Listed below are excerpts from and/or references to University of Waterloo policies and other information relevant to graduate students. All policies and regulations are subject to change. Enquiries, or requests for copies of documents, should be directed to the University Secretariat, Needles Hall, unless otherwise noted.
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The full text of all University of Waterloo policies is available on the Internet at the following address: www.secretariat.uwaterloo.ca/Policies/Policies_index.htm
Policy 1. Initiation and Review of University Policies
Section III. Classification (Class Z) - covers the terms and conditions of employment of graduate and undergraduate students as Teaching Assistants, Research Assistants. (Other forms of employment of students are governed by staff employment policies; for example, policies 54, 62, 65). (See reference to Graduate Student Relations Committee in this Graduate Studies Calendar; or Appendix D to Policy 1.)
Policy 19. Access to and Release of Student Information
Section I. Primary Responsibility - The Dean of Graduate Studies is responsible for controlling access to graduate student records within the framework of general guidelines concerning protection of privacy and freedom of information. This responsibility is shared and extends to Faculty Associate Deans and to any other offices or individuals deemed by the Dean of Graduate Studies to have a legitimate need to access student information.
Normally, students may access information pertaining to them, except material submitted to the University in confidence (e.g., letters of reference). If a student has outstanding debts to the University, access may be restricted and certain academic documents (e.g., transcripts, graduation diplomas) may be withheld.
Policy 21. Alcohol Use & Education
Members of the University community are expected to act responsibly in all matters relating to the service and consumption of alcoholic beverages. Further, the University encourages campus organizations and groups to provide alternatives to alcohol-related activities, such as sponsoring events where alcohol is not served. The service and consumption of alcoholic beverages is governed by the Liquor Licence Act of Ontario. Responsibility for administering this policy rests with the Director, University Business Operations.
Policy 29. Smoking on University Premises
Smoking is not permitted in any University buildings. This applies to all faculty, staff and students as well as to campus visitors.
Policy 32. Pets on University Property
Pets are prohibited from all University buildings, except for apartments which fall under the Tenant Protection Act . This does not apply to service dogs for persons with a disability.
Pets brought onto University property must be restrained by means of a leash or other control at all times, be licensed under the appropriate municipal by-law, and have their excrement removed by the pet owner. Under no circumstances are pets permitted to run loose on University property.
Policy 33. Ethical Behaviour
Those with supervisory authority (academic or employment) are responsible for dealing with alleged violations of the principles articulated in Policy 33 (i.e., quality and respect; environment free from harassment and discrimination; equal access to UW services, benefits, opportunities and facilities; undue interference; abuse of supervisory authority).
Those who receive complaints or who perceive what they believe to be violations of the Policy shall act promptly to notify an appropriate administrative officer, normally one's immediate supervisor, the department Head, Chair or Director, to provide or initiate the appropriate remedial or disciplinary measures. If the complaint pertains to that individual, it should be directed to the next administrative level (Dean, Associate Provost, Vice-President).
Members of the University community have the right to lodge complaints and to participate in proceedings without reprisal or threat of reprisal for so doing. Disciplinary measures resulting from alleged infringements of Policy 33 may be appealed under Policies 70/71.
Policy 34. Health & Safety and Environment
The University of Waterloo strives to provide a safe, healthy work and educational environment for its students, employees, visitors and contractors. The University insists on compliance with legislative requirements and regulations contained in, but not limited to, the Occupational Health and Safety Act , the Fire Prevention and Protection Act and the Environmental Protection Act , and University of Waterloo policies and procedures.
Students paid as Research or Teaching Assistants are deemed "workers".
Members of the University community have the right to refuse work or assignments that they believe are unsafe. In such cases the refusal must be immediately reported to their supervisor. The supervisor must investigate the situation as prescribed by University procedures.
All members of the University community have the right and obligation to bring, without prejudice, health and safety concerns to their supervisor. After their supervisor has been informed and if a concern remains unresolved, a member of the Unviersity community may take the concern to the Director of Safety or a Joint Health and Safety Committee.
Policy 56. Vacations and Vacation Pay for Non-regular Faculty Members, and Graduate and Undergraduate Students with Academic Appointments
Section II. Academic Student Appointments as Teaching Assistants or Research Assistants - Students on the University payroll as TAs and RAs will be paid a vacation pay of 4% of their total pay during each period of appointment. This payment will be made as part of the final cheque covering each period of appointment.
Policy 64. Use of Proprietary Computer Software
Section I. Statement of General Policy - The University requires that proprietary software, which for purposes of this Policy includes data sets, be used only in accordance with the terms of appropriate licenses, letters of permission, and according to all applicable law including the Copyright Act.
Section II. Implementation - All users are urged to be cautious in obtaining or accepting copies of software from second parties, in particular from "user networks", informal groups, or individuals.
Policy 66. Use of University Resources and Affiliation
i) Use of University Resources : University resources, including services provided by support staff, are to be used for the conduct of University-related activities. Members of the UW community who wish to use University resources or facilities for private business or other purposes must first obtain the written approval of their department Head/School Director.
(ii) Use of University Affiliation : In keeping with the spirit and purpose of the University, it is appropriate for members to hold positions on any issue, however controversial, but members must not imply (e.g. through the use of UW letterhead) that the University endorses or supports their private opinions and activities, and should avoid confusion as to whether they are acting as individuals or as University representatives.
Policy 69. Conflict of Interest
Section I. Preamble - A conflict of interest, or a potential conflict of interest, exists when a member of the University is or may be in a position to use research, knowledge, authority or influence for personal or family gain or to benefit others to the detriment of the institution.
Section II. General Philosophy and Procedures - It is assumed that those with academic or employment supervisory authority who detect what they believe to be violations of this Policy will act promptly to provide or initiate the appropriate remedial or disciplinary measures as set out in other University policies and procedures (including 18, 33, 36, 62, 71 and the Memorandum of Agreement.)
Section III. Examples
Inappropriate Use of University Personnel, Resources or Assets - When a supervising faculty or staff member uses University students or staff on University time to carry out work on her/his own behalf for a company in which he/she has a financial or other interest.
Inappropriate Use of Information: Unreasonably delaying publication of research results (e.g., thesis research) or premature announcement of research results to secure personal gain.
Policy 70. Student Grievance
This Policy acknowledges the University's responsibility to deal fairly with student appeals. The steps a student may take to secure a remedy for the types of grievances described in the policy are detailed in the policy document, as are the required forms and associated time limits involved.
A request for re-examination of a graduate thesis is a special case of an academic grievance.
Formal review of Graduate Comprehensive and Thesis Examination decisions (Master's, PhD) are treated separately. Graduate students should, within 20 working days of receipt of the decision of the examining committee/board, contact the Dean of Graduate Studies. If the Dean has had prior involvement, or has a conflict of interest, the case will be referred to the Graduate Associate Dean of another Faculty or former Dean of Graduate Studies or a former Faculty Dean. The recipient shall respond in writing to the student, normally within 20 working days .
Graduate students who decide to grieve 'Required to Withdraw' academic decisions should, in the first instance, contact the Associate Dean for Graduate Studies and Research of the Faculty...unless the complaint pertains to that individual, in which case it should be directed to the next administrative level (Faculty Dean or Dean of Graduate Studies). [Note A 'Required to Withdraw' decision may appear to be tantamount to expulsion from the University; however, expulsion is for disciplinary reasons and, at UW, permanent. A graduate student who has been required to withdraw (perhaps, because he/she is not making satisfactory progress) may be considered for readmission, essentially by petitioning to come back in - not a right, and dependent, among other things, on a match with a professor who could direct the thesis.]
See: Help and Information through Academic /Administrative Channels in the Graduate Studies Calendar for a list of on-campus individuals, services/facilities available to advise and assist students.
Policy 71. Student Academic Discipline
The following is a summary of the items covered:offences (e.g., cheating, plagiarism, falsifying records); jurisdiction and principles; penalties; right of appeal. Reference copies are available from the Associate Deans, University Secretariat, and electronically on the Web.
*Disciplinary measures resulting from alleged infringements of Policy 33 on Ethical Behaviour may be appealed under Policies 70/71.
Refer to the section Help and Information Through Academic /Administrative Channels in the Graduate Studies Calendar for a list of on-campus individuals, services/facilities available to advise and assist students.
Policy 73. Intellectual Property Rights
Except in certain well-defined situations, this policy provides that the ownership of IP rights rests with the creator(s) of the IP. Because of the complex interactions of members of the University in the course of their work, a chief difficulty in implementing such a policy lies in identifying the creator(s), and in determining who should share in any benefits resulting from IP. A substantial part of this policy is concerned with setting out the principles and procedures to be used in such determinations. However, a critical need that cannot be imposed by policy, is the requirement for all parties to discuss and negotiate issues with professionalism and in good faith.