Checklist - Before the Semester Starts

Before the start of the semester - Items to consider

Scheduling your course - Room Bookings and Scheduling

Instructors are not required to book rooms for their courses. The Registrar’s Office schedules the ‘Meeting Information’ including what days the course is offered, times and locations. Sherry Hall (ADA office, coordinates the College of Biological Science undergraduate course scheduling and submits all requests for rooms and media requirements with the scheduling information. This is normally submitted 2 semesters prior to the semester the course is offered.

Sherry will circulate the booking information to each instructor for feedback. If there are any specific requirements, you will be able to comment at this time. Please note that every effort is made to meet the instructors’ needs however the final decision concerning room assignments is determined by the Registrar’s Office.

The meeting information is posted on WebAdvisor and is available to view on-line during the course selection period. The course selection period opens in the semester prior to when the course will be offered. Full details regarding course selection dates and all other dates associated with the semester can be found in the Schedule of Dates, in the Undergraduate Calendar.

Media and Audio-Visual Equipment and Services

If the room you are using for your course does not have all the equipment you require, or you wish to borrow additional AV equipment, you can do so through the Open Learning and Educational Support, Classroom support.  

Specific Classroom Attributes

Information regarding various classroom attributes can be accessed on the Open Learning and Education Support website, through ‘Classroom Profiles’.   These attributes include the presentation equipment available in the classroom, seating capacity, passwords for the AV equipment and contact information to report any problems.  All faculty should have access to ‘Classroom Profiles’ using their central ID and password. If you are not a faculty member, but are an instructor and wish to have access to ‘Classroom Profiles’, please contact Sherry Hall 

Course Outline

Prior to the opening of the course selection period, an instructor must provide a course outline through the e-outline tool, to the department to be posted on the departmental website. It is not necessary to complete all sections of the outline through the tool prior to the course selection date, however the following information should be completed within the e-tool prior to course selection:

  • Learning Outcomes
  • General format of the course/course activities
  • Assessment structure

Individuals will log into the outline tool using their UofG central login and password. Under the specific semester a shell will appear for the course. If the course you are teaching does not appear please contact your departmental administrator to request access. 

At the first class meeting, the complete and approved course outline should be available to each student, either in hard copy or on-line. 

Please note that the course outline is considered to be a contract between the instructor and the students. Any aspect of the evaluation should not be changed during the semester without unanimous support from registered students.


Instructors are responsible for notifying the bookstore of their textbook needs for the upcoming semester. The bookstore will order, and make the textbooks available for sale, for the students.

Requests for textbook information will come from an internal departmental contact, approx. 4 month prior your teaching semester
Instructors will receive an e-mail outlining:  the deadline to submit the textbook request form and the contact to whom the form should be returned.

If you do not intend to use a textbook for your course, please respond to your departmental contact indicating this.

Course Packs

If you intend on creating your own course pack/manual, the complete document needs to be submitted to the Bookstore where they will confirm and research copyright permissions. They will then print and sell the course manual on your behalf. Please ensure that you leave plenty of time, 4 – 6 weeks prior to the start of the semester, for these permissions to be verified.
If the information is your own work, the course pack/manual can be produced in a shorter amount of time.

Reserve material

The library allows instructors to place relevant material on reserve to support their course(s). Instructors can place textbooks, journal articles, their own course material, course notes, problem sets, assignments, etc. For more information on how to place items on reserve, please see the library website.

Exams - Scheduling final exams

In the semester prior to a course offering, instructors will receive an e-mail from Sherry Hall requesting confirmation of the final exam format: a formal 2h hour final exam, a take-home exam, or an alternate format for the final assessment. Regardless of format, the information must be communicated to the Registrar’s Office, through Sherry Hall. 

Once confirmed, all sit down final exams will be scheduled by the Examination Coordinator, and the schedule posted on WebAdvisor under ‘Exam Information’. Instructors cannot specify a time or date of their final exam. The Examination Coordinator works to ensure that there are minimal conflicts for students registered in a variety of courses.

Following the start of the semester, after exams have been scheduled, instructors will receive an e-mail from Sherry Hall inquiring about specific room requirements for the final exam.    Actual room assignments are determined during the semester.   

Final exams may be scheduled on the first Saturday of the final exam period during the fall and winter exam periods.

Research Ethics Approval

For any course where human trials or animal specimens are involved the instructor is responsible for obtaining the appropriate approvals from the Research Ethics Board or Animal Care Committee.

The approval process can take a number of weeks and therefore it is recommended that the instructor start the process as soon as possible. For undergraduate research projects, it is suggested that supervisors and students take this in to consideration when planning for the semester.

Class Lists

Instructors have access to the class list for their course through WebAdvisor or Courselink.
WebAdvisor has a faculty login which allows instructors to access a class roster for their course. If your central ID and login are not recognized when you login to WebAdvisor you will need to contact Registrarial Services. You will need to send a request via Ask Gryph or from your UofG e-mail account asking to have access to WebAdvisor. In the email, please include the following information; full-name, employee number, and department. WebAdvisor support staff will confirm that access has been granted. 
For instructors who have a D2L (Courselink) site associated with their course, the class lists will automatically be uploaded and updated on the course website once the D2L site is active. 


CourseLink is the web-based interface for each course, which allows instructors to make announcements, post assignments, run quizzes, post grades, ask questions, post content for upcoming lectures, post answer keys for midterms, encourage discussions between students and teaching assistants, etc,. This is also the site whereby instructors will upload and submit their final grades to the Registrar’s Office.
Instructors can create a CourseLink site for their course using the Course Creation Tool in WebAdvisor. Instructors can use this tool if the course is scheduled and on WebAdvisor for the upcoming semester. If the course creation tool does not work they can contact CourseLink support to request a course site be created.  
There are a number of instructional workshops, both in-person and on-line, that instructors can access when they have questions, or need help building their course website. Information regarding the various support options can be found on the Open Learning and Educational Support website.