Academic Memo A21-001 - Vanier College
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Academic Memo A21-001 To: All Teachers From: Academic Dean’s Office CC: Director General, Academic Steering Committee, Management Executive Committee, Academic Managers, Continuing Education. Date: August 13, 2021 IN THIS MEMO: 1. Welcome Back! 2. Fall 2021 - Plan A 3. Academic Calendar 4. Course Modality and Course Outlines 5. Office Space and Office Hours 6. Teacher Absences and Substitution 7. PSI News and Support 8. Health and Safety at the College 9. FAQ’s 1. Welcome Back! Welcome back to another academic year, where we hope it will start to resemble what we were familiar with in life pre-pandemic. We also hope you were able to truly rest and recharge over the summer holidays and are now ready to make the transition back to campus life. It won’t be without its challenges as many of us have now experienced a different pace to our workdays by working at home (and a different wardrobe!). At the same time, however, many of us are eager to reacquaint ourselves with colleagues and friends in person and to catch up with people we have not seen in almost 18 months. As well, we welcome new and returning students to campus, most of whom have spent very little time physically at Vanier. Let’s be patient with our students, and ourselves, as we readjust to life back on campus.
2. Fall 2021 – Plan A
As announced by the Ministry at the beginning of August and based on the progress with vaccination,
we are able to proceed with Plan A for the beginning of the fall semester. In other words, classes will
take place at the College in scheduled classrooms at regular classroom capacity as of August 23rd, for all
regular day courses. Following health and safety directives, some disciplines like Physical Education or
Music may have exceptional conditions for course delivery modes. These are being discussed between
the Deans and the Department Coordinators.
3. Academic Calendar
Here is the link to the current academic calendar: https://www.vaniercollege.qc.ca/calendars-
dates/files/2021-2022-calendar.pdf ; please note the study week in October after Thanksgiving Monday.
The Master Schedule has also been planned with the regular 1.5-hour UB for the fall semester
(Wednesdays 12:30-14:00).
4. Course Modality and Course Outlines
Please take note of this message transmitted to students in Omnivox:
Fall 2021 is 100% on Campus
Vanier College is 100% full presence on campus for Fall 2021. It means that all your courses require in-
person attendance as all courses will be delivered in the Traditional (TR) modality, this whether they
indicate TR for Traditional or BL for Blended on your schedule. You will meet with your teachers on
campus on the specific days and times indicated on your schedule. This modality applies to regular
classes and labs.
Therefore, because we are starting the semester with Plan A, all course modalities will be TR
(Traditional). There are no Blended (BL) courses. In the Master Schedule, however, the course modalities
of BL and TR will remain, only as a precaution in the event that the health situation changes, and the
College needs to transition to alternate arrangements. It is very IMPORTANT that teachers do NOT
change the course modality settings in LEA/Zoom – this will change the student’s course modality in his
or her schedule, creating a great deal of confusion. Unfortunately, there is no IT solution to block this
feature until needed.
It is also important when planning their courses for the semester that teachers be mindful of the impact
their pedagogical decisions can have on students’ schedules – especially if a class is in the middle of the
day. For example, if a class activity ends early or only involves a portion of students, this can lead to
more students in the hallways without a particular place to go while waiting for their next class.
2Common spaces for studying or eating are limited, especially with the D-cafeteria being off-limits due to
the temporary relocation of IT services.
As usual, course outlines for each course and section taught must be submitted electronically via
Omnivox. This semester, because of a modification to IPESA in the context of Covid
(https://www.vaniercollege.qc.ca/bylaws-policies-procedures/files/Annex1-IPESA-COVID-modifications-
fall-2021.pdf), ideally outlines should be posted 5 working days in advance of the first day of classes, but
minimally, 3 working days. Therefore, you will have until end of day Wednesday August 18th to submit
course outlines. If you are ready however, do not delay posting. Students are already logging in and
checking their outlines to make their orders at the bookstore and to prepare for the semester.
Each department is required to review the Course Outlines of courses it offers to determine if they
comply with the ministerial, collegial and departmental policies and guidelines before the start of
classes. Also, as usual, all course outlines, as well as changes to them throughout the semester, are
reviewed by the Faculty Dean’s Office.
For Continuing Education, courses will be designated on the Master Schedule as BL (Blended). More
specific details will be sent to faculty separately.
5. Office Space and Office Hours
As per current CNESST directives, teachers in shared offices will need to wear masks unless a distance of
2 meters can be maintained. A mutually agreed upon schedule for using the room one at a time can be
worked out among teachers if desired. If teachers need additional space to meet students, there are
resource rooms available. For any specific needs that cannot be worked out between teachers who
share an office, please contact your Faculty Dean.
In the interest of space and student needs, we recommend that teachers offer students the option of
making appointments during office hours either in-person or through a virtual format. Teachers should
clarify their process and hours in their course outline.
6. Teachers Absences and Substitution
Absences and substitutions need to be declared and managed in such a way to be in the best interest of
the students. In the Plan A situation, regular policies regarding absences and substitution apply. As in
the past, a first absence is not covered by substitution, with an exception for the first day of classes. In
the case of an absence on the very first class, please ensure that your students are notified via MIO and
know what to do. If you encounter any issue with the process, please reach out to your Faculty Office or
Department Coordinator. Teachers can also inform their students that when class is cancelled and there
is no substitute teacher, they are invited to use the classroom as a study room.
3In normal circumstances, after the first absence, teachers unable to come to campus (ex. illness) must
declare an absence and arrange for a substitute teacher. We recognize that the current health context
may pose some challenges with this process. Please reach out to your Faculty Dean to discuss individual
cases.
For the first absence, as in the past, a teacher can assign homework or at home learning activities.
Please keep in mind, however, that students will not necessarily have the same kind of access to study
rooms or labs to do online work on campus. Also, the College is not lending any laptops to students this
semester as they are needed on campus. A few are available at the Learning Commons for same day
borrowing, as per pre-Covid practices. Students will be surveyed during the first week of the semester
to assess their readiness to move to remote learning if needed. The information will be compiled by
program and presented at the first Academic Council of the semester.
7. PSI News and Support
PSI News will be emailed to all teachers on Monday, August 16th, highlighting PSI activities, PED Day, and
other pedagogical information pertinent for Fall 2021.
PSI has offered many workshops with practical tools for a traditional in-person learning experience.
Please contact psisupport@vaniercollege.qc.ca for more information.
The PSI training package for blended learning approaches can be accessed on Microsoft Teams with the
passcode aficjo7.
8. Health and Safety at the College
The Ministry is responsible for establishing directives for Higher Education. The CNESST establishes
directives for workers. The College applies these directives in the institutional context of Vanier.
Faculty or staff cannot establish different health and safety rules in different classes or meetings.
We acknowledge many of your concerns and questions about masks. The College, in conjunction with
other Montreal and network cegeps, have made a request to the Ministry that masks be made
compulsory in class, with minor exceptions. We are waiting for feedback from the MES and DRSP mid-
week next week, in time for the first day of classes. Stay tuned for more information concerning the use
of masks on campus.
4Based on the latest Ministry directives at the time of this Memo, once in class and seated, students and
teachers will be able to remove masks if they choose to do so. However, masks can be kept on at all
times, respecting each person’s level of comfort. Movement within the classroom or between classes in
the hallways will require the wearing of masks. Ministry directives also address exceptions based on
pedagogical approach, in physical education or music, for example. Health and safety protocols may be
required in certain courses to adapt to specific pedagogical situations.
Students who have a medical condition that prevents them from wearing a surgical mask / face covering
on Vanier College’s grounds must make an appointment to meet with the Director of Student Services,
through students@vaniercollege.qc.ca . The student will need to carry a copy of the signed disclaimer
at all times. Employees in the same situation will have the same procedure through Human Resources
Services and the Director of HR will sign the disclaimer (see phase 6 document).
For employees, health and safety directives are the ones established by the CNESST. The College also
works with the DRSP (Direction régionale de la santé publique) for Montreal specific directives. Finally,
we are also in close contact with our sister colleges in establishing safe protocols for all employees and
students. The new context of fall re-entry triggers new questions, as this transition phase is different
from the ones we lived over the last year and a half. As soon as we have new information to share, we
will inform the community through Academic Memos, videos, the Faculty and Student Hub pages on the
website, emails to allcommunity or allteachers, Joints, Faculty meetings, Academic Council and
discussions with your supervisor.
Please refer to the College’s Phase 6 document, available on the Faculty Hub page of the Vanier website
mid-August, for more information about other health and safety information, including building
ventilation. As a brief point of information here, please note that non-mechanically ventilated
classrooms can be used and the recommendation is to open the windows 30 minutes at the start of
class and 30 minutes prior to ending the class and leave the door open if possible. The windows can also
be left open during class. These rooms will be identified with a sign.
If you have questions or concerns, please contact your dean or supervisor, who is working closely with
our Health and Safety Manager, Arianne Duchesne, to make sure Vanier is as safe as possible.
9. FAQ’s
1) Can I change my TR (Traditional) course modality to Blended (BL)?
No, in the Plan A scenario, all course modalities will be Traditional, regardless of the designation on the
Master Schedule.
52) What if a student cannot come to campus for short-term medical reasons?
As per our IPESA, students have a right to accommodations in specific circumstances related to the
pandemic and for medical reasons. They must follow the usual process to make these
requests. Teachers must accommodate, but there is some flexibility in the method of accommodation,
and the length of the accommodations. The context of each course and each student is different, which
means the approach will be different. If you have doubts, please reach out to your Dean. As more and
more students and staff are fully vaccinated, we project a decrease in approved requests.
Important NOTE about International students: some of our international students will be arriving on
campus after the first day of classes due to delays in issuing Canadian and Quebec study permits in their
home country, as well as difficulties getting flights to Canada. Many also need to quarantine when first
arriving in Canada. The International Education Office will contact teachers who have students in these
situations in their classes. Travel for leisure purposes will not be deemed a justified absence by the
College.
3) What if a faculty member cannot come to campus due to medical reasons?
Persons with medical concerns should continue to work with Human Resource Services to determine
the best course of action.
4) Will ZOOM still be available through Omnivox in the Fall?
Yes, to remain ready for any possible change in the health situation, ZOOM will continue to be available
throughout the Fall 2021 and Winter 2022 terms. Teams and Moodle will also continue to be available
and supported. Larger meetings (ex. Joints) may also be organized using these tools.
5) What precautions has Vanier taken to ensure proper cleaning, sanitization, and air quality for the
community?
Vanier will continue taking the same precautions as we have over the last two semesters. HVAC systems
have been set to operate continuously, and all filters have been upgraded to the recommended MERV
13. As required, masks will be supplied to employees; wipes and hand sanitizer will be
available; regular cleaning of high contact surfaces will continue, as well as regular cleaning of common
areas and washrooms. Health & Safety continues to monitor the situation daily and modifications will be
made as needed. Please refer to the phase 6 document and Faculty Hub FAQ on the Vanier website for
more information.
6) Will masks be provided by the College?
The College will provide procedural masks for all employees. Note that as per CNESST directives,
employees cannot wear a fabric face covering inside and must wear a procedural mask. MES directives
6for students is that they can wear any face covering. The College will not provide masks for them, but
Jake’s will have them available for purchase.
7) I’m nervous...who can I ask for help?
It is understandable to be somewhat nervous to transition back again to a different work modality.
Vanier College is proud to say that since March 2020, although there have been Covid cases on campus,
there has been NO contamination. Our protocols work and the College has always balanced health and
safety with our missions and the services we offer students. Employees have access to an Employee
Assistance Program and can reach out to HRS for any question. Students are invited to use multiple
services offered by Student Services. We invite employees to take note of them to refer students to the
appropriate professional or service.
8) Can teachers make their own rules about masks in classrooms?
No, teachers must follow College directives for classroom health and safety protocols. Please consider
the possible obligation of a vaccination passport when planning outside campus activities (ex:
construction site visits in Architecture Technology, Museum visits, etc). They will need to follow the
rules of that venue, which may trigger needs for accommodation.
9) Can teachers or staff ask students or colleagues about their vaccination status?
If the question is asked in the context of a planned event or activity that will require all participants to
have a vaccination passport, the question is valid and can be asked. However, no further information
can be asked of the individual as to the reasons the person may have opted not to be vaccinated as this
is private information.
10) What if a student asks for Covid-related accommodations related to religious reasons (for example,
access to activities requiring vaccination like extracurricular activities, wearing a mask, etc.)?
The guiding principles for health and safety measures are DRSP and CNESST directives, based on current
scientific knowledge. For those reasons, religious reasons are not accepted as justified exceptions.
We know you have more questions. Please share them with your dean and supervisor and we will
communicate the answers as soon as possible. Thank you for your resilience and efforts in adapting to
exceptional circumstances once again. We are getting closer to the end of the rainbow, but there is still
some distance to go. Let us work together for our students’ success. Thank you all and stay well.
The Academic Steering Committee
Annie-Claude Banville, Elana Cooperberg, Haritos Kavallos, Olga Mardas, Alena Perout, Kelly Purdy, and
Sylvie Tardif
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