Compilation of Main Return to Campus Guidelines & Resources

Department of Educational Studies, UBC

(Updated 30 November 2021)



This compilation aims to provide a quick and concise reference guide to some of the main points of information regarding UBC’s, the Faculty of Education’s and the Department of Educational Studies’ (EDST) return to campus protocols, policies, regulations, and guidelines, as applicable.

The points of information included in the present compilation do not replace the personal duty to check for updates given the fluid nature of the COVID-19 pandemic, and the changing directives, regulations, and arrangements related to campus teaching, research, faculty and student life and services.

EDST’s community members are strongly encouraged to acquaint themselves with the various points of information and resources and to access the occasional updates that are released.

In this documents, links and hyperlinks can be used to access online available resources.


  • “Getting vaccinated for COVID-19 is easy and safe. It’s vital that we all do our part to protect everyone in the UBC community.”
  • Wear a non-medical mask in all indoor public areas on both UBC campuses, including classrooms, labs, lobbies, hallways, stairwells, and elevators. “Mask wearing protects you as well as others in your environment. Let’s do everything we can as a community to stop the spread of this virus.”
  • Maintain personal hygiene to ensure everyone’s safety, including yourself.
  • Follow the signage displayed in the various spaces.
  • Ensure COVID-19-related email notifications can be received to the active and most up-to-date email account used.
  • Regularly consult the guidelines and related updates on the UBC, Faculty of Education and the EDST
  • Find out who the various office holders in EDST, the Faculty of Education, & UBC are and what are their contact details (emails and office phone numbers). This information is crucial in cases of emergency reporting.
  • The return to campus will not be without its share of challenges, as we all learn how best to navigate the situation. Hence, Be Calm, Be Kind, Be Safe!

September 28, 2021

This is a message from UBC’s COVID-19 Rapid Testing Program. It is intended for all UBC students, faculty and staff who have declared that they are fully vaccinated. If you fall into this group, please read the message below.

Verify your COVID-19 vaccination status at UBC

Thank you to all those who have completed their online COVID-19 vaccination status declaration. If you have declared that you are fully vaccinated, you now are asked to upload an image of your BC Vaccine Card to the declaration website to verify that you have been vaccinated. By submitting your proof of vaccination, you are exempt from participating in COVID-19 rapid testing.

The process is simple and should only take a few minutes:

  • Go to
  • Click on “Log in to declare, update or verify your vaccination status”
  • Log in using your Campus Wide Login (CWL)
  • Follow the steps to complete the verification process

More information on how to get the BC Vaccine Card can be found here

If you are not currently eligible to get a BC Vaccine Card, you may upload other documentation that shows your full name, name of vaccine(s) and the date(s) the vaccinations were administered. You may upload multiple documents if necessary. If you were vaccinated in a country other than Canada, you can upload the proof of vaccination which was required for you to enter the country.

Proof of vaccination can be uploaded in .PDF, .JPG, or .PNG format.

For more information and FAQs on the vaccination status declaration and rapid testing program, visit:

Thank you for supporting a safe environment at UBC.


UBC Vaccine Clinic

From Oct 5 to 29, 2021, drop into the Ponderosa North Building Ballroom from Tuesday to Friday, 9:00 am to 4:00 pm, to get your vaccination. You'll need to bring a government-approved picture ID and documentation of previous COVID-19 vaccinations.

Section 1:

Return to Campus Planning Digest

(September 7, 2021)

  1. Masks on campus
  2. Rapid testing
  3. Commuting to campus
  4. BC vaccine card for specific activities
  5. Building ventilation and safety measures
  6. COVID-19 Return-to-Campus Guidelines (BC Ministry of Health)
  7. Useful UBC COVID-19 resources


a. Masks on campus

Effective last week, the provincial government and the Provincial Heath Officer have issued a new Public Health Order mandating the wearing of non-medical masks in public indoor settings. The Order requiring non-medical masks is now in effect for all indoor public areas on both UBC campuses, including classrooms, labs, lobbies, hallways, stairwells, and elevators.

We expect there to be additional information on the use of non-medical masks on campus in the upcoming revisions to the 2021/22 Return-to-Campus guidelines, which will be communicated through campus-wide communications.

On September 3rd, 2021, the Associate Provost, Simon P. Bates, released additional guidance on how to support students requesting an exemption to wearing a mask in classrooms (interpreted as indoor locations where instruction takes place: lecture rooms, seminar rooms, labs etc.). The guidance contains language examples for syllabi, or other course documents, which can be adapted to suit local disciplinary contexts as needed:

Ahead of the start of classes …, we are putting in place a centralised process (through the Centre for Accessibility) for students who wish to request an exemption to the mask mandate, on one of the medical grounds for exemption detailed in the PHO Order on Face Coverings (COVID-19).

In the spirit of making our classrooms both a safe and inclusive environment, it is recommended that faculty members take some time in first class meetings to set out expectations of the mask mandate, whilst acknowledging there may be valid medical circumstances for which an exemption is given. Students who are seeking such an accommodation should be directed to contact the Centre for Accessibility, ( ) who will review the request in accordance with Policy LR7. After review, the student will be provided with a letter of accommodation to share with faculty members teaching courses in which they are registered. In the intervening time, faculty are asked to welcome these students into classes.


Example syllabus language:

Provincial Health Orders and UBC policy now mandate masks in all indoor spaces on campus. These spaces include classrooms, residence halls, libraries, and common areas. Students who wish to request an exemption to the indoor mask mandate must do so based on one of the grounds for exemption detailed in the PHO Order on Face Coverings (COVID-19). Such requests must be made through the Center for Accessibility (Vancouver campus).

After review, students that are approved for this accommodation will be provided with a letter of accommodation to share with faculty members teaching courses in which they are registered. In the intervening time, faculty are asked to welcome these students into classes.

Mask wearing protects you as well as others in your environment. Let’s do everything we can as a community to stop the spread of this virus.


b. Rapid Testing

Rapid testing clinic is now open for registration in Irving K. Barber Learning Centre. Rapid testing will continue to play an important role in breaking chains of transmission earlier and curbing the spread of the virus. Health Canada has asked UBC to do a clinical trial of the Roche SARS-CoV-2 Rapid Antigen Test (Nasal) to confirm that adults can administer the test, in the hope that the product could be more widely used across Canada, without the supervision of a Healthcare Professional. Anyone who lives or works at UBC, is between 16-80 years of age, and asymptomatic can participate. Learn more here about the clinic and the research study.


c. Commuting to Campus

As part of planning for increased activity on campus, we have established a Transportation Working Group to explore ways to support the UBC community in getting to and from campus. We understand that safety on public transit is an area of concern for many people so this group is working with TransLink to address the questions and concerns we are hearing. If you want to learn more about TransLink’s COVID-19 safety protocols, or sign up for alerts, visit

The working group is also identifying resources to support carpooling and cycling to campus and there is a new flexible parking option coming this fall:

  • To encourage carpooling, UBC is offering a designated carpool lot (Armouries Lot) that will only be available to people with three or more (3+) people in the car.
  • UBC Parking is offering eligible faculty and staff 10-day flexible use passes.
  • UBC has partnered with Liftango and TransLink to help the UBC community form carpools at no cost.

Visit: for full information.

Visit: Resources for getting to and from campus


d. BC Vaccine Card for Specific Activities

… [T]he BC provincial government announced that the BC Vaccine Card will be introduced by a new order from the provincial health officer. The order will require proof of COVID-19 vaccination to access a range of activities, including indoor ticketed sporting events, indoor and patio dining in restaurants, fitness centres, casinos and indoor organized events, such as conferences and weddings. The BC Vaccine Card will come into effect on September 13, 2021. You can read the full announcement at

The BC Vaccine Card will apply to post-secondary campuses, and will require proof of vaccination for the activities listed above, as well as participating in activities such as varsity and intramural sports and student clubs. Student housing will also be part of the public health order. The requirement for proof of vaccination in student housing will come into effect on September 7, 2021.

Refer also to:

Excerpt: “… UBC will require COVID-19 testing for all students, faculty and staff, with exemptions provided for those who are vaccinated against COVID-19. We will implement a process for confidential self-disclosure of vaccination status for all those who access our campuses, including students, faculty, staff and visitors. More information will be shared as it becomes available. We will also open dialogue with our students, faculty and staff associations and unions on the development of this initiative and its implementation, recognizing that we need to allow for a transition period to give all UBC community members an opportunity to access vaccinations.” (Aug 26, 2021)

The Vancouver Coastal Health (VCH) drop-in vaccination clinic will be open at the Life Sciences Centre on a first-come, first-served basis, depending on your eligibility and vaccine availability. People 12+ are eligible to be vaccinated and you are eligible for a second dose at 28 days after your first dose.


UBC Life Sciences Centre [Wayfinding at UBC]
West Atrium (Entrance on Agronomy Road)
2350 Health Sciences Mall, Vancouver, B.C. V6T 1Z3

September 8 & 9, 2021 9:00 a.m. to 4:00 p.m.


While registration and booking using the provincial Get Vaccinated system is still encouraged, the clinics will allow eligible people to drop-in and receive a vaccine without a scheduled appointment.

For locations on other VCH mobile and drop-in vaccination sites, please visit the Vancouver Coastal Health website.


e. Building Ventilation & Safety Measures

Types of spaces and recommendations for occupants


Teaching spaces: Classrooms and teaching labs


  • Updated August 24, 2021
  • The HVAC working group has created the Teaching Spaces evaluation summary, a detailed evaluation summary of teaching spaces equipped with mechanical ventilation, teaching spaces that have been upgraded, and teaching spaces that are not being used for regular teaching activities for Winter 2021/2022 Term 1.
Mechanically ventilated spaces: Spaces designed with mechanical or forced ventilation that is driven by fans or other mechanical equipment within a building.
  • UBC Facilities is maximizing outdoor air intake by increasing main air handling units above ASHRAE design quantity during occupied hours, the amount of increased outdoor air will depend on design limitations while providing the best possible occupant comfort and humidity levels. Where mechanical system design allows, main air handling units are equipped with MERV 13 air filtration.
  • UBC Facilities is operating HVAC systems for an additional two hours of pre or post occupancy flush, and reviewing the time of day main air handling units are scheduled to turn off and on and mirror them with the times the building is primarily occupied. Systems continue to run at low levels after hours.
  • Laboratories are designed with systems with no recirculated air and operate from 100% outside air.
  • Doors and windows should remain shut as much as possible to optimize the mechanical design.
Naturally ventilated spaces: Spaces that are designed to induce the flow of outside air into the building or room caused by wind or stack effect.
  • Occupants should open windows and doors to bring in as much fresh air without compromising occupant comfort (temperature) or security.
  • If equipped, open up any designed vents, such as trickle vents or occupant-controlled louvers.
  • Do not leave windows open when you vacate the room or overnight as it may result in too much cold air, security risks and rodents entering the building
Non-mechanically ventilated spaces with windows: Spaces without mechanical ventilation systems equipped with openable windows.
  • Occupants should open windows and doors to bring in as much fresh air without compromising occupant comfort (temperature) or security.
  • Do not leave windows open when you vacate the room or overnight as it may result in too much cold air, security risks and rodents entering the building.
Non-mechanically ventilated spaces without windows: Spaces without mechanical ventilation systems and are not equipped with windows or where windows don’t open.
  • Limit amount of time spent in space with more than one occupant.
  • Usually equipped with vents in doors or above doors, ensure clear of posters, furniture
  • Open doors in area as long as possible without compromising security.

Visit: COVID-19 GTS Classroom Safety Planning


f. COVID-19 Return-to-Campus Guidelines (BC Ministry of Health) [DOWNLOAD]

The COVID-19 Return-to-Campus Guidelines (“the Guidelines”) provide updated public health guidance to support the full return to in-person education, research and on-campus services for B.C.’s post-secondary institutions. Both public and private post-secondary institutions, post-secondary sector stakeholders and the general public can utilize these Guidelines. The Guidelines were developed by a team of experts from B.C.’s post-secondary sector, the Office of the Provincial Health Officer, regional health authorities and the BC Centre for Disease Control.

The goal for the fall is to transition from highly prescriptive COVID-19 specific orders and protocols back to more general institutional policies and guidance on occupational health and safety. This includes continuing to work with First Nations and Indigenous community partners to meet the unique needs of Indigenous learners and communities. As conditions evolved throughout the summer, most of the more restrictive public health measures affecting our personal and professional lives were relaxed and replaced with more general health-related behaviors for reducing the spread of viruses. This includes the rescinding of the Provincial State of Emergency and most public health orders. BC remains in Step 3 of the BC Restart Plan as the 2021-22 academic term commences. Provincial restrictions on gatherings and events however, do not apply to educational settings. On campus instruction can resume with classrooms at full capacity with evidence-based or best practice prevention measures in place as recommended in Attachment 3 - Return to Campus Public Health Guidance.

The transition period between July 1, 2021 (Step 3) and September 7, 2021 is an important time for post-secondary institutions as they ramp up operations and welcome back to campus faculty, staff and students. In alignment with public health guidance, post-secondary institutions can begin easing restrictions in workspaces and common areas, including the need for barriers or occupancy limits, during this transition period in order to be ready for the return to campus. The following graphic has been adapted to illustrate the progression over time to less prescriptive COVID-19 measures during the lead up and return to full campus activities.


g. Useful UBC & Faculty of Education COVID-19 Resources

Faculty of Education Return to Campus and Support:

Section 2:

Teaching & Research support

  1. Back to campus teaching support
  2. Research: BREB/CREB applications


a. Back to campus Teaching


  • New resources for in-person teaching

New resources are available to support faculty resuming on-campus teaching this fall. We encourage faculty to visit the Keep Teaching website to find new information on recording and streaming in classrooms and recording in-person lectures with Zoom.


  • IT Return to Campus Launch Page: A new Return to Campus landing page has been published on the UBC IT website to highlight how IT is supporting the return to campus for academic and administrative departments; providing a virtual doorway to teaching and learning, research, and remote work services. You can bookmark the page at


  • AV support in classrooms: Update on Recording and Streaming in Classrooms

Over the summer, the Learning Spaces team has added and upgraded classroom technology to support recording and live streaming of sessions in General Teaching Spaces. For September, the team will have implemented or upgraded recording and streaming capabilities in over 160 General Teaching Spaces. This represents a significant expansion of this capability which will now be available in approximately 70% of the GTS inventory of rooms with a capacity of over 30 seats.

Drop-in recording kits and mobile Zoom carts are also being made available for spaces or sessions that may require them. The UBC Learning Spaces website continues to be updated on an ongoing basis with the latest information about this project, including a list of capable rooms and functionality, detailed descriptions and videos of the available solutions, and information around booking recordings or AV support.



  • Principles for Recording Classroom Activities

The Office of the Provost and Vice-President Academic is currently in the process of drafting a document regarding “the principles for recording classroom activities”. As soon as the document is made public, it will be distributed. See resources in section 1(e).


  • UBC Library Branches and Services

Most UBC Library branches on the UBC Vancouver campus will reopen September 7, 2021. The Irving K. Barber Learning Centre remains open to students, faculty, staff and community members. Visit the Library’s website for hours.

The Document Delivery service allows cardholders to request materials from one UBC campus to be delivered to another. Questions can be directed to Learn more.


b. Research


  • BREB/CREB Applications & COVID-19 Related Policies


How should UBC researchers with current/pending/future BREB/CREB applications manage protocols and amendments (in some cases) in the context of changing Covid-related policies and requirements? What kinds of amendments might be needed, and when? [Email from Associate Dean (Research), Patsy Duff, dated August 31st, 2021, 5:09 PST; Response of Laurel Evans, Director, Research Ethics]


Visit: The Office of Research Ethics Website.


  • Email from Associate Dean (Research), Patsy Duff, dated August 31st, 2021, 5:09 PST; Response of Laurel Evans, Director, Research Ethics:


“We have updated the BREB website to further clarify requirements related to safety plans, etc. but in answer to your questions:


  1. Minor changes to protocols such as the use of masks do not require an immediate amendment. However, if the researchers are submitting an amendment for some other reason (e.g. adding a recruitment method or study team member) or a renewal, they should update their protocols to be current at that time (renewals will need to submit a renewal and an amendment)
  2. While public health requirements are changing, checks with research participants in advance to ask Covid related health/safety questions are still required by the Boards. The REB focus is on the well-being of research participants in the context of voluntary research involvement and our requirements may be higher than those of public health as a result.
  3. For vaccines, if they are going to be required for the research an amendment will be necessary. For this to happen, some description of how this will be verified must be provided. For example, it could be made an inclusion criteria for the research or there could be some kind of a screening process. We have not provided detail pertaining to this because we are waiting on further verification of processes and requirements from both public health and the University. (Although it appears that the University has just announced that their process will encompass a confidential self-disclosure of vaccination status). From the REB perspective, it is unlikely that confidential self-disclosure will be adequate although it may depend upon the risk and the context.

Section 3:

Resources for Students

  1. Faculty of Graduate & Postdoctoral Studies central information page
  2. Students one on one support & resources
  3. Frequently Asked Questions (FAQ) for International Students
  4. Faculty of Education Return to Campus updates & resources
  5. Students Services

a. Faculty of Graduate & Postdoctoral Studies Central Information Page

This website addresses frequently asked questions (FAQs) related to funding, assessments, dissertations, housing as well as questions with information specific to international students and newly admitted students.

This page contains a range of useful FAQs, links and resources to support you during Winter Session, Term 1. There is a whole host of information on various university websites and you are encouraged to visit your own Faculty website for specific details about your program.


b. Student one on one support and resources

Find out what the UBC Vancouver campus will look like in fall 2021, including safety information and protocols.


c. Frequently asked questions (FAQ) for international graduate students

As the COVID-19 situation continues, Immigration, Refugees and Citizenship Canada (IRCC) and other government departments are constantly revising their policies. Links for the most current information have been provided for each question; however updates may be published elsewhere


Coming from Abroad: Before arranging any travels, check if you're eligible to enter Canada, prepare documents to support essential travel, create and submit a self-isolation plan, and know what to do upon arrival at the airport or border.


Self-Isolation Support: UBC provides on-campus, self-isolation accommodation and meal packages for students travelling to UBC from outside Canada. Fee-based self-isolation accommodation packages are also available to any members of the UBC community.


For further details, consult the International Student Guide


d. Faculty of Education Return to Campus Updates: Faculty-wide Updates and Resources

Consult this website for Safety & Risk Services, Mental Health & Wellbeing, and access to COVID-19 & UBC’s response.


e. Student Services

This website includes important information regarding all aspects of student life on and off campus, including counselling services and how to reach out to and obtain support from health professionals. The website also offers a range of wellness resources.

Section 4:

Supporting Documents

  1. Return to Campus Public Health Guidance
  2. Faculty of Education Guidance for Term 1 In-person Teaching
  3. Guidance for start of term teaching and mentoring activities (UBC-Vancouver)
  4. Questions and answers on masks, vaccination, and return to campus developments
  5. Covid statements for syllabi - this is a template with suggestions and would need to be personalized


Faculty of Education Guidance for Term 1 In-person Teaching

Dear faculty and instructors,

The University has a dual obligation to both ensure a high-quality face-to-face and on- campus academic experience for our students and to safeguard the health and wellness of our entire community. Carrying out an educational mission as complex as UBC’s with rapidly shifting circumstances and regulations in the current pandemic will never be easy and nor will it be free of anxieties and even conflicts. But we are committed to working with our entire community to chart a course that prioritizes wellbeing and safety, as well as to being sensitive to the varying needs of our faculty, instructors, staff, and students.

Please find information below that will help to:

  • interpret to the best of our ability the various Provincial orders and University policies for addressing the ongoing pandemic while returning to classroom instruction;
  • provide helpful suggestions for classroom management and student concessions during the pandemic; and
  • offer possible language to include in syllabi so that faculty and students clearly understand what is expected.

We will provide updates as new information becomes available. We thank every faculty member, sessional instructor, TA and other supporting course instruction for the diligence, commitment and compassion you have demonstrated throughout the last year and a half.

– Jan Hare, Dean of the Faculty of Education


Navigating 2021W1: Faculty of Education Guidance for Term 1 In-person Teaching (September 1, 2021)

Given the evolving nature of Public Health orders, it is important that you lay out the expectations and requirements of your courses clearly on your syllabi and explain that Public Health orders may change over the course of the term, which in turn may affect the way the course is delivered, as well as safety measures that are required in class. As you are flexible and ask students to be flexible in turn, please be transparent about how that flexibility will be put into practice.

This document offers some context, guidance, and language that is responsive to public health orders and guidelines for teaching and learning. It also includes some language for potential incorporation into course syllabi (these are suggestions only, to be modified as appropriate according to the nature and details of the course context). This document is a collaborative effort of several UBC faculties, and covers the following:

  1. COVID-19 Return-to-Campus Guidelines
  2. Course Structure and Attendance
  3. In-term Concessions
  4. Recording and Lecture Capture
  5. Support for teaching in Fall 2021
  6. Key Dates


  1. COVID 19 Return-to-Campus Guidelines: Masks and Vaccines


This is what we know as of September 1:

  1. Masking. Medical or non-medical masks will be required in all public spaces, including classrooms, hallways, laboratories, gyms, etc. There may be students who have obtained accommodations (exemptions from wearing masks, generally for medical reasons). We are working on a process to make sure instructors know this information so as to avoid unnecessary confrontations with students.

Masking unknowns (awaiting updated PHO Return to Campus Guidelines):

    • Are instructors exempt from the requirement if they can maintain social distance (is this true also for students presenting)?


  1. Vaccinations. The Province will implement a system (BC Vaccine Card) to provide vaccination status on a website and on cell phones. Vaccinations will be required for all dorm residents and also to access all non-academically-essential events and services, including: sit- down restaurants, coffee houses, and bars; dance clubs, events, and parties; conferences and symposia; movies and concerts; gymnasiums and sporting events. We understand that UBC will also ask faculty, staff and students to document their vaccination status - details of the process remain unclear.

Vaccination unknowns:

    • Will the BC vaccine card system be in place by the start of the semester (Sept. 7)?
    • There has been some confusion around dates for one and two vaccines.
    • What will the process and procedure for testing be for those who do not have the card?

Mask management in class:

(This guidance may change depending on Public Health orders)

Example syllabus language: “COVID-19 Safety: You are required to wear a non-medical mask during our class meetings, for your own protection and the safety and comfort of everyone else in the class. For our in-person meetings in this class, it is important that all of us feel
as comfortable as possible engaging in class activities while sharing an indoor space. Non- medical masks that cover our noses and mouths are a primary tool for combating the spread of COVID-19. Further, according to the provincial mandate, masks are required in all indoor public spaces including lobbies, hallways, stairwells, elevators, classrooms and labs. Please eat or drink between classes. There may be students who have medical accommodations for not wearing a mask. Please maintain a respectful environment. UBC Respectful Environment Statement.”

**What if a student arrives at class without a mask on?

    • Ask them to put on a mask and remind them of the provincial mandate.
    • If they have forgotten their mask, we understand there will be disposable masks available throughout campus. More information about the location of such stations is forthcoming from the Provost’s Office.
    • There may be students who have medical accommodations for not wearing a mask. (We are confirming the process for sharing this information with instructors).
    • If a student without an accommodation refuses to wear a mask, please ask them to leave. Bring the matter to the attention of the Teacher Education Office in the case of BEd courses, and to the program coordinator or unit graduate advisor in the case of other FoE courses, before the next scheduled class. BEd students can be directed to speak to a program manager in the TEO Office immediately.
  1. Course Structure and Attendance for In-Person or Blended Courses

Breaks between classes: Never exceed the time allowed for your class in the Calendar. That is, allow the full time, or more, for students to transition between classes. Note that public spaces, including washrooms and eating spaces, may be difficult to negotiate this Fall. (For example, as of 1 September, every second stall is closed in washrooms in the Scarfe building.) Students will need ample time to negotiate such spaces in breaks between classes. Additionally, students will need time to eat between classes, and some may have heath conditions that will require them to leave a class to eat or drink. Students should not eat or drink in classes where masks are required. Please be flexible in allowing students to leave the class as necessary to use the washroom or eat.


FAQ: What percentage of the contact hours of an in-person class must be face-to-face?

The BEd program is approved by the BC Ministry of Education, which has stipulated that instruction must be in person. Contact the Associate Dean Teacher Education (Dr. Marianne McTavish) if you are considering any form of blended instruction. BEd students are at risk of not receiving a teaching licence in the Province of British Columbia if program delivery is not in person.

Beyond the BEd program, Faculty of Education students who enrolled in in-person courses, many of whom traveled to BC at significant person cost to attend in-person classes, will expect a significant amount of in-person instruction. Instructional hours can be a combination of in-person or online (blended/hybrid) that suits the instructor’s pedagogy. We propose that classes should meet at least once per week in person if they have been listed in the SSC as “in person.”

In the case of courses that will combine in-person and online-instruction (blended), the syllabus should outline the schedule and expectations for in-person and online participation. If changes become necessary to your class structure or content, these need to be communicated to students in accordance with Policy V-130, section 9 (see: SENATE POLICY: V-130).

For in-person instruction, the section of the syllabus that details the structure of the course should include information on how a student who is not able to attend class(es) for a period can keep up with coursework and participation requirements. (See below for more information about In-term Concessions.)

Please indicate on your syllabus whether assessments such as presentations or exams will
be in-person only or whether online options will be available, and what circumstances would qualify students for such online options. This will vary from discipline to discipline, and we rely on your expertise to determine what is appropriate for each of your courses.

OFFICE HOURS: Students have told us that they really appreciated the flexibility of online office hours last year, so you may want to consider holding some office hours online.

SEATING PLANS: The Provincial Health Officer has suggested using assigned seating. We recognize this is difficult in post-secondary settings. If assigned seating is not feasible, we suggest that you may ask students to sit in roughly the same place for each meeting.


[Note for instructors: these are examples, not required statements.]

If you are sick, it is important that you stay home. Complete a self-assessment for COVID-19 symptoms here: In this class, the marking scheme is intended to provide flexibility so that you can prioritize your health and still succeed.

For instructors in the BEd program, this language is required: “If you are sick and need to be absent, please refer to the “Attendance Policy” section of the BEd program policies, and submit an absence report form, a copy of which should be forwarded to the instructor. We can then discuss how you may need to make up

for the missed time. If you need to be absent more than one class, please discuss this with a program manager/coordinator from TEO.”

If you miss class because of illness: [Again, these are only examples. Any flexibility you wish to incorporate should suit the content and pedagogy of your course]

    • Make a connection early in the term with another student or a group of students in the class. You can help each other by sharing notes. If you don’t yet know anyone in the class, post on the discussion forum to connect with other students.
    • Consult the class resources on Canvas. [Insert your policy for the online availability of class time recordings or other materials and/or assessment options for re-weighting or dropping, etc.]
    • Use the discussion forum for help.
    • Attend office hours (if they’re online).
    • If you are concerned that you will miss a key activity due to illness, contact the instructor [or Teaching Assistant?] to discuss.

If you are feeling ill and cannot attend class for an in-class assessment, please email the instructor right away. If you arrive for an in-class assessment and you are clearly ill, we will make alternate arrangements with you. It is better to email ahead of time and not attend.

If you are feeling ill at the time of a final assessment, do not attend. You must apply for deferred standing (an academic concession) through your instructor. Students who are granted deferred standing (SD) will be able to complete assignments at a later date.

If I (the instructor) am feeling ill: If I am unwell, I will not come to class. I will make every reasonable attempt to communicate plans for class as soon as possible (by email, on Canvas, etc.). Our classroom will still be available for you to sit in and attend an online session. In this instance:

    • My colleague XX will substitute
    • One of the TAs will substitute
    • I may ask you to do an activity or read something in place of class time
    • If I am well enough to teach, but am taking precautions to avoid infecting others, we may hold the class online. If this happens, you will receive [an email, an announcement in Canvas...] informing you how to join the class.


  1. In-Term Concessions

There may be increased requests for in-term academic concession (ITC), particularly related to any classes that have in-person attendance requirements. Please develop a plan that aligns with the learning objectives of your course for concession requests from students who need to miss classes, assignments, presentations, or exams due to illness.

In the case of BEd courses, instructors should ask students to contact a program coordinator (Bette Shippam, Secondary; Keith McPherson, Elementary) for assistance.

Developing your in-term concession approach

Syllabi should include information about how you will handle in-term concessions. You may find some of these ideas below helpful when planning your own approach to ITC this Winter Session.

For example, you might consider:

    1. For assessments that repeat (e.g., discussion posts, reflections, etc.), consider allowing students to drop one or two (e.g., 4 out of 6 chapter summaries, 3 out of 4 presentations).
    2. Be flexible with paper submission deadlines without late penalties. Offer this option to all students once per term or with every assignment, depending on feedback timelines and other academic considerations.
    3. Depending on the learning objectives of the course, consider giving students options for the balance of individual and group work, so that an absence/illness will not unduly impact the absent student or their classmates.
    4. Re-weighting options. If a student misses an in-class assessment or project deadline, provide them the option to place more weight on another assessment.
    5. For in-class discussion and small quizzes, allow students to submit brief written reflections or discussion comments that allow for assessment of material but do not require in-person attendance.

Note: The Senate policy on Academic Concession allows each Faculty to establish their own practice for adjudicating in-term concession (ITC) requests. Faculty of Education instructors can determine ITCs themselves, or, in the case of BEd courses, refer them to the Teacher Education Office.

If you receive multiple requests from a single student, we recommend you refer that student to the Teacher Education Office (in the case of the BEd program), the unit Graduate Advisor (in the case of graduate courses), or the program coordinator in the case of other programs. Students making multiple requests may have underlying conditions or circumstances that are having an effect in all of their academics. Advising can help make appropriate referrals for support, and communicate requirements for end-of-term concessions.


Documentation practice for in-term concession

Generally, we recommend not requesting documentation (e.g., a doctor’s note). Instead, track the number of concession requests you receive, and refer students who make more than one request to the program coordinator or the unit Graduate Advisor (in the case of a graduate course). In the case of BEd students, the TEO will gather any required documentation. If you intend to review documentation, it is necessary to take “Privacy & Information Security - Fundamentals 1 and 2” training to prevent risk of a privacy breach. Academic Concession - Campus-wide Policies and Regulations - Vancouver Academic Calendar 2021/22 - UBC Student Services

In-term concession practices by Faculty

While academic concession policy is consistent across all Faculties, academic concession practices are determined by a student’s home Faculty. The policy provides each Faculty with latitude regarding decisions for in-term concessions. In the case of the BEd program, seek advice from the Teacher Education Office; in the case of other programs, seek advice from the program coordinator or the unit Graduate Advisor, who will refer the case as necessary. (Note: The “home faculty” in the case of Graduate Students is Graduate and Postdoctoral Studies.)


  1. Recordings and Lecture Capture

**For a detailed discussion of recording, intellectual property, privacy, and consent, as well as storage and distribution of class recordings, see “Principles for Recording Classroom Activities” appended below. (Please note that this is a draft from the Provost’s office and has not been finalized.)

You may choose to record (audio or video) your class to share with students. You are not obligated to do so. Notwithstanding the flexibility and benefits for students noted above, instructors may have many valid reasons for not wanting to record lectures or other classes, including (but not limited to) the nature of the material and discussion topics (and how recording may constrain these), a concern that it would change the classroom environment, a concern about its impact on participation, and/or workload considerations.

Recording seminars, studio-based, or discussion-based classes may not be pedagogically appropriate. Recording a lecture may be more feasible but again you may choose not to. The choice is with the instructor; whatever you determine, we do ask that you make your position on recording very clear in the syllabus and explain to the students whether the class will or will not be recorded or otherwise “available” if they are unable to be present.

If you do choose to record your class sessions, the following options are available:

    1. Existing lectern PCs in these classrooms have been augmented with recording peripherals (cameras, mics, etc.) and software to provide schedulable recording/streaming capacity. You can have recording pre-scheduled by sending a request to UBC AV or contacting
      UBC AV helpdesk. The lecture can be recorded and/or live streamed, but there is no live discussion involved (Asynchronous). These systems are installed in the following classrooms:
  1. Neville Scarfe Building, rooms 100 and 209 (rooms 1007 and 1006 under consideration by UBC AV)
  2. Ponderosa Commons North (PCN), rooms 1001, 1002, 1003 and 1008
  • Drop-in recording kit. For rooms without built-in lecture capture, you may borrow a “drop- in recording kit.” Like the above, this is an asynchronous option without capacity for live discussion.
  • Mobile Zoom cart. Finally, you can request/reserve a “mobile Zoom cart” unit. The Zoom carts play a “meeting” mode (Synchronous) role, to be recorded and/or live streamed with live discussions.


More information about the above three options, instructions and FAQ are available on UBC’s Recording and Streaming in Classroom page.

If you are teaching in a room without built-in recording equipment, or are not able to check out a mobile recording kit from UBC AV, you can still use your own laptop and microphone to record your in-person class using Zoom, to capture slides, audio, and possibly video.

ETS, in partnership with UBC AV, will provide guidance on how to use the technology in General Teaching Spaces (GTS) with dedicated recording and streaming capacity. ETS will provide consultation on what to do and how to adapt your instruction in other classrooms that do not have this capacity. Additional ETS co-op student staff will be dedicated to assist with increased ad-hoc in-person support requests. To request ETS support in the classroom please fill out the form.


  1. Support for Teaching in Fall 2021

ETS provides suggestions for inclusive instruction when both in-class and remote students are present. The page is accessible through the ETS home page. Remember to check the frequently updated list of workshops and sessions. ETS will also coordinate technical support
in classrooms.

As well, the Faculty of Education has assigned funding to each unit to hire GAAs to support inclusive instruction, particularly inclusion of remote students who cannot attend in-person classes for various reasons. Contact your unit head for information about how to access such support. Also see CTLT’s Strategies for Supporting Temporarily Remote Students.


  1. Key Dates in Term 1

For ETS related questions, please contact Dr. Natasha Boskic <>.

For TEO related questions, please contact Dr. Marianne McTavish <>.

For questions related to all other Academic programs, please contact the Office of the Associate Dean, Academic at <>.

Section 5:

Latest updates

  1. COVID-19 — Important update for faculty and staff based in health care settings
    (30 November 2021)

The BC Provincial Government recently published an updated Public Health Order requiring workers in certain health care settings to be vaccinated against COVID-19 in order to work in a designated facility.

You can view the Public Health Order at

As part of the Order, all UBC faculty, staff or student employees who work in health care settings must have received at least a first dose of a COVID-19 vaccine by November 15, 2021 in order to continue to work at that site. This includes hospital sites, clinics, and any other place where care is provided. More specifically, for hospital owned buildings, that means the whole building is covered by the Order. For UBC owned buildings, only the clinic area itself is covered, not the whole building.

For those who are fully vaccinated, no further action is required. For those who are only partially vaccinated, or have not been vaccinated, their access to the workplace will be limited by their vaccination status, which may result in being put on unpaid leave.

Targeted communication will be issued to the relevant faculty, staff and student employees. Your Faculty’s Sr. HR Leader, HR Advisor and Faculty Relations Senior Manager are available to consult with you and support these conversations as needed, and you can share this communication with impacted employees.

If you have any questions about the Order and how it might affect your unit, please reach out to your HR contacts. As a reminder, you can register for a COVID-19 vaccination at

Andrew Szeri
Provost and Vice-President, Academic, UBC Vancouver

Ananya Mukherjee Reed 
Provost and Vice-President, Academic, UBC Okanagan

Marcia Buchholz
Vice-President, Human Resources