Algonquin College is providing employees with a form to be filled out on Campus, which will allow them to travel to or from Quebec between 8 p.m. to 5 a.m. for the purpose of attending work. The letter template found here, and students in this situation should carry this letter along with their Algonquin College ID. Please have this letter signed by your manager before travelling between 8 p.m. and 5 a.m.

The following update lists what new supports are available from Learning and Teaching Services (LTS). We are continually reviewing and updating support offerings for faculty – keep checking our Academic Continuity website for a complete listing of what’s on offer, including our Workshops and Drop-In Sessions. You can also find a full LTS FAQ here.

New Resources Available: Zoom resources and Substantial Completion

In response to faculty demand, we are pleased to provide the following new resources:

• A simple checklist and accompanying video for How to Get Started with Zoom (both via and outside of Brightspace).
• Guidance around “substantial completion” and what this means for course delivery planning.

Also, there is an updated Workshops and Drop-In Sessions schedule for today (Friday) and into next week, based around the most in-demand sessions and times, including a Q&A Session today with the Centre for Accessible Learning (CAL).
If you have any trouble accessing a session, please check the schedule to make sure that the link is correct and that the session is still going ahead as planned.

Resources for Students

Library Services has created a student guide to using Zoom, which can be shared in your courses: https://algonquincollege.libguides.com/zoom/students. Videos will be added soon.
The Library is also offering two online Zoom workshops today that students may wish to attend:

• How to use Zoom to meet online: 
  • 9am – 10am (https://algonquincollege.libcal.com/event/3545348)
  • 4pm to 5pm (https://algonquincollege.libcal.com/event/3545349)

More workshops will be added next week for students.

Looking for weekend support?

We will continue to monitor the LTS email account over the weekend. This is the best way to contact us on Saturday and Sunday if you need assistance and support.
We will try to respond to everyone within 24 hours, when possible. We appreciate your understanding and patience during these challenging times.

Click here to download the latest FAQ from Human Resources.

Please see this note highlighting recommendations for social distancing in the workplace.

In order to access the College network from off-campus, it will be necessary set up access to the Virtual Private Network (VPN). 

Do I always need VPN when I am off campus?

The college has several applications that you can access from any off-campus location as long as you have an internet connection. These applications include:

–        Algonquin email

–        Office 365: Outlook, SharePoint, OneDrive, Word, Excel, PowerPoint, etc.

–        Brightspace

–        ACSIS (Student use)

–        Salesforce (Student use)

Common applications that require VPN for remote access include:

–        Workday

–        Salesforce (Employee use)

–        Sharepoint (pre-office Office 365 version)

–        GeneSIS

–        Network Folders

–        Courses using applications accessible only via VPN

A crisis or traumatic event can trigger overwhelming emotional responses. People are affected in their hearts and minds which can undermine healthy communities and social relationships at home and at work. As we hear more about the spread of COVID-19 around the world, it’s important that you understand how we can support you.

Employee Assistance Program (EAP)

Click here to be taken directly to the Employee Assistance Plan webpage.

• 24/7 confidential access to professional support to help employees manage stress, anxiety, grief, financial concerns, and much more
• Connect to support by phone, video, or chat anytime, anywhere
• Vast library of online resources for coping with trauma, building resiliency, self-care, managing change, and much more

 What to do if you are stressed because of the news

If you’re feeling nervous about the coronavirus, you’re not alone. Being concerned and empathetic about this outbreak is normal. However, you may experience feelings of discomfort, impacting concentration, productivity and even disrupting sleep patterns.

What you can do to feel better

• Stick to the facts as communicated by public-health agencies or medical professionals. Instead of reading every article and going to every website, staying offline for a period can be beneficial. If you’re concerned, sites that include accurate information include the World Health Organization, the Public Health Agency of Canada, Ottawa Public Health and the official government public health websites for locations abroad.
• Try and keep it in perspective. Social media and news outlets can amplify misinformation. Keep in mind that there’s a concerted global effort to try and contain this virus, and the World Health Organization is maintaining a webpage with answers to common questions.
• Follow prevention tips to stay healthy. Washing your hands often and properly is the single most effective way to stop the spread of disease.
• Practice stress and anxiety management. There are many proven ways to reduce stress and anxiety: getting enough sleep, balanced diet and hydration, exercise, talking about your fears with others, meditation, and more. Find the self-care practice that works for you.
• Seek help from your Employee Assistance Program (EAP). You have access to professional assistance and resources 24/7 – from connecting with a counsellor to learning how to meditate, find confidential help that can help you move forward.

Building resiliency in times of uncertainty

We are living in a complex world with change all around us. Naturally, this can make you feel uncertain or fearful about the present and future. The good news is that resiliency – the ability to thrive in times of change and uncertainty – is learned, and you can start building your resilience today. Use the tips below to take on a more flexible, resilient mindset.

• Accepting what’s out of your control. Focusing on that which you have no control over will leave you feeling frustrated and exhausted. There are certain circumstances or decisions that are not in your power to control. Let go of them. Doing so will help you move on and focus your energy more positively. Remember: though you may not be able to change these realities, you can change how you respond to them.
• Embrace change. There will always be change. Instead of concentrating on the disruptive aspects, take a flexible approach and accept that change is a fundamental part of life that can also bring opportunities and positive outcomes.
• Staying focused on the big picture. It’s easy to get so wrapped up in the details of an event that you blow it out of proportion. Avoid “catastrophizing” and focus in on the real (or most realistic) impact. Looking at it from a broader perspective can help you more accurately assess its significance.
• Maintain a positive attitude. Resilience doesn’t mean you have a positive feeling about every negative situation. It means that despite something going wrong you believe you can and will do your best to deal with the situation and move forward.
• Connecting with others. Having people around you with whom you can share feelings, discuss problems and receive advice is an essential part of weathering life’s storms. It’s also important to reach out for help when you feel overwhelmed by a situation.

Access your Employee Assistance Program (EAP) 24 hours a day, 7 days a week at workhealthlife.com.

If you are sick, you should stay home, regardless whether you are concerned about COVID-19. It is best to stay at home and recover from being sick before coming to campus.

Ottawa Public Health provides information to help you determine whether you should self-isolate or not, based on your travel history and symptoms.

The novel coronavirus (COVID-19) can cause very mild to severe illness consisting of fever, and/or cough, other upper respiratory tract infection symptoms and difficulty breathing (shortness of breath).

• If your symptoms are MILD
  • Call Ottawa Public Health at 613-580-6744 or your health care provider.
  • Call your health care provider or a walk-in clinic prior to visiting them in person.
• If your symptoms are SEVERE
  • Contact your Health Care Provider first (if available).
  • If you cannot reach your Health Care Provider, go to the Hospital Emergency Department and pay attention to special signage.

The College may consider such reimbursements for cancellation of College related activities outside of our usual policies, on a case-by-case basis. If you have incurred such personal expenses, you should notify your School / Department (Chair / Manager) and retain any proof of loss (receipts) for the expenses. Your Chair / Manager can advance the request on your behalf for consideration.

Updated (March 15, 2020, 7 pm):

All employee and student international travel is suspended, effective immediately. Persons currently abroad are required to respect the 14-day quarantine requirements identified by Public Health Agencies upon their return. This remains in effect until further notice.

Based on instruction from the Ontario government, only business-critical out-of-province, and/or international travel requests that adhere to the Government of Canada’s travel health notices will be permitted for our employees.  The College’s policy for international travel coincides with the latest advice from Public Health and Global Affairs Canada and the current policy position of the College is that travel to any Level 3 or Level 4 destinations due to COVID-19 AND any other destinations listed by Me, as uninsurable, will not be approved. At present, travelers should ensure that trip cancellation coverage is available through airlines or otherwise, if it is not provided under their own travel insurance plans. College International Travel policies are continually being assessed to respond to a rapidly changing international landscape.

The purpose of this resource page is to provide faculty with support for the alternative delivery of course material. It is a collection of resources for alternative delivery of content and methods of assessment.

The collective agreements remain in effect and employees should refer to the collective agreements if they have any concerns regarding work practices or working conditions.

Note: The right to refuse work relates to equipment, machines, devices, things or the physical condition of the workplace, if an employee has reason to believe that it is likely to endanger themselves or another worker.  Please visit the Occupational Health and Safety website for additional information.

Yes. In the event of high rates of absenteeism, employees may be required to perform other duties and responsibilities required to provide needed services for our students. 

Employee’s duties are not necessarily restricted to what is written in the job description. Employees are entitled to be paid the appropriate rate of pay for the performance of duties which are outside their normal level of responsibilities.

Employees will not be asked to perform duties that they are not qualified to perform.  As part of the College’s Pandemic Plan, department heads have been encouraged to cross train employees to ensure adequate backup is available for critical functions.

Yes. Efforts to minimize contacts between large groups of individuals (referred to as “social distancing”) will become an important element in the prevention of the spread of infection.

Employees who have made arrangements with their managers to work from home should implement these measures, effective immediately. Employees who may be able to work from home but have not yet made these arrangements should stay at home and contact their managers starting Monday March 16th to confirm these arrangements.

• Full time employees will receive regular pay.
• Part-time, sessional and partial load employees will receive their current pay rates.
• Part-time support and administrative employees will be paid for their regularly scheduled hours.

Make sure to connect with your immediate manager for work details as the college remains open. Your manager should be outlining the expectations for work deliverables during this time. All college policies should be adhered to in the same manner as being in the workplace.

In circumstances where there are serious staffing shortages, managers have the authority to cancel leave requests.

Employees who have made arrangements with their managers to work from home should implement these measures, effective immediately. Employees who may be able to work from home but have not yet made these arrangements should stay at home and contact their managers. 

• Full time employees will receive regular pay.
• Part-time, sessional and partial load employees will receive their current pay rates.
• Part-time support and administrative employees will be paid for their regularly scheduled hours.

Make sure to connect with your immediate manager for work details as the college remains open. Your manager should be outlining the expectations for work deliverables during this time. All college policies should be adhered to in the same manner as being in the workplace.

At this time, Algonquin College will not require a doctor’s note to substantiate COVID-19 illness.  However the college continues with regular practices with regards to medical substantiation for other illnesses and accommodations, including, but not limited to, disability and family status.   Employees are required to maintain regular contact with their manager to assess their ability to return to work and follow public health requirements.

Employees who think they have been exposed to someone with COVID-19 should first contact Ottawa Public Health for guidance and take extra care to follow personal hygiene and other preventative measures as outlined in the COVID19 information site.

If you have been advised to self-isolate by a physician or Ottawa Public Health, then follow these instructions. Employees must inform their manager and advise where the guidance to self-isolate originated from. 

Employees may be expected to work from home.  Each case will be decided upon on a case-by-case basis in consultation with your manager.  

All employees who are able should be working from home after having an email or telephone discussion with your manager. 

The College is continuing to monitor the changing situation.

There are several types of leaves that employees can utilize and recognizing the current emergency status, the College may grant time over and above those outlined in the respective collective agreements and terms and conditions of employment.  A new leave code may be created in Workday for this purpose.  More information will be provided shortly.

Alternatively, where appropriate, arrangements may be made to work from home subject to the agreement of the immediate manager.

Part-time employees may receive compensation for the scheduled, but unworked, shifts after conversation with the immediate manager.

See also the Employment Standards Act and Employment Insurance for leave options. 

Yes, if your job responsibilities are compatible with working from home, and you have your immediate manager’s approval. Managers will clearly outline expectations and deliverables.

Please ensure you communicate with your manager to determine your next steps for remaining at home and avoiding non-essential travel, as per the guidance from Public Health.

The employee will be told by the health professional who made the diagnosis.  Additionally, the College will be regularly providing updates to employees in terms of when employees can return to regular work at the campuses.

Any abuse of these special arrangements may result in disciplinary action.

Yes, during a pandemic outbreak, employees may have their work location temporarily changed to another location on campus, in some cases, to their homes or experience a temporary change in regular working hours. The manager will determine whether working at home is feasible.  Employees temporarily assigned to another location should be returned to their normal work place as soon as possible, consistent with operational needs.   

If employees believe they are at high risk, they may make a request to remain at home/work from home.  Please contact your manager to discuss options.

Guidance will be role specific.  Each case will be dealt with on a case-by-case basis considering individual circumstances and applicable legislation.

Employees who are ill should remain at home and off work. 

Employees are expected to maintain regular contact with their manager.  When an employee is capable of resuming work, whether remotely, or on campus if appropriate, they should advise their manager and/or the Disability Management Specialist.  This applies should the employee require accommodation or not.

Should an employee present at work with visible signs of illness, the general practice should be for the employee to return home. As a manager, your role is not to diagnose an employee who is showing signs or symptoms of an illness.  You may discuss your concern with an employee and determine whether it is appropriate for them to continue working.  The employee should be in touch with Ottawa Public Health and follow their instructions should they believe they are affected by COVID-19. 

Full time employees who are advised to self-isolate by their physician or Ottawa Public Health in accordance with Public Health guidelines are entitled to Short-term Disability leave as stipulated in College policies and collective agreements (articles 8 for Support Staff and article 17 for Academic Staff).  Additionally, refer to Article 12 and 21 for Support Staff and Academic Staff respectively for personal leave with or without pay.    

Part-time employee who are advised by their physician or Ottawa Public Health that they must self-isolate in accordance with Public Health guidelines, the college will, as an exceptional measure, pay the individual for regularly scheduled shifts until May 1, 2020.

Additionally, employees should explore their options for government programs at https://www.canada.ca/en.html

• Shipping and Receiving are functioning but internal deliveries will be delayed. If you are expecting a delivery and it is urgent, you may go to A182 to collect your package or contact us to discuss options for a scheduled delivery.
• Internal mail delivery has stopped until further notice. We continue to receive mail from Canada Post that will be sorted but it will not be delivered to your individual offices. You are free to go to A182 to collect your mail at any time between 8:00 am and 4:30 pm.
• Canada Post continues to collect outgoing mail. If you have external mail that needs to be sent, please deliver it to A182 and it will be processed.
• Central Shipping, Receiving and Mail Services is open from 8:00 am until 4:30 pm, Monday to Friday. This may change subject to other College guidance.

Based on market research completed, the College is recommending a cap of $150 plus tax for academic staff to equip themselves with webcams which include microphones as well as headphones. Faculty are asked to buy these items themselves and submit an expense report through Workday. You will need to set up VPN to access Workday from off-campus. See the ITS Help Centre (link to https://www.algonquincollege.com/coronavirus/faq-staff/) for instructions.

The College will also reimburse employees for out of pocket expenses related to COVID-19. Expenses will require approval by the employee’s manager and must now be coded to their own home cost centre, with appropriate backup, and can be charged to cost centre 760N. 

The Employee Reimbursement Program for Interim Work from Home Arrangements has also been created to respond to employee concerns regarding incidental expenses incurred in order to effectively work from home during the COVID-19 pandemic, and public health guidance surrounding staying home, physical distancing and the government regulations surrounding essential services.  

Reasonable direct incremental costs for telecommunications and additional internet capacity and services are included. Examples would include reimbursement of specific business related to long distance charges (landline or cellular), or incremental internet package costs for an employee who has had to increase their basic internet package to accommodate minimum speed requirements. Claims for incremental internet costs (new package monthly cost less old package monthly cost) must be justifiable based on minimum requirements and would not normally include premium level internet packages. Please also note that many internet service providers have temporarily waived any surcharges for excess data consumption.

Reasonable amounts for small dollar purchases (<$200) for office supplies and typical office accessories are included. Examples would include pens, paper, sticky notes, monitor stands, armrests, mouse pads, document holders, footrests, and laptop accessories that improve functionality of small office equipment.

All claims for reimbursement are subject to budget holder approval and should only include typical expenditures that would be allocated to office supplies, internet service or telecommunication costs.

To obtain reimbursement, please complete an expense report in Workday and attach a copy of the receipts with your expense report. Claims for long distance charges should be supported by a copy of the phone bill with the charges to be claimed clearly identified. Claims for internet costs should clearly identify on the monthly bill(s) the difference between previous charges and new monthly charges.

Information on how to complete an expense report can be found on the Workday home page in the Employee User Guides section. Select the Guide titled Create Expense Report – Non-Travel or click here.

If you are unable to submit an expense report due to connection issues, you may send a copy of your receipts to your supervisor. Your supervisor will then forward your receipts along with the cost center and account coding to payroll (payroll@algonquincollege.com) for input into Workday. Once approved, payment will be made to you by direct deposit within 1-2 weeks.

If you have any questions or concerns, please contact James Pede, Manager, Operational Accounting at pedej@algonquincollege.com.

Peer-to-Peer Community Support
LTS has compiled a list of faculty who are prepared to offer support to their colleagues in the following areas:

• Brightspace
• Zoom
• Online Assessments
• Online Activities and Engagement
• CSI Revision
• Meeting Your Course’s Contribution to the Program

These faculty members have generously volunteered their time and expertise to provide a community of peer-to-peer support, which can be accessed here: https://www.algonquincollege.com/lts/peer-to-peer-community-support/. Note that faculty have identified how and when to contact them – please be considerate of their preferences.

This community webpage will be updated as more peers join as mentors, and faculty are encouraged to check it often for new information.

If you would like to join this peer-to-peer community as a mentor and volunteer your time and support, please sign up by emailing lts@algonquincollege.com. Your generosity, expertise, and experience will be extremely valuable to your colleagues and the entire College community. 

Out-of-Country (OOC) Coverage Changes (read the PDF here)

When the COVID-19 situation first emerged, Sun Life had announced administrative exceptions for out-of-country claims effective February 1, 2020.  As the situation is rapidly evolving, these practices will be changing.

For employees who are leaving Canada to travel on or after March 18, 2020, the administrative exceptions announced in February will not apply. This is in-line with the Government of Canada’s efforts to prevent non-essential travel and repatriate Canadians traveling abroad.

The following will not be available under the out-of-country travel benefit for employees on or after March 18^th:

• Coverage of any expenses during and after a period of quarantine (directed by a doctor or public health official), unless the plan member shows symptoms of or has tested positive for COVID-19

In order for emergency medical services and expenses to be eligible for coverage, employees must meet the definition for “medical emergency” and “emergency services”.  “Medical emergency” is defined as an acute illness or accidental injury that requires immediate, medically necessary treatment prescribed by a doctor and “emergency services” as any reasonable medical services and supplies, including advice, treatment, medical procedures or surgery, required as a result of an emergency.  These definitions have not changed.  Sun Life will treat a medical emergency resulting from COVID-19 in the same way as any other medical emergency outside of Canada.

Employees who are currently abroad, but not in quarantine and cannot return home will continue to have access to out-of-country coverage up to the 60-day limit under the Plan.  After this time, they will not have out-of-country coverage.

If an employee or their dependent needs the immediate attention of a doctor for a medical emergency, they must contact Allianz for assistance:

In the USA and Canada call:  1-800-511-4610

From anywhere else:            1-519-514-0351

Fax:                                   1-519-514-0374

Allianz is available 24 hours a day, 7 days a week. 

Dedicated Plan Member COVID-19 Webpage

An email was sent out on behalf of Jacques Goulet, President of Sun Life Canada, to all plan members regarding a dedicated Sun Life webpage for COVID-19. Plan members can refer to this page for updates regarding COVID-19, along with resources for staying healthy and informed, and how to weather market volatility.  Colleges may refer their employees to the webpage, or directly to Lumino Health.  Lumino Health has launched a stress and anxiety explorer to help employees find information, resources and solutions that are relevant for them.  This can help employees understand stress and anxiety, find resources and support, and discover Canadian mental health partners that offer resources and solutions.

Plan Sponsor COVID-19 External Website Launch

To ensure that plan sponsors remain up-to-date on the changing landscape of COVID-19 and the impacts of this pandemic on the Plans, Sun Life created a new website – http://sunlife.ca/sponsorcovid19.  Sun Life is committed to keeping this webpage up to date as quickly as possible as more information is available.

Please see this ITS website for instructions on “How to forward your work phone to an alternate number.”

Read here for a fact sheet on how to self-isolate: https://www.publichealthontario.ca/-/media/documents/ncov/factsheet-covid-19-how-to-self-isolate.pdf?la=en

Please see this downloadable guide from ITS.

Download the following PDF from Human Resources.

If you have technical support questions, please contact ITS Service Desk by email at 5555@algonquincollege.com or by phone at 613-727-4723 ext 5555. The College is making a concerted effort to support you in delivering online learning.

Visit the ITS Coronavirus Resources page for more information and support material.

Please see the following:

Zen4Ten
Make Working from Home More Successful
LIFT – Virtual Fitness Provider
Resources for Parents: Working from home with kids

The ITS Client Care Services department continues to be available to assist with any technical difficulties you may experience. However, we recognize that online learning increases the number of technical problems that can occur. Specifically, some issues may be associated with your Internet connection at home. If there is a problem with your home Internet, we encourage you to call your Internet Service Provider. To assist you with determining if you should call your Internet Service Provider or Algonquin College Client Care Services, we have provided some troubleshooting information on our ITS online knowledge base here.

Visit here for an update on CAL services and academic accommodations, which includes additional CAL-specific FAQ.

Recently, there has been significant media coverage on a topic called Zoom Bombing. There are different iterations of this problem but a common one would be the interruption of a Zoom session by a participant not originally invited to the session. These interruptions include conduct that would be considered a violation of our Respect in the Workplace policy and may be presented to the other participants verbally, via their video feed or sharing of screen content.

It is recognized that with the increase in Zoom usage across the globe, the amount of media coverage and scrutiny will increase as well. This often causes panic amongst the public. In an effort to address any concerns, our AC website includes several guides authored by the ITS department that contain information to help users minimize the threat of Zoom Bombing and conduct secure Zoom sessions in general. The collection of materials include:

• How to Prevent Zoom Bombing
• AC Zoom Security and Privacy Guidelines for Faculty
• AC Zoom Security and Privacy Guidelines for Employees

These downloadable documents can be accessed by clicking this link to our Zoom Tips and Resources webpage.

We are continuing to monitor the situation and will update these resources as additional security measures are identified and properly vetted.

If you have any concerns or questions, please contact the ITS Service Desk via ext. 5555 or send email to 5555@algonquincollege.com.

COVID-19 is placing a significant financial burden on our students, and the College has already seen an increase in the number of applications for support. Those wishing to make a donation to the student emergency fund can do so online at: https://www.algonquincollege.com/advancement/donate

At this time only employees who are deemed “critical” are permitted on campus.  When deemed safe by Public Health, the college may implement alternative work schedules, flex time, staggered shifts or alternative work arrangements. 

Employees who have made arrangements with their managers to work from home should implement these measures, effective immediately. Further determinations regarding work from home capabilities and critical employees to sustain College operations, will continue to be communicated to all impacted.   

Full time employees will receive regular pay until further notice

Depending on the nature of their employment contract and whether the work is continuing, Part-time, sessional, partial load employees will receive their current pay rates until May 1, 2020.^.

Part-time support and administrative employees will be paid for their regularly scheduled hours or until May 1, 2020, depending on the nature of their employment contract and whether the work is continuing,

Make sure to connect with your immediate manager for work details.  Your manager should be outlining the expectations for work deliverables during this time.  All college policies should be adhered to in the same manner as being in the workplace. 

During our Fall 2020 term, only specific students and employees will be permitted to be on our campuses — when necessary — as part of their work and learning activities. A limited amount of people will be allowed on campuses at any given time.

In an effort to mitigate Zoom bombing, Zoom has implemented changes for various categories of licensed users on April 5, 2020. Because the College uses an Enterprise license, these changes were not automatically enforced. This provides time for Enterprise users to perform the required impact assessment and conduct a proper roll-out.

ITS has completed our impact assessment and will be implementing the following default security changes to all registered Zoom user accounts effective Monday April 20, 2020.  These settings apply to meetings scheduled through Outlook, Brightspace, and the web portal.  

• Password protection on all Meeting IDs (ON)
• Waiting Rooms on all Meeting IDs (ON)

What is Zoom bombing?

There are different iterations of this problem but a common one would be the interruption of a Zoom session by a participant not originally invited to the session. These interruptions include conduct that would be considered a violation of our Respect in the Workplace policy and may be presented to the other participants verbally, via their video feed or sharing of screen content.

How do the new security settings for Zoom affect me?

As a meeting organizer or host, there will be a minor impact to the way you facilitate your meetings. Your participants will see a new Password field in their meeting invitations but will only be required if they join without using the ‘Join Zoom Meeting’ link in your invitation.  When hosting a meeting, your participants will reside in a virtual waiting room prior to actually joining where you can admit participants one by one or all at once when ready.  This gives you an opportunity to look over those attempting to join your meeting prior to admitting them.  For more details please refer to the following video tutorials:

• Password changes – https://youtu.be/t6W3XZ2KAqo
• Waiting Room changes – https://youtu.be/ySas2Rgi6yA

We recognize that in some cases, there may be good reasons for turning these features off. Therefore, we have allowed users to change them on your personal profile at https://zoom.us/signin.

What do I need to do to prepare?

You should always ensure you are using the latest version of the Zoom app.  For desktop Windows and MacOS users, you should log into your Zoom app and check for updates by going into Settings then Check for Updates, the latest version is currently v4.6.10 released April 7, 2020.  If you use the Outlook plugin, simply close and reopen Outlook which will trigger the auto update or visit http://zoom.us/download and select the Download button under ‘Microsoft Outlook Plugin’, currently v4.8.2 released April 8, 2020.  Mobile users should make sure their Google Play Store or Apple App Store are properly checking and maintaining updates for all their apps.

Are there additional support resources available?

ITS has developed a Zoom Tips and Resources webpage – which includes recommended best practices to help secure your future Zoom meetings.  For all other questions or inquiries, please contact ITS at 613-727-4723 x5555 or 5555@algonquincollege.com. 

Zoom also has available free training webinars, videos, and tutorials available on their website at https://zoom.us/docs/en-us/covid19.html.  ITS will also have staff available during business hours available to answer your Zoom related questions at https://algonquincollege.zoom.us/my/its.zoom.assist.     

• Ergonomic Tips & Tricks for employees working from home 
• Avoiding injury in your home work space 

The Employee Reimbursement Program for Interim Work from Home Arrangements has also been created to respond to employee concerns regarding incidental expenses incurred in order to effectively work from home during the COVID-19 pandemic, and public health guidance surrounding staying home, physical distancing and the government regulations surrounding essential services.  

Reasonable direct incremental costs for telecommunications and additional internet capacity and services are included. Examples would include reimbursement of specific business related to long distance charges (landline or cellular), or incremental internet package costs for an employee who has had to increase their basic internet package to accommodate minimum speed requirements. Claims for incremental internet costs (new package monthly cost less old package monthly cost) must be justifiable based on minimum requirements and would not normally include premium level internet packages. Please also note that many internet service providers have temporarily waived any surcharges for excess data consumption.

Reasonable amounts for small dollar purchases (<$200) for office supplies and typical office accessories are included. Examples would include pens, paper, sticky notes, monitor stands, armrests, mouse pads, document holders, footrests, and laptop accessories that improve functionality of small office equipment.

All claims for reimbursement are subject to budget holder approval and should only include typical expenditures that would be allocated to office supplies, internet service or telecommunication costs.

To obtain reimbursement, please complete an expense report in Workday and attach a copy of the receipts with your expense report. Claims for long distance charges should be supported by a copy of the phone bill with the charges to be claimed clearly identified. Claims for internet costs should clearly identify on the monthly bill(s) the difference between previous charges and new monthly charges.

Information on how to complete an expense report can be found on the Workday home page in the Employee User Guides section. Select the Guide titled Create Expense Report – Non-Travel or click here.

If you are unable to submit an expense report due to connection issues, you may send a copy of your receipts to your supervisor. Your supervisor will then forward your receipts along with the cost center and account coding to payroll (payroll@algonquincollege.com) for input into Workday. Once approved, payment will be made to you by direct deposit within 1-2 weeks.

If you have any questions or concerns, please contact James Pede, Manager, Operational Accounting at pedej@algonquincollege.com.

See AC’s mask etiquette guide.

Please see the following resources:

• Hand washing
• Hand sanitizing

Please download/visit AC’s guide to Coughing Etiquette.

Algonquin College will suspend its mandatory masking policy for the majority of the College and academic programming, effective June 1, 2022.

Masking will continue to be required for any program where a regulatory body requires a masking mandate..  Please check with your program coordinator to be sure.