcements, uploading all manner of materials and resources, and creating links to external websites.  Many of our students consider this a beneficial service because it is easy to access, simple to use and a one-stop shop for course materials and resources.  An added benefit for the School is that we are helping to reduce our carbon footprint and to alleviate administrative workloads.

If you are interested in this option but are not familiar with Blackboard, the School can arrange a one-on-one training session for you to get started.  We also provide continued support for any issues you may encounter.  To arrange this training, contact our Digital Learning team at e-learning@utoronto.ca

 

Course Locations

Room bookings for all courses, across three campuses, are centralized in the Operations unit at the School of Continuing Studies.  Once a location is confirmed, you will receive an email informing you where your class is being held, including the building name, room number and building address.   At times you may be issued more than one location for your course if we cannot find a single location that will suit throughout the duration of your course.  We try to avoid this whenever possible as we recognize that it can be inconvenient to yourself and your students, but stiff competition for diminishing space across all campuses may force this space solution.  We do strive to ensure that the space is appropriate for your needs, but if you experience difficulties we will work with you to find a better room.

 


 

First Class

Classrooms

A room confirmation will be emailed to you if your course is being held at the St. George campus. Please bring this confirmation with you to each class in the event of a conflict.

If you are not familiar with your assigned course location, we urge you to come a few minutes early to your first class.  Note the location of the nearest washrooms, emergency exits, parking facilities and coffee shops.  Your students will appreciate this information.

Feel free to arrange the furniture to suit your teaching style.  We only ask that you put them back at the end of the class in the way that you found them.

If you have difficulties with the set-up or size of your room or your audio visual support, communicate this to your Program Administrator immediately.  Recognize that a resolution may not always be possible to put in place for the next class, particularly if they are minor in nature or are not communicated in enough time.

Temperature controls, particularly in seasonal transition periods, are very difficult to manage for U of T building facility staff.  To their credit, facility staff reacts very swiftly and do their best to make the U of T community as comfortable as possible.  Report any temperature problems as soon as possible, but be aware that we will not move the class unless the problem persists.

If you encounter a locked room after hours, call one of the following numbers for assistance:

St. George Campus: UT Campus Police at 416-978-2323.
Mississauga Campus (UTM): UTM Campus Police at 905-828-5200.
Scarborough Campus (UTSC): Call 416-287-7579. If no response, call UTSC Campus Police at 416-287-7398. If the issue is still not resolved, please contact 647-822-1740.

During business hours contact your program administrator.

If you experience a room conflict, which, although rare, can occur, please remain calm.  Have your room confirmation on hand as proof that the room was booked for your course, but do not engage the party who is occupying the room if they refuse to leave, even if you feel the space is rightfully yours.  Look for another empty room nearby, and if not available, apologize to your students, cancel the class and contact your Program Administrator the following morning.  We will deal with the problem, contact all students and make alternate arrangements.

 

Admitting Students

As students arrive, please check off their names on the class list. The class list can be printed from the Course Management tab in My Access – Instructor Login.   Only students who are registered in a course may attend.  The School does not allow auditing.

If a person’s name does not appear on the class list, ask to see their receipt or enrolment confirmation.

Record the student’s name on the class list.

If a person does not have any documentation but insists that they are registered, please ask for his/her contact information (name, telephone number(s), email address) and the School will contact this individual immediately after you have submitted this information to us.

Send a scan of the class list by email to your Program Administrator if you have encountered and recorded any discrepancies.

 

Late Arrivals

Ensure that students who arrive late to class are supplied with a course outline and any course materials/handouts supplied at the top of the first class.  Also those students who are allowed to join the second class as a result of a course transfer should be supplied with this material as well.

 

Attendance

Some students may request an official letter confirming their attendance. They may want one as an official memento of their participation in a course, or they may be required to present it to an employer for fee reimbursement purposes.

Announce to your students that if they would like to receive a formal letter of attendance, they should initial the Attendance Sheet each class meeting. A copy of the Sheet can be printed from My Access – Instructor Login.

Please scan the Sheet to your Program Administrator at the end of the course, and formal letters can be issued to the students, if requested.

In some of the School’s courses, students receive marks that are based in part on attendance or participation. If attendance is a requirement for your course, you should keep your own record of student attendance.

Go to My Access – Instructor Login to print up-to-date class lists and Attendance Sheets to help you keep track.   It is a good practice to take attendance at the third class to ensure that everyone in the classroom has been officially registered.  If you come across anyone who cannot provide proof that they are registered, take their information and report this to your Program Administrator.

At the end of the course, enter the number of sessions attended by each student at the same time that you enter marks in My Access – Instructor Login.

 

University of Toronto Bookstore

The School places textbook orders with the University of Toronto Bookstore where students can purchase or rent textbooks either in person or online.  If textbooks are required, students are provided with instructions on how to order textbooks upon registration.

If students should ask here are the instructions to place an order online:

  • Go to www.uoftbookstore.com
  • Select “School of Continuing Studies” under “Other Schools/Programs”
  • Textbooks are arranged by course number.  Look for the applicable SCS course number and click on it.
  • The textbook(s) information will be displayed including cost.

 

To shop in person, students may visit any of the campus bookstores at the following addresses (all locations are branches of the University of Toronto Bookstore):

The U of T St. George: 214 College Street, in the Koffler Student Services Centre

Phone: 416-640-7900 email: info@uoftbookstore.com

The UTM Bookstore: 3359 Mississauga Rd N. in the William G. Davis Building, first floor

Phone: 905-828-5272 email: utm@uoftbookstore.com

The UTSC Bookstore: 1265 Military Trail, in the Bladen Wing, on the third floor

Phone: 416-724-8213 email: utscbookstore@uoftbookstore.com

 

Accessibility Support

The School is committed to providing support to our students with disabilities to ensure a positive learning experience in all of our courses and programs.

We work closely with the University of Toronto Accessibility Services to assess individual needs and coordinate the provision of necessary services. Services are provided to students with a documented disability, which can be physical, a learning disability, or a mental health disorder.

Accommodations may include (but are not limited to):

  • Alternative test and examination accommodation
  • Note-taking services
  • Accessible classrooms
  • Alternative formats for printed materials
  • Sign language interpreters
  • Adaptive equipment and assistive devices

 

To arrange these services we ask students to communicate directly with the School at 416-978-2400 or email learn@utoronto.ca . Although we cannot guarantee that we can provide all requested services or facilities, we make every effort to meet needs.

We urge students to disclose their disability to their instructor(s) at the first class. It is their choice. We remind them that an instructor may be an excellent resource in their accommodation plan because they can offer assistance within the classroom in several ways. For instance, they may be able to reserve special seating, provide assignment extensions, or help arrange for alternative assignment or testing formats.

If a student in your class should approach you regarding an accommodation that has not been arranged by the School, feel free to discuss options and then direct them to call or email the School at the number above to finalize arrangements.

 

Student Online Access

Similar to instructors, students also have access to their own online account on our website. They are able to track their enrolments, their academic progress and financial transactions through this venue.

Point out to your students that if they go online to our website (learn.utoronto.ca) and click “Student/Instructor Login” at the top right of the homepage, then click on My Access – Student Login, they can log in and access their personal account. Advise them to contact the School at 416-978-2400 if they cannot log in or if they spot a discrepancy.

 

SCS Certificate Candidates

Encourage your students who are pursuing or are thinking of starting a certificate program to contact Student Services at 416-978-2400 or email learn@utoronto.ca and declare their candidacy. The School will link their academic record to the certificate program requirements in the School’s registration system. The benefits are three-fold:

  • Students will be able to track their progress through My Access – Student Login.
  • The School will inform candidates if there are any changes to the program.
  • Students will be notified when they have successfully completed all requirements and can apply to have their certificate issued.

 


 

During Course

Class Cancellation

If you must cancel a scheduled class for any reason contact your Program Administrator as soon as you know you cannot teach.  The School will contact students and work with you to schedule a make-up session and to secure an extension of the course venue.

Suggest an alternative date to your students at the next class.  Make-up classes must meet with the approval of the majority of students.  Ask students to initial a copy of the class list indicating their acceptance of the make-up class and email to your Program Administrator.

If your leave will be extended and you would like to bring in a replacement instructor you must first obtain approval from the Program Director.  You will be responsible for providing remuneration for the replacement instructor.

 

Feedback on Student Course Work

Students expect timely and constructive feedback on all course submissions.  This includes final components (final exams/projects/assignments) that are not returned to students with few exceptions.  It should be noted that students have the right to review their exam or to appeal their final grade within one year following course end.  The lack of feedback can often be a contributing factor in cases that languish.

 


 

Course End

Final Examinations

Final exams for in-class courses are generally conducted during the final class.  Exams in online courses are conducted in proctored exam centres, although proctored exams in a virtual environment is currently being piloted with international students.  In all cases, within 10 business days of the exam date, instructors are responsible for the following tasks:

  • Grading the exams
  • Entering the students’ term and final marks into My Access – Instructor Login.
  • Returning the final exams and Attendance Sheet to the School.

 

With regard to entering the marks into My Access – Instructor Login, we recommend that new instructors schedule a walk-through of the grading process with their Program Administrator.

A copy of each final exam should be submitted in electronic format to your Program Administrator no later than 10 business days prior to course end.

 

Final Course Evaluations

Course evaluation forms will be printed and left for pick up 7 days prior to course commencement if your course is six weeks or less in duration. For courses that are seven weeks or longer, evaluation forms will be left for pick up no later than three weeks prior to course end.

To ensure fairness and transparency it is important that you do not personally handle,

distribute, collect, or read the students’ evaluations.

At the conclusion of your course, please assign a student to take charge of the evaluation process. It is strongly recommended that this process takes place in the class prior to the final exam.

Instructions on course evaluation administration, for you and for your student volunteer, are included in the course evaluation package.

Please do not ask the student volunteer to include any additional material (for example

Attendance Sheets or class lists) in the return course evaluation envelope.

When the course is over you will receive a summary of the course evaluation results as well as a compilation of student comments. This report will be sent to you by email 10 business days following course completion.