Understanding University Policies

Understanding your responsibilities regarding University of Toronto policies

The University has developed a variety of policies intended to protect both you and your students. This page highlights some of the key policies that relate to the work of TAs. These come under four broad areas of responsibility for TAs:

How to respect confidentiality
How to avoid conflict of interest
How to safeguard equity and safety
How to uphold academic integrity

Respecting Confidentiality

What are my responsibilities as a TA with regard to students’ personal information? How can I ensure a reasonable expectation of privacy while still collecting the information I need to do my job?

The University of Toronto is covered by Ontario’s Freedom of Information and Privacy Protection Act (FIPPA). FIPPA carries implications for many aspects of TAs’ interactions with students, including taking attendance, handling assignments, posting grades, organizing group work, and sending emails. Students’ names, ID numbers, email addresses, and grades are all considered personal information that should be kept confidential as much as possible.

Taking attendance:

Students’ attendance or non-attendance is their own business. Don’t pass around a sign-up sheet asking students to fill out their full names and student numbers.

Do ask them to sign in with the last four digits of the ID numbers.

Handling student assignments:

Don’t write grades on the front page of an assignment, where they are easily visible. Instead, write them on the inside cover. Don’t leave assignments in a pile at the front of the room or in the hall outside your office for students to retrieve.
Do return them to students individually.

Posting grades:

Do use Quercus to enter grades.
Don’t reveal a student’s grade to anyone else without the student’s written consent.

Assigning group work:

Where possible, do use the Quercus to assign groups, and encourage students to communicate with each other through Quercus.

Emailing:

Don’t “reply all”
Do use BCC instead. Alternatively, email students through Quercus.
Do protect your email and Quercus passwords.

A note about small classes, student interaction and group work:
If you are a TA for a small tutorial, where students are expected to know one another or collaborate on group projects, some of these best practices might not be necessary or practicable. Use your best judgement and err on the side of protecting privacy.

A note about email:
The University has a Policy on Official Correspondence with Students, which stipulates that students are expected to check their University of Toronto email address on a regular basis. It is good practice to reinforce this expectation by asking students to use their University of Toronto account when emailing you. Likewise, you should always use your University of Toronto email account when communicating with students.

For more information on this topic, please see the resource Respecting Confidentiality

Avoiding Conflict of Interest

’ve hit it off with one of my students. There are still two months to go in the term. Is it OK to start a relationship?
When I was given the student lists for my tutorial sections, I realized my cousin is in one of my sections. Is this a conflict of interest?

The University’s policy on Conflicts of Interest addresses situations like these. Any close personal relationship with a student whose work you’re responsible for assessing – whether they’re a family member, a friend, or a romantic or sexual partner – creates a conflict of interest. As a TA, you’re bound to immediately disclose such conflicts of interest to the Course Instructor. Further, you can’t be responsible for any part of the student’s grade: all grading of this individual’s work must be transferred to another TA or to the instructor. The policy states that employees of the University are prohibited from engaging in a conflict of interest or perceived conflict of interest.

For more information on this topic, please see the resource Avoiding Conflict of Interest

Safeguarding the Learning Environment: Equity and Safety

A student in my tutorial got angry and threatened to punch another student. How do I handle this?
One of my students keeps emailing me with unwanted advances. How can I make this stop?

In its Statement of Institutional Purpose, the University affirms its commitment “to fostering an academic community in which the learning and scholarship of every member may flourish, with vigilant protection for individual human rights, and a resolute commitment to the principle of equal opportunity, equity and justice.”

The University of Toronto is bound by the Ontario Human Rights Code, which specifies that “Every person has a right to equal treatment with respect to services, goods and facilities, without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability.” The University has also put in place several policies to protect its institutional purpose. These include:

the Code of Student Conduct, which spells out the terms and sanctions for student behaviour that disrupts the learning environment;
the Policy on Sexual Harassment;
the Statement on Prohibited Discrimination and Discriminatory Harassment; and
guidelines on appropriate use of information and communication technology, which addresses, among other issues, breaches of student conduct and harassment perpetrated using University of Toronto email or web space.

While you should be aware that these policies exist, also know that they’re not practical guidelines for crisis situations. Should you or one of your students feel threatened, discriminated against, or harassed, here are some places you can turn.

In case of emergency, call Campus Police at (416) 978-2222.
In your capacity as a TA, you can also contact Student Crisis Response at (416) 946-7111 for advice in urgent situations, such as when one of your students threatens harm to self or others.
In non-emergencies, your first step is normally to report the situation to the Course Instructor.

There are several equity offices on campus that can provide additional support and guidance to you and your students.

The main thing to keep in mind is that your responsibility as a TA is to report problems and to refer students to appropriate resources, not to resolve these problems on your own.

Equity and Diversity

Accessibility Services (416-978-8060): Provides services and accommodations for students with disabilities.
Centre for International Experience (416-978-2564): Offers counselling, information, and education on issues or concerns related to culture and ethnicity.
Campus Chaplains’ Association at the Multi-Faith Centre (416-946-3120): Offers multi-faith counselling to the University of Toronto community.
First Nations House (416-978-8227): Offers culturally supportive student services and programs to Aboriginal students and the general university community.
Sexual & Gender Diversity Office (416-946-5624): Offers counselling, information, and education on issues of concern to the lesbian, gay, bisexual, transgender, transsexual, intersex, questioning, two-spirited and allies community at U of T.

For more information on this topic, please see Equity and Access

Upholding Academic Integrity

I think a student might have plagiarized his/her assignment. What do I do?

Matters of academic integrity are covered by the Code of Behaviour on Academic Matters. As a TA, you are bound by the Code and by your employment with the University to report all offenses to academic integrity to the Course Instructor.

You should also consult the University of Toronto’s Academic Integrity site.

Academic Success Centre (416-978-2011): Extensive help on how to be successful academically through drop-in consultations, workshops and publications.
English Language Support – English Language Program at the School of Continuing Studies (416-978-2400): Courses to improve English language skills as well as consultations on selection of suitable courses in the program.
English Communication Program at the Centre for International Experience: Programming geared at improving English communication skills (for international students).
English Language and Writing Support (ELWS) at the School of Graduate Studies: Provides graduate students with advanced training in academic writing and speaking.
Math Aid Centres: Assist first year students one-on-one at drop-in centres. Services are free of charge to registered Arts & Science students.
Writing Centre: Help with academic writing through workshops, consultations and group or individual instruction.

Health and Wellness

Health Services (416-978-8030): Provides family physician care, health education and counseling, Travel immunizations and education, referrals for specialized treatment, and diagnostic lab facilities are also available. Can provide documentation for missed exams and/or missed deadlines. Including counselling services.