The following message is from Marcia Annisette, Associate Dean Academic of Schulich School of Business.

Dear Schulich Faculty and Staff,

As previously communicated, Schulich will be returning to in-person course delivery starting the weeks of February 7th and February 14th.

Below we have outlined key information and policies that will provide additional guidance as you start your preparations. While many instructors and students are ready and eager to return to campus, there is naturally some uncertainty and apprehension about what in-person course delivery will look like in the context of our current unpredictable public health landscape. Across our programs, a substantial number of students continue to experience covid-related visa or travel issues which may impact their ability to arrive in Canada by early February. Given the high degree of transmissibility of the Omicron variant, it is also likely that some of our students and instructors may fall ill at some point during the term. Others may be required to self-isolate after exposure from a family member or other contact. In short, there are many potential causes for disruption to in-person course delivery and attendance this term, and it is exceedingly challenging to predict how the coming weeks will unfold.

The guidance below has therefore been formulated with three main aims: 1) to provide some degree of clarity on what our course delivery will look like once we return to campus, 2) to encourage a sympathetic and supportive approach to the term, and 3) to create flexibility where feasible to help both instructors and students complete the Winter term as safely and smoothly as possible.

Academic Policies and Guidelines for Winter 2022:

1. 15% Remote Delivery Option: The option of running up to two discretionary remote class sessions this term remains in place. Instructors should use their judgment and discretion in deciding if and when to exercise this option. The purpose of these sessions is to help mitigate the impact of the unpredictable circumstances that are likely to arise during the remainder of the term (instructor and student illness, guest speakers not able to attend in person, etc.). While there may be valid academic or logistical reasons to make use of them in the first weeks of our return to campus, it is the university’s expectation that we are back in person according to the scheduled timeline. As such the optional remote sessions should not be used to simply delay the return date. If due to unforeseen circumstances you encounter a need to exceed the discretionary two remote sessions limit, please contact ada@schulich.yorku.ca for approval.

2. Remote Access to Course Materials: It is recommended that instructors make course materials for in-person courses accessible online this term. What this looks like will vary by course and instructor. Given the likelihood that at least some of your students will be unable to attend class in-person each week, remote access to your materials will help minimize the impact of absences and help students keep up with the course. You may use one of the following methods for sharing your lecture content whenever possible:

  • Lecture Capture (live-streaming/recording class sessions): Each classroom will be set up with a webcam and tripod to facilitate live-streaming of the instructor. Instructors can also livestream using their own devices in addition to the webcam and tripod equipment provided (but not as a replacement of the webcam and tripod). For more detailed instruction on how to do this, review the Live Streaming and Recording In-Person Classes guide, as well as CITE’s Classroom A/V Technology Training recording. Note that for privacy reasons recordings should only capture the instructor and not students.
  • Pre-Recording Lectures: Creating asynchronous lectures can be done quite simply via Zoom or PowerPoint or using more advanced tools such as Echo360. Review the Designing Asynchronous Lectures guide for a list of how-to videos.

3. Class Participation and Attendance: Given the challenges of our current circumstances, instructors are asked to be sympathetic and accommodating to students as much as possible. One way to do so is to build in multiple ways for students to participate in a course, including via the online/asynchronous environment. Canvas’ Discussions tool is a simple and effective means to allow students who are unable to be present in class the opportunity to contribute their thoughts on course content. However you choose to assess participation and attendance this term, please adopt a generous and multi-faceted approach in recognition of the highly unpredictable circumstances our students are facing.

4. Office Hours: Consider offering additional office hour sessions to provide students temporarily relying on recorded lectures the opportunity to ask questions and seek clarification on the material.

5. Assessments: To help minimize disruption and the need for deferred exams, all assessments (including mid-term and final exams, quizzes, etc.) should be held in the remote format for the Winter term. If an exception is needed, please inform your area admin staff who will work with the ADA Office. Please also consider the use of time windows for the completion of take-home assignments.

6. Instructor Illness: All community members attending campus must complete and pass daily screening on YU Screen prior to coming in. If you fall ill or are unable to clear the screening, please follow protocol and do not come in to teach your class. Below are three options for dealing with illness (or unforeseen circumstance), and instructors should use their judgment to determine the best solution:

  1. Use the Buddy System: Ask a colleague to cover the class, preferably in-person. Identify a colleague early on who can cover your course so that you are prepared if and when the need arises. For undergrad and MBA core courses, course coordinators should lead the effort in organizing instructors to fill in for their colleagues when necessary. For the specialized masters programs, program directors should play this role.
  2. Deliver the class remotely: If you are feeling up to it, make use of the discretionary two remote sessions option and shift the class session to a remote format (giving students as much advance notice as possible).
  3. Cancel the class and schedule a make-up session: This will require you to poll your students to identify an appropriate day/time and to contact your area/course support person and the ADA Office for scheduling.

Students should be reminded to check their emails regularly in the event of delivery format changes or a class cancellation.

7. Student Illness: Please remind students that if they fall ill or fail their screening, they should also not be coming onto campus.

  • Please familiarize yourself with the University’s guide for instructors on Covid case management which is designed to offer information on COVID-19 case management in the classroom.
  • A communication will be sent to students by our SSIR team reminding them of the protocols to follow before coming to campus and in the event that they become ill.
  • Please be supportive and accommodating when a student is absent due to illness as it is important to reinforce the message that staying home when sick helps protect the health and safety of others in the class and community. Having your course materials accessible online will allow students to continue to participate in the course while still adhering to the protocols.
  • At the same time, students should not be picking and choosing when to attend class in-person without having a legitimate reason. To reinforce the importance of in-person attendance, consider setting up measures of accountability in your course, such as requiring students to inform you of an absence in advance of each class along with updates on when they are expected to return.
  • Encourage your students to adopt the buddy system as well in which they form pairs or groups to assist each other in the case of absences.
  • As a reminder, the University’s existing policies regarding absence from class remain in place. Students are required to stay home when they are ill, and they should not be penalized for being absent. A doctor’s note is not required to confirm the reason for absence.

8. Room Capacities and Physical Distancing: Post-secondary educational institutions with vaccination mandates are not required to observe capacity limits or physical distancing in instructional spaces. Non-instructional spaces (e.g., designated eating spaces, workspaces) continue to need to observe physical distancing. At York, there will continue to be global messaging to encourage everyone to give each other as much space as is available in any setting.

9. Breakout Space: Schulich’s breakout rooms will once again be available for use. If you would like to book breakout space for your course, please contact your course support person.

10. Guest Speakers: Please keep in mind that, just like all community members, visitors coming to York’s campuses must follow the health and safety protocols in place, including compliance with York’s Vaccination Mandate policy, wearing a mask while on our campuses, and completing a check-in on YU Screen prior to coming to campus. Guidance on how to have a guest speaker attend your class remotely will be circulated shortly.

11. Classroom IT Support: Stay tuned for a more detailed communication from the IT team on the kinds of supports that will be available but below is a summary of some key information:

  • A/V Equipment Training: The CITE Office is offering a number of opportunities in early February to refresh your knowledge of the classroom A/V technology. Training will be offered both in-person and via Zoom in the hybrid format and will also cover how to live-stream and record lectures. Sign up for a session here.
  • A/V Equipment Issues: IT will be conducting rounds at 7:30am each day to turn on the classroom equipment and ensure it is operational. Should you experience an issue in your classroom please contact the Schulich Help Desk at (416) 736-2100 ext. 66356, or drop by the desk on the 3rd floor of the Schulich building (8am-9pm on weekdays).
  • Microphones and Personal Windscreens: Each classroom is equipped with a lapel microphone should you wish to make use of one. Instructors can obtain their own personal windscreen (cover) for the lapel mic, for hygiene purposes, by visiting Office Services in room SSB S030A. (Note that there will only be one per instructor so please be sure to bring your cover with you to class each week.)
  • Classroom Power Outlets: The availability of power outlets varies by classroom. Office Services has additional power cords and extensions if your classroom does not have enough accessible outlets. To obtain some power cords or extensions, instructors should submit a request to their admin support staff who will sign them out from Office Services. Note that requests should be made well in advance to ensure availability for an upcoming class.

12. Cleaning of classroom spaces: Classroom spaces will be cleaned according to the Winter 2022 Custodial Service Offering schedule. Please note that as per this schedule there is no cleaning provided to instructional technology devices. Lysol wipes and sanitizer will be provided in all classrooms should instructors want to wipe down instructional equipment before and after use. For any issues related to classroom supplies, please contact Tammy Irwin, Supervisor, Office Services, at tirwin@schulich.yorku.ca with cc to Tony Grilo at tgrilo@schulich.yorku.ca. You can also drop by the office at SSB S030A or reach the team by phone at (416)736-2100 x 33037. More information on the University’s COVID-19 safety measures in place can be found on the Better Together website.

Questions?

Instructors teaching in one-year masters programs should direct their questions first to their program directors. Program directors will be in touch with instructors if they haven’t already to set up a time to discuss program-specific plans.

Instructors teaching in other programs can direct their questions to the relevant area coordinators.

Additional questions:

Wishing you all a safe and enjoyable return to campus.

Kind regards,

Marcia Annisette,
Associate Dean Academic