FACULTY OF LAW COMMON LAW

SECTION

HANDBOOK FOR PART-TIME

TEACHING STAFF

2014-2015

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Welcome note from the Dean………………………………………………………………………………………….3 Administrative Organizational Chart..……………………………………………………………………………….4 General Administrative Information & Services.……………………….…………………………………...5

Contractual Agreements………………………………………….………………………………………....5 Employee Cards………………………………………….……………………………………………………....5 Office Space………………………………………….……………………………………………………………..5 Classroom/Podium Passes and Faculty Lounge Key……………………………………………..6 Parking………………………………………….……………………………………………………………………..6Supplemental Exam Honorarium for Deferred Exams..………………………………………..6 Casebook Reprography………………………………………….………………………………….…………7 Procedures for Submitting Course Assignments……………………………………….….………8

Technical Services………………………………………….………………………………………………………………..9 Accessing the Internet………………………………………….……………………………………………..9 Software………………………………………….…………………………………………………………………..9 Telephone Services………………………………………….…………………………………………………..9 Where to get help and more information………………………………………….…………………9 University of Ottawa E-mails and Passwords………………………………………….……….…10

Academic Affairs Organizational Chart………………………………………….………………………….…..11 Fall 2014 & Winter 2015 Key Dates………………………………………….…………………………………...12 In Preparation for the Term………………………………………….……………………………………………….12

Obtaining a class list and reviewing your schedule…………………………………………….12 uoZone: E-mailing students & posting messages to your students………………….…14 Academic Regulations………………………………………….…………………………………………….15 Course Syllabi………………………………………….…………………………………………………………16 Procedures to Request Book Orders through the CLSS Bookstore………………………16 Virtual Campus………………………………………….……………………………………………………….16

During the Term………………………………………….…………………………………………………………………17 Student Accommodation……………………….……………………………………….…………………17 Major Paper Requirements………………………………………….……………………………………18 Class Cancellations………………………………………….…………………………………………………18 Academic Fraud………………………………………….……………………………………………………..19

End of Term………………………………………….………………………………………………………………………..20 Teaching Evaluations………………………………………….………………………………………………20 Exams Procedures and Format………………………………………….……………………………….20

Frequently Asked Questions………………………………………….………………………………………………23 Campus Map………………………………………….………………………………………………………………………24

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WELCOME NOTE FROM THE DEAN

Dear Colleagues and Professors,

Welcome to the teaching team of the Common Law Section. I am very grateful for your educational engagement dedicated to our student body as well as towards the Section’s academic mission. We are fortunate to have you as part of our team.

Our staff has produced this Handbook to help make your job a little easier. Please do not hesitate to make suggestions to help us improve this guide. We will certainly remain at your service throughout the session should you require any additional information or support.

I would like to take this opportunity to thank you for your contribution to our Faculty.

Nathalie Des Rosiers Dean, Faculty of Law Common Law Section

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ADMINISTRATION ORGANIZATIONAL CHART

Internal Communications Officer

Stacey Birtch

Central contact for part-time instructors, BlackBoard Learn support, and coordination of casebooks. Responsible for internal communications and

production of informational documents.

Administrative Assistants

Paula Oppici Alena Laurenava

Multimedia equipment for teaching purposes, faxes, photocopies, couriers & regular mail, room reservations, office supplies.

Administrative Officer, Physical and Material Resources

Yan Saumure

Access cards, keys, logistics, repairs and renovations, health & safety in the workplace.

Chief Administrative Officer

Nicole Desnoyers

Manager of Operations

Naomi Telfort

Operational Level Advisor and Special Projects

Finance Manager

Xavier Mendoza

Financial Resources Advisor

Human Resources Generalist

Bettyna Belizaire

Human Resources Advisor

Financial Officer Rafael Ortiz

Financial reports,

reimbursement requests, financial transactions.

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GENERAL ADMINISTRATIVE INFORMATION & SERVICES

1. Contractual Agreements

You will receive an electronic copy of your contract via email. In this email, you will also receive your University of Ottawa (uOttawa) email address with instructions on how to access your uOttawa email.

Upon receipt of your electronic TP Form, please ensure that the personal information and the details of your remuneration are accurate. Your signature will no longer be required on the form itself but you have to confirm in writing the acceptance of the contractual agreement with Stacey Birtch, the Internal Communications Officer at extension 2758.

Please note that all contracts are prepared with a marital status of single for privacy and tax purposes. Should you wish to change your status to include dependants, please contact the Human Resources Department to complete a TD1. In order to change your address or personal details, there is self-serve option available on the uOttawa website at My HR Profile.

2. Employee Cards

To obtain borrowing privileges at the law library or any other library on campus, you will need an employee identification card. To receive an employee card, please bring a copy of your contract or a letter attesting that you are employed on a part-time basis within the Faculty, from the Chief Administrative Officer, Nicole Desnoyers, to the Human Resources Department located at Tabaret Hall, room 019.

3. Office Space

Office space is currently very scarce on campus. We have, however, procured two offices for use for part‐time professors to meet students. These offices are located in Fauteux Hall, rooms 388A & 388B.

To book an office, click here.

- Under ‘’Services’’, select the appropriate room

- Select the available date and time

- First time users must fill out the New Customer Registration Form or can sign

in by entering your Email Address and Password

Note: This booking service requires 24 hours prior notice from the present time.

Upon reservation, an email will be sent to you to obtain keys to the office. We ask that professors not sign up for the same time slot more than once every two weeks

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to maximize availability for other professors and to avoid certain time slots being monopolized. For additional information, please contact Yan Saumure, the Physical and Material Resources Officer, in person, in room FTX 105E, or at extension 1035.

4. Classroom/Podium Passes and Faculty Lounge Key

To access your classroom and to use the multimedia podium you will need an access card.

For new part-time professors or for professors that no longer have in their possession an access card, your card and faculty lounge key (FTX 373) will be distributed by the Physical and Material Resources Officer, Yan Saumure, the first week of September. Please pick-up your acess card and keys at your earliest convenience at the professors` counter, FTX 105E.

For returning part-time professors who currently have an access card in their possession, this card will be renewed and you will not need to stop by and pick up a new card.

All professors are requested to vacate their classrooms sharply 10 minutes before the nominal end of class (e.g. at 9:50, not 10:00; at 2:20, not 2:30) to allow the next professor and class to be ready to start at the designated time. It is also appreciated if one cleans the board or turns off the podium computer after use and disposes of food wrappers, coffee cups and so on. This regulation is part of many other University of Ottawa rules and regulations.

5. Parking

The Faculty will now only issue parking passes in advance for the Brooks Garage for volunteers and special invited visitors and passes can be requested by contacting Bettyna Belizaire at extension 3344. Part-time professors will also be reimbursed for their parking expenses but only through a travel expense reimbursement form. Teaching staff will therefore be subject to Policy 21, providing a duly-signed travel reimbursement form with proper receipts by submitting to our Financial Officer, Rafael Ortiz, located in FTX 108A. All parking lots with payable options (that provide a receipt) can now be used on campus and in surrounding areas.

For more information concerning Policy 21 or on reimbursements, please contact our Financial Manager, Xavier Mendoza at extension 3704.

6. Supplemental Exam Honorarium for Deferred Exams

In order to preserve the integrity of the University of Ottawa’s exam process, part-time professors at times may be asked to create ‘new’ exams in cases where students whose original exam may have been deferred. To acknowledge the extra work, time and effort

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involved in creating supplemental exams, the Common Law Section would like to provide concerned professors with a supplemental exam honorarium of $250.

If you are entitled to receive this honorarium, we invite you to submit your request for payment form to Bettyna Belizaire, our Human Resource Generalist.

Note: All request for payment forms must be submitted no later than April 30th, 2015 to be admissible for reimbursement.

7. Professors’ Counter

To better serve our clientele, a professors’ counter is available and is located in room FTX 105E (east of the main Secretariat). Please direct all pedagogical questions, concerns or queries between 8:45 a.m. and 4:30 p.m., Monday to Friday.

8. Reproduction Requests (DocUcentre)

Please note that part-time professors are eligible for up to $100 per session for their photocopying needs. Any request over 50 copies will be handled by the DocUcentre and we require 72 hours to complete your request. Unfortunately, our support staff cannot photocopy for students. All copies for students must go through the DocUcentre and the copyright rules will be applied.

9. Casebook Reprography

In 1994, the University of Ottawa signed an agreement with Access Copyright, The Canadian Copyright Licensing Agency. It is the professor’s responsibility to familiarize himself/herself with the rules and procedures concerning copyright material.

All requests to reproduce a casebook must be accompanied by a Copyright Document Log. You can download it in PDF format and fill out the form before printing it.

For additional information on Copyright documents, please contact Myriam Lebel, at extension 3105.

Students can purchase their casebooks at the DocUcentre’s counter or online.

Note: It is mandatory for all casebooks to be sent to the DocUcentre for copyright verification.

*** THE uOTTAWA DOCUCENTRE REQUESTS A MINIMUM OF THREE WEEKS IN ORDER TO HAVE YOUR CASEBOOK READY IN TIME.

All casebook requests, specific instructions and details including the copyright forms must be sent in writing to the Internal Communications Officer, Stacey Birtch, who will send the information to the DocUcentre.

Placing documents on reserve: If you have any documents which are not part of a casebook that you would like to make available to students, you can place them on reserve at the Law Library on the 4th floor of Fauteux Hall (FTX 431). Students will have access to these documents and can make their own copies as required.

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10. Procedures for Submitting Course Assignments

Depending on the circumstances, students will be asked to submit course assignments:

a) In class: Rule 9.2 (Submission of Papers) requests that whenever possible, written

assignments are to be submitted by students directly to the professor in class.

Where an instructor cannot receive papers in class, timely notice must be given to

Stacey Birtch, Internal Communications Officer.

b) In person at the Common Law Reception Desk (FTX105) during regular business

hours: When an instructor cannot collect papers in class, he or she may request

that students submit their assignments IN PERSON at the Reception Desk - FTX 105,

located on the first floor of Fauteux Hall before 4:00 p.m.

c) In the drop box after regular business hours: Students may drop off their

assignments in the drop box located on the 1st floor of Fauteux Hall, east of the

Common Law Secretariat (FTX 105 E).

d) All assignments placed in the overnight drop-box will only be date stamped at 9:00

a.m. the next business day of the initial submission thus may appear that an

assignment has been submitted late.

e) In addition, all students must submit an electronic copy of their assignment via

email to comlawassignments@uOttawa.ca. In the subject line, the student name

and/or number, course code and professor’s name must be clearly indicated.

f) ***It is important to note that this submission method will be used for tracking

purposes ONLY and that a hard copy MUST be submitted either in person during

regular business hours or in the drop box after regular business hours before the

assignment due date. The hardcopy of the assignment will remain the OFFICIAL

method of submission.***

g) ***Assignments should NEVER be submitted in the drop box if the Secretariat is

open. Assignments submitted in the drop box during business hours will only be

date-stamped the following business day appearing as though they were

submitted late.***

For further inquiries or comments with respect to services provided by the Secretariat Office, please contact the Manager of Operations, Naomi Telfort, at extension 3792.

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TECHNICAL SERVICES

1. Accessing the Internet

You can access the wireless network from any location on campus, 24/7. Click here for instructions.

For assistance in setting up your computer and technological equipment in order to access the uOttawa wireless network, contact our Technician, Éric Lahaie, at extension 2972.

2. University of Ottawa Accounts and Passwords

Please note that all correspondence from our faculty will be sent to the professors uOttawa email account.

Option to create or change your passwords: http://www.uottawa.ca/support/en/reset-password

3. Software

A selection of software is available free for download: www.ccs.uottawa.ca/download/ Anti-virus software (for use on home devices): www.ccs.uottawa.ca/software/antivirus/ Licensed software: www.ccs.uottawa.ca/software/licensed/

4. Telephone Services

www.ccs.uottawa.ca/internal/tel/ uOttawa Employee directory: www.uottawa.ca/search

5. Where to get help and more information

CCS Web site: www.ccs.uottawa.ca On‐line help form: www.ccs.uottawa.ca/cybersos/ Urgent issues: 613‐562‐5800 extension 6555

For further inquiries regarding technical services, please contact our Technician, Eric Lahaie (FTX 106A) at extension 2972.

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uOttawa Employee Number: Quick Reference Guide

System/Form Definition Employee number

Usage Example

Standard employee number is 9 digits: e.g. 100123456

Infoweb Web-based service that allows

you to have access to many services.

Last 6 digits of employee number or number without the

leading "100"

123456

Virtual Campus

(BlackBoard)

Virtual Campus is the one-stop sign-in portal allowing the

University community to access online course Web sites as well as other e-learning resources.

The letter “E” followed by the last 6

digits of employee number

E123456

Human Resources

My HR Profile

To change your personal information, address, telephone, emergency contact as well as to

access tax slips.

The letter “E”

followed by the last 6 digits of your

employee number

E123456

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ACADEMIC AFFAIRS ORGANIZATIONAL CHART

Assistant Dean Amanda Turnbull

Academic Administrator

Jennifer Coley-Gomez

Provides strategic & operational leadership in the direction, planning & development of

activities & programs; Approves short-term accommodations; Resolves escalated faculty &

student related issues

Academic Counsellor

Catherine Legault

Provides support & guidance to help students fulfill their academic

goals; Review of academic standing; Counselling, evaluation and

approval of student exchange; Letter of Permission requests

Academic Assistants

Paulette Baddour Nathalie Gravelle

Coordinate the evaluation of teaching and courses for professors; Oversee the

preparation of final exams; Responsible for receiving & inputting final grades; assist professor with course cancellations &

scheduling of make-up classes

Academic Assistants

Josée Desmarais Morgan Treguer

Assist on registration protocols, undergraduate programs, letter of permission, major papers;

Greet students & provide information on registration, programs, policies & procedures;

Perform administrative duties for undergraduate academic activities

Academic Operations Supervisor

Chrystine Frank

Liaison person for Faculty members regarding academic procedures; Responsible for course & exam

timetabling; Coordination of proctors; Updates course calendar & course description information

Equity and Academic Success

Joanne St. Lewis

Interpretation of the Faculty’s rules & regulations;

Granting special permissions, requests, rewrites, extensions & exceptions to students

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FALL 2014 & WINTER 2015 – IMPORTANT DATES

For a complete list of important dates for the Fall 2014 as well as the Winter 2015 academic sessions, please click here.

IN PREPARATION FOR THE TERM

1. Obtaining a class list, reviewing your schedule, E-mailing students

As a course instructor you will need to log into InfoWeb (university information portal) using your university employee number prior to the beginning of each term in order to obtain a class list and review your teaching schedule. It is equally important to obtain a new class list at the end of each Course Change Period as the list will have changed.

It is also possible to export the class list file in Excel format and create a list serve in order to send emails and attachments to your class, monitor attendance, record marks and ultimately use it as a grading sheet.

The staff from the Academic Affairs Office will also prepare final class lists in Excel prior to the exam period and that list will be sent to you via email with the exam procedures.

Professors will be supplied with class lists showing name and number. Professors must undertake to mark exams blindly (that is, not to “decode” the identity of the exam writer before the marking is finalized). Professors should then complete their mark entry, with the ability to match in-class work and exams to compute final grades. Final grades need only be submitted to the Academic Office once.

Professors who are uncomfortable with the prospect of knowing the name and student number may continue to have access to a marking sheet that has name or number only, but if they do so, they must send in any decoding requests by the due date assigned by Academic Office. However, Blackboard will not be available in a form that contains student numbers only. Common Law will no longer require special re-coding of university services such as Blackboard.

Steps to follow to access a class list:

Step 1

Access your InfoWeb account select the employee/professor profile and enter your employee number & password.

Your initial password is created from your date of birth and last two digits of your employee number in the following format: YYMMDDEE (where “EE” is the last two digits of your employee number). Your employee number appears on your employment contract.

If you don’t have an Infoweb password, click here.

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Step 2

Once logged in, the following screen will appear. Click on Class List.

Step 3

The list of all the courses you are teaching during the year will appear. Click on the course for which you would like to obtain a class list.

Step 4

The class list will appear. Click on the Export button.

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Step 5

The following pop-up will appear. Click on ‘Open’. If you wish to export the class list with the emails and save a copy, you will need to click “Save” and make sure to save the document as a “.csv” file.

The class list will open in Excel (this might take a few seconds). You can save the list and make all the necessary adjustments according to your needs. Note that this list is always up-to-date and represents the actual enrolment in your class at the moment of the extraction. If you use Excel to enter your grades and submit them to the Academic Assistant in your academic unit, he or she will be able to simply transfer the marks automatically into the system without having to enter them one by one.

2. UoZone: E-Mailing Students & Posting Messages to your Students

Professors will now be able to communicate with students who are registered in their classes via uoZone's "Student Messages."

Here are the steps to follow to send an e-mail to course lists in Student Messages:

a. Logon to Student Messages using your employee number, preceded by the letter

“E” (ex. E123456) & your InfoWeb password. Follow the same steps you would to

create a message for a course group. These steps can be found in the Faculty

User Guide or the Tutorial Video for Professors found in the User Guide menu

on the left-hand side when logging in to Student Messages.

b. Below the body of your message, you will find a new box called Send as Email.

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c. If you wish to send your message by e-mail, click on this box and you will see the

following:

d. Check the box next to Send as e-mail to course lists. If you wish to copy anyone

else on the message, enter the recipient’s e-mail address in the cc field. Separate

multiple e-mail addresses by commas. In the From field, enter your e-mail

address. The address that you enter here is the one that the students should

reply to if necessary.

e. Click on the Preview button and follow all the same steps as usual.

The message will be sent to the uOttawa email address of all students enrolled in the selected course(s). It will also be posted in uoZone.

If you need any help or are experiencing difficulties with this function, please contact the CCS helpline at 613-562-5800, ext. 6555 or send a message to uoZone@uOttawa.ca.

3. Academic Regulations

The Academic Affairs Office operates following rules and regulations established by the Faculty. To consult the academic regulations, please visit the Faculty’s website. Key rules are those around methods of evaluation and grading.

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4. Course Syllabi

Professors must present their course syllabi to students at the beginning of the term, before the end of the Course Change Period. Please follow our model syllabi template in constructing a syllabus. You will find that document as an annex to the Law School Teaching for Dummies booklet.

We ask that course instructors post their syllabus using their individual BlackBoard Learn sites for each of their courses. Students can then access the course syllabus online and print as necessary.

5. Procedures to request book orders through the CLSS Bookstore

All full time and part-time professors will receive an email regarding procedures for book orders from the Common Law Bookstore. For more information on how to order your text book please refer to the CLSS Bookstore website. **Please note that professors are responsible for their own copies through the publisher.

6. Virtual Campus (Course Web Sites)

The University’s Virtual Campus enables professors to create course websites to complement in-class teaching & learning. In addition to posting course content, professors can use course sites to deliver online activities (quizzes, assignments, discussion forums, blogs, etc.), to communicate with students (announcements & internal messaging) and to manage their own work (grade centre, cloud-based file storage, etc.).

BlackBoard Learn

The University has fully transitioned to BlackBoard Learn, the learning management system that powers the Virtual Campus. In addition, blank course sites are now created automatically regardless of whether a professor uses his/her site(s), thus eliminating the need to request a course site be created.

BlackBoard Mobile

For the first time, Virtual Campus now has a mobile application, BlackBoard Mobile. Professors and students alike can now access their Virtual Campus course sites via their smartphones and tablets, receive personalized push notifications and manage content using a Dropbox account.

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Social Learning

Blackboard’s Social Learning tool, a new feature similar to Facebook, now allows users to find other users (professors and students alike), to build working spaces (ex. Study groups), to create wall posts, to message contacts, and much more.

Workshops and support

The Centre for Mediated Teaching and Learning (CMTL) offers workshops and support for BlackBoard Learn, which is located in Vanier Hall, room 1020 and is open for drop-in support:

o Summer Operating Hours (June 1st – August 31st): Monday to Friday, 9am – noon, 1pm – 3:30pm

o Fall and Winter Hours: Monday to Friday, 9am – noon, 1pm – 4:30pm

For more information about the Virtual Campus and Blackboard Learn, visit the Virtual Campus portal.

For any assistance pertaining to Virtual Campus and BlackBoard Learn, please contact Stacey Birtch or Eric Proulx.

DURING THE TERM

1. Student Accommodation

Students in your course may be permitted to complete their evaluation in a format or on a date other than the one prescribed in your syllabus or the academic calendar. There are two main categories of accommodation provided by the University & Faculty of Law: (1) accommodation for students from equality-seeking communities pursuant to the Ontario Human Rights Code and (2) approval of short-term measures on prescribed grounds that may not directly relate to equity matters (e.g. short-term illness etc.). You will be informed by Academic Affairs of any accommodation matters related to your course. It is the responsibility of all faculty members to assist with the full implementation of the approved accommodation measures. As a professor, you may NOT give your own extensions or other forms of accommodation. If you have concerns or additional recommendations they must be directed to Academic Affairs for consideration and/or approval. You are not permitted to make any inquiries of either the student or Academic Affairs staff regarding the specific basis or nature of the request given our institutional obligations to preserve the privacy and dignity of the student. You should, however, raise any pedagogical issues related to a given accommodation or any other concerns with Academic Affairs at the earliest opportunity.

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We recognize that these requests may include the setting of an additional evaluation. For full-time professors, this is an integral part of regular teaching duties. For part-time professors, an honorarium of $250.00 is available upon request for this additional service. The procedure for requesting payment of this honorarium is detailed on page 6 and all inquiries relating thereto should be directed to Mrs. Stacey Birtch at extension 2758.

The following information is sent to all students:

All requests for a Justified Absence, Extension for an assignment or paper or Deferral of an examination (mid-term or final) must be made to the Academic Affairs Office. This applies to matters of accommodation through the development of an academic success plan or unanticipated matters arising from illness, injury, family emergency or compassionate grounds. The Faculty will support Justified Absence requests for a range of reasons, including religious observance, provided that you meet your overall attendance obligations as established by the University Senate and Common Law regulations. All requests will require appropriate supporting documentation. Details regarding the procedures for making a request, the supporting documentation required, deadlines and the necessary forms are available through Academic Affairs (FTX 237). All requests will be confirmed in writing by a staff member of Academic Affairs.

2. Major Paper Requirements

The major paper requirement is designed to provide each student with an opportunity to demonstrate legal research and writing skills. Students are required to complete one during their tenure. Major papers, typically ranging in length from five thousand to ten thousand words (approximately 20 to 40 pages), will either present an original thesis, reform proposal, or critique regarding a particular legal issue, or will synthesize cases, legislation and commentary in some field of law for the purpose of clarification or evaluation. The major paper will represent no less than 50 per cent of the grade assigned in the course for which it is written and must be registered, in advance with the Academic Affairs Office.

3. Class Cancellation Guidelines

a. Professors are expected to teach all of their scheduled classes and should only cancel classes in exceptional circumstances.

b. Professors should provide notice to students of any proposed cancellation at least one week in advance when feasible (in addition to an announcement in class, it is also recommended that an email be sent to students).

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c. Professors should give notice of all class cancellations to the Academic Affairs Office.

d. Professors should re-schedule all cancelled classes with the assistance of the Academic Affairs Office.

e. Make-up classes will be re-scheduled so as to avoid conflicts with other scheduled classes – this often requires a Thursday 8:30 - 10:00 a.m. slot. Make-up classes will not be scheduled for the last three weeks of the term, except for the purpose of replacing classes missed in that period.

f. Professors may not schedule make-up classes for hours lost due to statutory or university holidays. Also please take into consideration special days such as Career Day into account when planning. See list of key dates.

g. Professors may schedule extra sessions to be attended on a purely voluntary basis subject to the following limitations:

(i) Extra sessions should not be used to cover additional substantive materials but their use may extend to providing students with opportunities to practice their problem-solving skills.

(ii) Extra sessions should be scheduled through the Academic Affairs Office and must not conflict with other scheduled regular or make-up classes.

TO INFORM US OF A CANCELLATION AND TO SCHEDULE A MAKE-UP CLASS, PLEASE CONTACT THE ACADEMIC AFFAIRS OFFICE.

4. Academic Fraud

The Senate has mandated inclusion of a link to the materials on plagiarism and academic fraud in the course syllabi.

Information concerning the University’s policy on academic fraud as well as resources for students and professors is available on the University of Ottawa website.

If you believe that students have either cheated on an exam or committed academic fraud (e.g. plagiarism) on a paper, you must document your concern and notify the Dean’s office. Fraud matters lie outside the discretion of the professor. You cannot turn a blind eye – if detected, they must be investigated.

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END OF TERM

1. Teaching Evaluations

At the University of Ottawa, all courses involving at least nine contact hours with the same professor will be subject to an evaluation by the students regardless of the teaching method. Evaluations are done on the officially recognized form unless specified otherwise. Teaching evaluations are done during class time and professors should plan to set aside 15-20 minutes at the beginning of class during the evaluation period to be completed. Please note that this process is usually monitored by a student volunteer while the professors are outside of the classroom.

The Academic Affairs Office will communicate with you via email during the term to better prepare you for this exercise.

2. Exam Procedures and Format

Fall Term 2014

For the last day of classes and examination period, please refer to the list of key dates.

Winter Term 2015

For the last day of classes and examination period, please refer to the list of key dates.

As a course instructor, please ensure to verify the exam date for your class as soon as possible on the Academic Affairs website in order to set aside the day in your calendar.

Note: Final grades must be submitted within 10 working days following the date of the final exam.

EXAM INVIGILATION PROCEDURES

All professors must invigilate their own exams for the entire duration of the exam. For larger groups, invigilators will be hired to assist you in administering the exam. Exam invigilation instructions will be sent in due course by the Academic Affairs Office.

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EXAM QUESTIONNAIRE

You must submit your exam questionnaire to the Academic Affairs Office (FTX 237) before the dates indicated below for each term to allow us time to prepare. If you wish you can also submit a copy of your exam questionnaire via e-mail. (Please note that if you cannot meet or you miss this deadline you will be responsible to provide us with the required amount of photocopies (enough for all students) and an electronic version of your exam at least 3 business days prior to the exam.)

Deadline to submit the exam questionnaire to the Academic Affairs Office:

Fall Term: November 27, 2014 Winter Term: April 8, 2015

QUESTIONNAIRE FORMAT

The first page of the exam questionnaire must include:

the course code, title, professor's name and date

duration of a regular exam, which must be 2 or 3 hours inclusive of any reading time (take-home examinations should not exceed 6 hours in duration and should be scheduled to begin and end on the same day)

number of pages of the exam questionnaire (page x of y)

SPECIFY materials permitted in the exam room

the value of the exam

percentage of marks per question

a place for students to write their student number

Important information concerning take-home and regular exam format (length, timing, etc.) can be found under Rule 4 in the Academic Regulations. When preparing an exam, course instructors need to make sure the chosen format meets the Faculty’s regulations. Finally, pursuant to the University’s Regulation 2 on Bilingualism, students have a right to produce their work and to answer examination questions in the official language of his or her choice. The exam need not be translated. This regulation applies to all Common Law students with the exception of students enrolled in the French JD program and the Programme de droit canadien who must write all exams and assignments in French in French common law courses.

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CO-EXAMINER FORM

All exams, including take-homes, should be reviewed by a co-examiner. The appropriate form will be sent to you in due time and must be completed and returned to the Academic Affairs Office with your exam questionnaire. If you do not know other faculty members, please contact the Academic Affairs Office in order to find a co-examiner.

FINAL GRADES

Final grades must be submitted within 10 business days following the date of the final exam.

A Grading Sheet, indicating your class GPA as well as the best grade in your class (alpha grade and %) must be completed and returned with your final grades.

Calculating student final grades and course GPA calculations is the professor’s obligation. Professors must complete these calculations and certify the results. The Academic Affairs Office does not do these calculations. Note: If you need to convert the grades that you have by student name to student numbers, please send us the information ahead of time so we can assist you and ensure that the grades are submitted to the Faculty Council without any delays.

RETENTION OF EXAM BOOKLETS AND PAPERS AND REQUEST FOR EXAM REVISION

Professors are requested to keep in their offices all exam booklets and papers for one year. Only part-time professors can return all material to the Academic Affairs Office.

Instructors must provide a reasonable explanation for any grade given to a student. A reasonable explanation may take a variety of forms pursuant to rule 15.2.

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HANDBOOK FOR PART-TIME TEACHING STAFF

FREQUENTLY ASKED QUESTIONS

1. I need to send a fax or mail externally, who should I contact?

Various support services such as sending and receiving faxes, couriers and regular mail are through the Administrative Secretariat at FTX 105.

Also, when a call or mail is received for part-time professors, the information is sent by email to the professor’s preferred email account.

2. I require access to multimedia equipment for my classroom or a meeting, how do I gain access?

Borrowing of multimedia equipment or any equipment for teaching purposes such as projectors or laptops can be requested through the Administrative Secretariat by contacting the Administrative Assistants at clawgen@uOttawa.ca.

3. I will be on campus all day, is there a place where I can store my belongings?

Temporary lockers are now available for part-time professors and are located in the

Professors’ Lounge. These lockers are shared with the Droit Civil Section, therefore designated for the Common Law Section. They will be available on a first come, first serve basis. For those who would like to use a locker temporarily, you will need to obtain a key from the main Secretariat located at FTX 105. The lending period for the lockers is a 24 hour window only. If the locker key is not returned after 24 hours, the lock will be cut and replaced at the professor’s expense. For all locker requests please contact Yan.Saumure@uOttawa.ca.

4. I require BlackBoard Learn support, who should I contact?

For various support including BlackBoard Learn, please contact our Internal Communications Officer, Stacey Birtch at extension 2758.

For technical support, such as password change, merging two courses or adding an instructor, please contact our Computing Services at extension 6555.

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FACULTY OF LAW - COMMON LAW SECTION

HANDBOOK FOR PART-TIME TEACHING STAFF