The course policies below list university policies for instructors to consider when developing their courses and course outlines. The page is organized into two sections. The first section covers grading policies to be used by instructors. The second section covers course outline policies for students, including policies from the LA&PS course outline template, as well as additional policies instructors might consider adding to course outlines. To review further recommendations, explore the Senate Guidelines for the Preparation of Course Outlines/Syllabi.
Grading & Course Policies
While creating a course, instructors may consider the following university grading and course policies. All policies below do not appear in the LA&PS course outline template, except for the common grading scheme which does appear in the template.
The grading scheme for all courses (i.e., kinds and weights of assignments, essays, exams, etc.) shall be announced, and be available in writing, within the first two weeks of class. Full details are available in the Senate Grading Scheme and Feedback Policy.
Under normal circumstances, graded feedback worth at least 15% of the final grade for Fall, Winter or Summer Term, and 30% for ‘full year’ courses offered in the Fall/Winter Term, shall be received by students in all courses prior to the final withdrawal date from a course without receiving a grade. Full details are available in the Senate Grading Scheme and Feedback Policy.
Please note that no examinations or tests worth more than 20% of the final grade may be given during the final fourteen (14) calendar days of classes in a term (see the Limits on the Worth of Examinations in the Final Classes of a Term Policy for exceptions to this rule). If you have an examination or test worth more than 20% of the final grade, it must be scheduled during the formal exam period. Full details are available in the Limits on the Worth of Examinations in the Final Classes of a Term Policy.
Grades are typically due on the GAM System ten (10) business days after the last day of classes for courses with no formal exam. If there is a formal exam, grades are due five (5) business days after the exam. Full details are available in the Grades Input on the Web (PDF) and Grades from the Office of the University Registrar.
The grading scheme for this course conforms to the 9-point system used in undergraduate programs at York University. Access Grades and Grading Schemes under Academic and Financial Information in the Undergraduate Course Calendar to explore this scheme. Full details are available in the Common Grading Scheme for Undergraduate Faculties Policy.
The individual cost of all required and optional textbooks and learning materials must be included in the course outline. If the cost for the current year is unavailable at the time of course outline distribution, the most recent cost should be included with an accompanying note that indicates it may change.
Additionally, any restrictions that would prevent a student from using a second-hand copy or a prior edition of the textbook or learning material should be included.
If you have questions about costing or sourcing course learning materials, please reach out to the YU Bookstore. To quickly identify course material costs, consider checking the publisher’s website as the Bookstore will usually match this pricing. For information about adopting Open Educational Resources (OER), please explore YU Libraries' OER 101.
Course Outline Policies
While creating a course outline, instructors may consider including the following course policies.
Policies in the LA&PS Course Outline Template
The following policies are included in the LA&PS course outline template. The GenAI use policy provides different options to consider: one if GenAI use is not allowed and one if it is allowed. While the template includes wording around students not being permitted to use GenAI, this can be updated and adapted based on the requirements of specific courses and disciplines.
Academic integrity is a fundamental and important value of York University. To maintain a fair and honest learning environment, students are responsible for understanding and upholding standards of academic integrity in all courses and academic activities. Students are encouraged to use reliable on-campus resources that support coursework and academic honesty. To better understand the serious consequences of academic misconduct, review the Senate Policy on Academic Conduct.
Two permission versions of a GenAI policy are provided below. The version where students are not permitted to use GenAI is included in the LA&PS Course Outline Template.
If students are not permitted to use GenAI in a course:
Students are not permitted to use generative artificial intelligence (AI) in this course. Submitting any work created, in whole or part, using generative AI tools will be considered a violation of York University’s Senate Policy on Academic Conduct. The use of AI tools, such as Microsoft Copilot, ChatGPT, DALL-E, translation software or similar applications, to complete academic work without the knowledge or permission of the instructor is considered a breach under York’s Academic Conduct Policy. For more information, review AI Technology & Academic Integrity: Information for Students.
If you are unsure whether the use of an AI tool for your academic work is permitted:
- Carefully review the assessment guidelines
- Check for any messages from the course instructor on eClass
- Consult with the instructor or TA before using these tools
If students are permitted to use GenAI in a course:
Students are permitted to use generative artificial intelligence (AI) in this course in the following ways/on the following assignments: [share instructions specific to the course].
Submitting any work created (in whole or partly) through the use of generative AI tools without your instructor's permission is a violation of York University’s Senate Policy on Academic Conduct. If you do not know whether an online resource or tool can be used in this course, please contact your instructor for guidance. For more information, please review AI Technology & Academic Integrity: Information for Students.
Further Resources:
To promote academic integrity in this course, students will normally be required to submit written assignments to Turnitin through the course’s eClass site for a review of textual similarity and the detection of possible plagiarism. In doing so, students consent to their material being included as source documents in the Turnitin reference database, where it will be used solely for the purpose of detecting plagiarism. The terms that apply to the University’s use of the Turnitin service are available on the Turnitin website. Students may opt out of using Turnitin. Those who wish to opt out, should contact the instructor as soon as possible.
York University is committed to creating a learning environment which provides equal opportunity to all members of its community. If you anticipate or experience any barriers to learning in this course, please discuss your concerns with your instructor as early as possible. For students with disabilities, contact Student Accessibility Services to coordinate academic accommodations and services. Accommodations will be communicated to course directors through a Letter of Accommodation (LOA). Requests for test and/or exam accommodations normally require three (3) weeks or 21 days before the scheduled test or exam to allow for appropriate arrangements. To learn more, visit Accommodated Exam/Test Scheduling.
York University is committed to respecting the religious beliefs and practices of all members of the community and to making reasonable and appropriate accommodations for days of religious significance. If any of the dates listed in this course outline for assignments, tests or deadlines conflict with a day of religious significance, students should contact the instructor at least two (2) weeks, or 14 days, before the relevant deadline.
If the accommodation request relates to an exam or falls within the formal examination period, students must complete and submit the Religious Accommodation Agreement (PDF) at least three (3) weeks, or 21 days, before the start of the exam period.
Course materials are designed for use as part of this specific course at York University and are the intellectual property of the instructor, unless otherwise stated. Third-party copyrighted materials, including book chapters, journal articles, music and videos, have either been licensed for use in this course or are used under an exception or limitation permitted by Canadian copyright law.
Students may not publish, post to an internet site, sell, or otherwise distribute any course materials or work without the instructor’s express permission. Course materials should only be used by students enrolled in this course.
Copying or distributing this material, such as uploading content to a commercial third-party website, may result in a charge of misconduct under York’s Code of Student Rights and Responsibilities, the Senate Policy on Academic Conduct, and/or legal consequences for copyright violations.
This policy applies to course assessments worth 20% or less of your overall course grade and does not apply to exams held during the final examination period. Students may self-declare two (2) 7-day consideration periods each 12-week term and one (1) 7-day consideration period per six (6)-week term. An Attending Physician’s Statement (APS) is not required for these self-declared absences. However, an instructor may request a signed APS for the final examination period, coursework worth more than 20% of the course grade and missed work outside of the self-declared academic consideration period(s).
Students can submit their self-declaration(s) for academic consideration using eClass. Students are then responsible for contacting the instructor no later than two (2) business days after the end of the consideration period(s) to arrange details of any accommodation for missed coursework. If you do not do this, you may get a zero (0) on the missed work. Where courses have built-in accommodations already established, the instructor may decline providing additional accommodations under this policy. For further details, please review the Policy on Academic Consideration for Missed Course Work.
For final exams in this course, students must present a valid York University official photo identification card (YU-card) to verify their identity and sign the examination attendance roster. Students are encouraged to prepare for exams by reviewing York’s Policies on the Conduct of Examinations and the Registrar’s Office Examination Tip Sheet.
Additional Course Outline Policies
The following lists additional policies that instructors might consider adding to course outlines.
Zoom is hosted on servers in the United States and Canada. Recordings done since May 4, 2022 are stored in Canada. For more information, please refer to the notes on Zoom Privacy and Security provided by Information Security at York. If you have privacy concerns about your data, provide only your first name or a nickname when you join a session. The system is configured in a way that all participants are automatically notified when a session is being recorded. A session cannot be recorded without you knowing about it.
York University is committed to fostering teaching and learning environments that are free of disruptive and/or harassing behaviour, physically safe and conducive to effective teaching and learning. Students and instructors are expected to maintain a professional relationship characterized by courtesy, civility and mutual respect and to refrain from actions disruptive to such a relationship. Individuals who fail to adhere to such standards and who violate University or public law may be subject to disciplinary action by the University.
For more information, see the policies on Disruptive and/or Harassing Behaviour in Academic Situations and Student Conduct and Responsibilities, as well as the Code of Student Rights & Responsibilities.
Students and instructors have a joint responsibility to create and maintain a welcoming and inclusive learning environment. All students are expected to conduct themselves in accordance with the Code of Student Rights and Responsibilities. Please review and familiarize yourself with behaviours that support “netiquette” in virtual classrooms by consulting the eLearning Getting Started (LA&PS eServices).
Activities for this course may involve recording. Images, audio, text/chat messaging that have been recorded may only be used and/or made available to students enrolled in the course and those supporting the course. Recordings are for your learning; you are not permitted to share the link to/URL or copies of a recording to anyone. Recordings will be managed according to the University’s Common Record Schedule and your personal information is protected in accordance with York University’s Guidelines on Access to Student Records and Protection of Privacy and the Freedom of Information and Protection of Privacy Act. Access to online materials, including recordings or live meetings, is subject to York University’s Senate Policy on Computing and Information Technology Facilities. Full details are available in the Student Notice of Recording.
Hyflex sessions are digitally transmitted and may be recorded to support teaching and learning in the classroom. As a result, York University may collect your image, voice, name, personal views and opinions and course work under the authority of The York University Act, 1965, and for use in related educational purposes. Students who participate in a Hyflex session are consenting to have their video or image transmitted and/or recorded. In addition, students who participate orally are consenting to have their voices, personal views and opinions transmitted and/or recorded. If you have concerns regarding the digital transmission or recording of your image or voice, please communicate with your instructor; you may be referred to the Associate Dean or Information and Privacy Office. Students are not permitted to use any third-party software or application to record a transmitted Hyflex session.
Recordings of Hyflex course sessions will be retained along with other posted course materials in accordance with York’s Common Record Schedule. Access to any recordings should be limited to the instructor, the TA(s), and the students enrolled in the course. Instructors, TA(s) and students may not post, share, or otherwise publish recorded materials outside of the Hyflex course. Student access will be removed following the end of each term. Instructors are not to keep a copy of the recorded Hyflex session or store a copy locally on their own device or in a cloud-based service other than eClass. Recordings that include student images or audio may not be used for a subsequent offering of the course.
If you have questions about the collection or use of your personal information, please contact your instructor or the Privacy Office at info.privacy@yorku.ca.
LA&PS Exam Cover Page Template
LA&PS offers an optional and customizable exam cover page template to support academic honesty during exams. The template includes a checklist sharing expectations related to academic honesty, including reminders about unauthorized aids and technologies in exam settings. The information shared in the template can be changed and customized to fit each course.
