Undergraduate Programs Instructor Handbook
It is my pleasure to welcome you to the Faculty of Education at Simon Fraser University. I hope that you have an enjoyable and rewarding experience teaching in our faculty. Each semester we appoint a number of sessional instructors to provide our students with a rich array of visiting professors, experienced practitioners, and some of our highly qualified doctoral students, to complement our own faculty members. We have prepared this brochure to provide you with some important academic and administrative information about our faculty and university.
I look forward to working with you. Please feel free to contact one of the Undergraduate Programs staff members or me if any questions arise.
Dr. Natalia Gajdamaschko
There has been a huge increase in academic dishonesty at SFU over the last few years, and we are trying to be more proactive. If you have any questions or issues, come and talk to us about options, etc.
Academic integrity: Faculty resources
Code of Academic Integrity and Good Conduct
Academic Dishonesty Report By Instructor (Video instruction. If you have any questions or concerns about how to handle a case of academic dishonesty, please contact Undergraduate Program Director, Dr. Natalia Gajdamaschko)
For more information, see plagiarism and Turn-it-in website. Please contact the Undergraduate Studies office for a Turn-It-In account ID and password.
Students requesting more information about privacy should be referred to: SFU Protection of Privacy
“FD” grade is approved by Senate for academic dishonesty
Please refer to section 10 of Appendix III (Procedure for Academic Dishonesty) for all four S 10 policies (sfu.ca/policies/gazette/student.html).
FD (Failed-Academic dishonesty) Grade: Please see policy S 10.04 for detailed procedures.
If a student receives a grade of FD, the Registrar will automatically change the grade to F once two years have elapsed since the student’s graduation if the student did not commit further acts of academic dishonesty following the imposition of the FD grade.
- Tell students to keep attending class (if possible) until the paperwork has been approved.
- Add: students can add courses on go.sfu.ca up until the end of week 1
- Drop: students can drop courses on go.sfu.ca up to end of week 5 (for intersession – up to end of week 3)
- Withdrawal Under Extenuating Circumstances: extenuating circumstances are determined by Registrar’s office with appropriate documentation. For more information on Withdrawals Under Extenuating Circumstances, go to: http://students.sfu.ca/appeals/withdrawals.html
Try to return students' papers/assignments to them in class if possible. If this is not possible, papers/assignments should be mailed to the students in self-addressed, stamped envelopes. Assignments cannot be left in the faculty at reception or in Education Reception for pickup.
Please provide the following information for book orders:
- year edition
- ISBN. Please make sure the 13-digit ISBN international standard book number is included as it is now a necessary part of our book orders. The bookstore will not accept orders without it.
Ensure the books on the requisition are listed in priority order (required, recommended, study aid). The books are ordered with emphasis on the first request.
Please note that only a limited number of "recommended texts" are ordered. The bookstore will order the number of required texts equal to the maximum enrollment in your course. It is the responsibility of the instructor to order the required number of desk copies directly from the publisher. Make your request to the publisher in writing on university letterhead, stating the course number and the maximum enrollment expected.
Please provide information for your book orders to Ryan Ostonal (firstname.lastname@example.org) at least six weeks before the start of the semester.
If at all possible, when choosing your texts, check with the publisher to ensure the texts you are using are still in print. This will alleviate problems and last minute substitutions. Please telephone the SFU bookstore (778.782.3656 ) for information or visit the list of publisher representatives on the Bookstore website.
Burnaby campus: http://www.sfu.ca/campuses/maps-and-directions/burnaby-map.html
Surrey campus resources: http://www.sfu.ca/surrey/campus-services-resources.html
Vancouver campus (Harbour Centre): http://www.sfu.ca/campuses/maps-and-directions/vancouver-map.html
Vancouver campus resources: http://www.sfu.ca/vancouver/welcome.html
If you must cancel a scheduled class, please contact the Undergraduate Studies Office as early as possible, so that we can post appropriate signs to advise students.
Undergraduate Programs, Burnaby
Discovery 1, Room 1010
Simon Fraser University
8888 University Drive
Burnaby, BC V5A 1S6
Phone: 778-782-3614 / 778-782-3166
Undergraduate Programs, Surrey
Faculty of Education
5th Floor Galleria, 5203
250-13450 102nd Avenue
Canada V3T 0A3
We encourage you to set up an account with Canvas for your course. You can use this web page to provide information to your students (course outline, class discussions, other website links and readings). For an overview of Canvas or if you have any questions, please email email@example.com.
If you need a different arrangement of furniture in your classroom, the easiest way to accomplish this is to arrange it with the help of your students before you begin the class. You may wish to consult with the instructors of classes before and after your class to coordinate your needs. Tables and chairs on the Surrey and Vancouver campuses must be returned to their original placement at the end of class.
If you need extra tables or chairs or wish to remove tables and chairs from your classroom in the Education Building, please check at the front counter in the Learning Hub (EDB 8620) or call 778-782-4129.
If you need to switch rooms in the Education Building in Burnaby, please contact the Faculty of Education information clerk at 778-782-4129 or email firstname.lastname@example.org.
If you need to switch rooms at other part of the Burnaby campus, please contact Tina Choi at 778-782-3166 or email email@example.com. 48 hours advance notice is appreciated.
If you need to switch rooms on the Surrey campus, please contact Ryan Ostonal at 778-782-4213 or email firstname.lastname@example.org. 48 hours advance notice is appreciated.
Vancouver campus (Harbour Centre):
If you need to switch rooms in the Harbour Centre building, please contact Lifelong Learning at 778-782-5094 or email email@example.com.
You will need your SFU ID and password to access your rosters. Access to the class roster will not be available until your contract begins. To activate your SFU ID go to SFU Computing Account Activation and enter your employee number and birth date. (If you were an SFU student, then your SFU number is your employee number, if not then contact our office.)
Next, log onto go.sfu.ca and enter your SFU Computing ID and password. After logging into the information system, click on the 'Self-Service' option in the left hand menu. This should open up to show more options. Find the 'Faculty Centre' hyperlink towards the bottom of the left hand menu. Click the link and the Faculty Centre should open up.
Step by step instructions for accessing your class and grade rosters can be found here. Please log in using your SFU Computing ID and password.
Access to the grade roster will not be available until the end of the semester.
- Technical staff at Education Reception are available for computer support (helpline: 778-782-3275, email: firstname.lastname@example.org, EDB 8620)
- A/V equipment is available for use from Education Reception (TV/VCRs, CD players, digital cameras, videos for loan, etc.). Reserves available. Please call 778-782-4129 or talk to the Learning Hub (EDB 8620) front desk staff.
Anywhere else on campus:
Audio/Visual Services provides computers, data projectors, sound systems, and other related AV equipment to SFU's lecture theatres and classrooms. Additionally, equipment loans are available for classes. Click here to submit a request.
- The Information Technology Services (IT Services) Help Desk is available for computer support (helpline: 778-782-7490, email: email@example.com, Podium area SUR 3505)
- Laptops, CD players and videos are available on loan from the library (Podium, see campus floorplan for location).
- All classrooms are equiped with a desktop computer, cable for laptop connection and a data projector.
- TV/VCRs, document projectors are available for request through AV Services. Please make requests here.
Vancouver campus (Harbour Centre):
Computer Services can be reached at 778-782-5030 or in HCC 1300. Information can be found at: http://www.sfu.ca/itservices/about/vancouver.html
All classrooms at SFU's Vancouver campus come equipped with an overhead projector and screen. To reserve any additional audio-visual equipment, please click here.
Using student work for future courses or featuring student work on a website:
If you would like to use student-created course materials, assignments, or presentations as exemplars for future courses, either in print or on a website (e.g. Facebook or on the Faculty of Education webpage), you must obtain consent from the student.
To obtain consent, please complete the following form with the student:
The form is fillable – you may have to download it to your desktop in order to fill in the fields.
Recording students at SFU events:
Please refer to the details on Student Services website for Photo and Video Permissions.
When it is needed:
· ALWAYS use a consent form when minor children are involved. i.e. those under 19.
· When shooting adults in “non-public areas” (i.e. classrooms, private offices, studios, meeting rooms, etc.). However, a consent form is not necessary if the photographer/videographer:
a. Tells people that the photographs/recording will be used and disclosed for educational, recruitment or promotional purposes at the University’s discretion
b. Declares his/her intent to photograph/record, and
c. Advises the audience “If you do not wish to be photographed/recorded please let me know now before I begin to shoot. Then we can position you so that you will not be photographed or recorded.
· When you have reason to believe that you are shooting photographs or video that will be used for a revenue-producing product.
Signed consent forms must:
· Be kept on file and be easily accessible in the main departmental office
· Be linked, perhaps by file number, to the associated photo or recording so that it is easy to find the relevant consent
· Be retained on file for as long as the photos/recordings are retained.
For more information:
As per the Copyright Act, instructors at Simon Fraser University must follow specific guidelines when using copyright protected material in their class. Information regarding the use of copyright material by instructors can be found at this link: http://www.lib.sfu.ca/help/academic-integrity/copyright/instructors
Pursuant to policy T20.01 section 2.2, at least two weeks before registration, instructors are responsible for providing the Department Chair with a course outline and a statement setting out the course requirements and how these will relate to course grades. Instructors have teaching assignment in current semester are now able to post their own course outlines for the next semester (login to outlines.sfu.ca with your SFU Computing ID and password). The instructions to do this can be found here: http://www.sfu.ca/outlines/help/
Sessional Instructors can send the course outlines to Ryan Ostonal (firstname.lastname@example.org) to post on their behalf.
Your outline should include the following:
- Course Details
- Course-level Educational Goals
- Materials and Supplies
- Required Reading
- Recommended Reading
If at all possible, when choosing your texts, check with the publisher to ensure the texts you are using are still in print. This will alleviate problems and last minute substitutions. Please telephone the SFU Bookstore (778-782-3656) to obtain the names and telephone numbers of publishers or the name and telephone number of a publisher's local representative.
A list of publishers' contacts can also be found at the following link: at.sfu.ca/rOdqFs
Custom Courseware is printed material written, or specifically chosen, by faculty members for use in an SFU course and produced "in-house" by the bookstore. It may contain photocopies of chapters of textbooks, case studies, articles from journals, etc.
For information contact the Custom Courseware Department at 778-782-5533 or email email@example.com.
Additional information can be found on the Document Solutions website: sfu.ca/docsol/courseware/order.html.
The bookstore will obtain copyright authorization for you, then print and bind copies to sell to your students at cost. Courseware can be in addition or an alternative to textbooks. We encourage you to consider this option.
Please note that it is the responsibility of the instructor to order the required number of desk copies directly from the publisher.
A list of publishers' contacts can also be found at the following link: at.sfu.ca/rOdqFs
In Summer 2018 and Fall 2018, course evaluations will be completed on paper for courses that taught by Sessional Instructors and tutorials taught by Teaching Assistants. Evaluation paper packages will be sent 3 weeks before semester end by intercampus mail.
The following applies to all courses taught by faculty members.
Effective Fall 2015, courses in Faculty of Education will participate in the Student Evaluation of Teaching and Courses (SETC) online course evaluation system. Information regarding SETC can be found here:
Around week 6 of class, you will receive emails with support materials from the implementation team at your SFU email account. The online system will consist of institution wide questions, department (Faculty of Education) wide questions and 4 instructor context questions. You will have a choice of compiling your own instructor questions from the question bank or creating your own. Separate emails will be sent in week 10 of class for details.
Students are able to access the course evaluations in the last 2 weeks of class from the email link they receive, from Canvas, or logging on https://sfu.bluera.com/sfu). This is all done automatically by the Blue System so there is no need for the instructor to upload or post anything to Canvas. Instructors should give time to students during class to finish the evaluations online. The instructors evaluation report will be available at the end of the first week of the subsequent semester. Another email will be sent with a link to access your report. Your access to the evaluation will be granted through your SFU Computing ID and password. A pdf version can be saved after you log in. Saving the report in pdf is crucial as you may not have access to the evaluation report after your contract ends.
All communications will be sent by emails to your SFU email account. If you're not checking it regularly, it is strongly suggested that you to forward your SFU emails to the email account that you use. Instructions can be found here:
Effective October 3, 2016 Travel and Expense instructions have changed to reflect the new Chart of Accounts for SFU.
All expenses should be pre-authorized by Undergraduate Programs. If the event that you have a receipt for expenses, you must submit an on-line payment form. Please scan your receipts, name the file that make sense to you and saved in your computer. Multiple receipts can be grouped in one file. The best file type for upload is .PDF. Other acceptable file formats are BMP, GIF, JPEG, JPG, PNG, TIF and TIFF.
Effective Oct 9, 2018, Faculty of Education have transitioned to Workflow online approvals. For more information, please refer to the Finance website for "Create an Expense Report- all other funds".
1. Go to fins.sfu.ca
2. Click on Main Menu-> Employee Self-Service-> Travel and Expenses - click on Expense Reports
3. Click on Create/Modify - Fill in Employee ID number, click Add
4. Business Purpose - invited speakers expenses (or suitable expense)
5. Default Accounting for Report
6. Reason for Expenses
e.g. Invited guest speaker for EDUC xxx - Add Notes - OK
7. Under Expenses, enter
Dat: Click on the calendar icon to choose a date
Expense Type - e.g. Materials and Supplies Other (use this line item for expensing gift cards)
Description of the expense: e.g. EDUC 4xx guest speaker
Amount - $xx.xx
8. Click "Save for Later". Save often to avoid data lost.
9. Prepare to upload the scanned receipts files. Attach your scanned receipts by clicking on the "Attachment" link.
Expense Report Attachments
Click "Add Attachment". Browse the file in your computer and click "upload".
Put in Description of the file
10. When ready to submit expense claim, click "summary and submit" for online approvals.
11. There is no need to print and submit paper expense claim and receipts. Please keep all your original receipts in case of auditing purposes. The expense claim will route to reviewer and approver online. Once it is approved, the payment will be direct deposited into your account.
For additional guidelines on grading, refer to the Guidelines for Grading in Undergraduate Courses memo that is attached to the SI, TA and TM offer email.
All grades must be entered online through the SFU Student Information Management System (SIMS). You must have an active SFU Computing ID to access your class roster.
To activate your SFU ID:
- Go to SFU Computing Account Activation,
- Enter your employee number and birth date. (If you were an SFU student, then your SFU number is your employee number, if not then contact our office.)
To enter grades in SIMS:
- Log onto go.sfu.ca and enter your SFU ID and password.
- Click on the 'Self-Service' option in the left hand menu. This should open up to show more options.
- Click the 'Faculty Centre' hyperlink towards the bottom of the left hand menu and the Faculty Centre should open up.
Remember to ‘SAVE’ your grades after inputting. Review and then set to ‘Ready for Review’ and ‘SAVE’ again.
Grades are NOT final until the Director has approved them. Please remember that students will be able to access their grades once they have been approved and sent to Student Services, where they will be posted to go.sfu.ca. The Undergraduate Programs office staff is not able to give out any grade information to students.
Sessionals who have an expired contract will need to contact Undergraduate Programs to initiate a grade change.
Here is a simple step-by-step for the new online grade change form:
1. Login to go.sfu.ca
2. Click on the Grade Change tab (next to Faculty Center)
3. Click on Instructor - Grade Change Form
4. Click on Grade Roster for the appropriate course
5. Click on Grade Change for the appropriate student
6. Using the drop down menus, select the appropriate reason and revised grade
7. In the text box add reason for the grade change
8. Click submit and confirm that you want to submit the change (at which point it will go to Dr. Natalia Gajdamaschko for approval)
If you have any questions or get stuck along the way, please don't hesitate to contact Tina at firstname.lastname@example.org or Kim at email@example.com .
Deferred grades are due from the instructor at the end of the first week of classes of the following semester. A DE grade will automatically change to an N in the first week of classes of following semester if no Change of Grade notification (done by online Grade Change procedure above) is submitted.
Extended deferred grades
These are requested in the form of a letter (or email) from the instructor to the Director.
Final grade appeals
The student is advised to first contact the instructor to resolve the issue. If no successful resolution is reached, the next step is a written appeal to the Director. Grade appeal form can be downloaded here.
Recruitment of off-campus resource personnel should only occur when staff from the faculty or university are not available to meet the needs of the occasion.
In all cases, members of the faculty's instructional staff must have written approval from Undergraduate Programs before making any commitments to resource people. Effective Fall 2015, if the request is approved, a gift may be purchased (no alcohol). Please contact:
Library reserves are an excellent means of providing students with materials, both articles and books. Please fill out the requisition for reserve books, paying special attention to the Loan Period - 2 hours, 4 hours, 24 hours, or 3 days. The Library requires the same basic information as the bookstore: author, title, ISBN numbers, publisher, etc.
For Library reserves at all campuses, please contact:
Burnaby campus Sessional instructor and Teaching Assistant mails deliver to Sessional Instructor/TA office. Door code will be emailed.
Surrey campus instructor mailboxes are in room SUR 5207. You can access through Faculty of Education General Office, Room 5203, Galleria 5 (card access will be activated and door code will be emailed). The mailbox area is accessible 24 hours a day.
Vancouver campus instructor mailboxes will be provided by the Program Assistant (firstname.lastname@example.org) at Lifelong Learning.
The New & Young Worker Health & Safety Orientation is a mandatory workshop for all new employees hired to perform work at SFU. This includes TAs, TMs, RAs, Postdoctoral Fellows and Events staff. SFU is required to provide workers with orientation and training about safe work procedures and how to recognize hazards on the job before they start work.
Registration details about orientation sessions can be found here.
You will receive shared office space for the term of your appointment. The office assignment normally starts the first week of classes. Access codes and office locations will be emailed to you.
Search lot parking is available on campus and can be purchased for the semester. If you are only on campus after 4:00 p.m., you should purchase an evening parking pass. Check with Parking & Sustainable Mobility Services at 778-782-5534 or email@example.com for information.
Current parking rate can be found at this link: sfu.ca/parking/rates-refunds.html.
Parking is available on the P3, P4 and rooftop level (open area closed to SFU entrance) of Surrey Central City Parking. Please note that Burnaby parking passes are not valid at SFU Surrey. One-day parking passes are available through departmental secretary Halimah Beaulieu (firstname.lastname@example.org) at a cost of $4 each.
When using Surrey day passes, please e-mail the following info to email@example.com
- License plate, make, model
- Day pass #
Please e-mail this info on each day you use them if you don't use them often, or you can e-mail them a batch of pass #'s. E-mailing them on the day tends to be the easiest method if you aren't parking on a regular basis. Passes do not need to be placed on the dash.
Vancouver campus (Harbour Centre):
Nearby parking lots include 500 West Cordova Street and 450 West Cordova Street. 450 West Cordova (with the attendants) offers special rates for SFU students with appropriate SFU identification.
Due to substantial increases in costs for course duplicating, and a reduction in the faculty budget, only the first 30 pages of photocopied material are free for students for each course. Any photocopies over 30 will be charged to students, at 10 cents per page. Instructors are responsible for ensuring that these charges are collected and submitted to Undergraduate Programs.
Photocopiers on campus have a scanning function for transmitting documents as electronic files. Pdf, Tiff, and Xps files can be sent from photocopiers to your email address.
Information on Canadian copyright law and on permitted use of copyright materials at Simon Fraser University can be found online: http://www.lib.sfu.ca/help/academic-integrity/copyright/instructors
By using custom courseware, electronic files and/or a course website (i.e. Canvas), you can alleviate the need for collecting money from your students for photocopied material.
You will be given access to a photocopier. This is for the odd copies that you might need to make.
Starting August 2018, new RICOH photocopiers require security key fob with SFU Print (printing/scanning/copying) or SFU ID or a self-generated pin number with SFU Print.
For online instructions on how-to get started, you can visit: https://www.sfu.ca/itservices/technical/sfu-print/how-to-guides/getting-started.html
For printer setup, you can come visit the tech staff in the Learning Hub (EDB 8620). Please make sure you have plenty of time for this set up as it may take at least 10-15 minutes. There are also online instructions here: https://www.sfu.ca/itservices/technical/sfu-print/how-to-guides.html)
Please find a list of relevant Simon Fraser University policies below. Please note that this list may not cover every situation that arises when instructing or assisting for a course. All SFU policies can be viewed in full on the University’s Policy Gazette webpage:
Code of Faculty Ethics and Responsibilities
Code of Academic Integrity and Good Conduct
Principles and Procedures for Student Discipline
University Board on Student Discipline
Senate Committee on Disciplinary Appeals (“SCODA”)
Grading and the Reconsideration of Grades
Retention and Disposal of Student Exams or Assignments
Working Alone or in Isolation
Disability Accommodation in the Workplace
Ethics Review of Research Involving Human Participants
Collection of Personal Information
Please note that SFU Policy GP17 Appendix B states "Instructors must inform students enrolled in their courses that include off-campus activities of the reasonably predicted risks that might be associated with a field activity. This should take the form of an entry in a course outline and a field-trip orientation in class time prior to the field trip".
See Guide for Full Details:
In the event of an emergency on campus, many students will look to their instructors for guidance. For your safety and theirs, please review SFU's emergency response procedures on the Safety and Risk Management website: sfu.ca/srs/emergency/response.html.
If you require supplies for your course please contact Jacquie Breadon for approval.