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Employee FAQs
There are several actions that can be taken to help reduce the risks of being 'Zoom-Bombed'. Although there is no guarantee that implementing these actions will prevent the most sophisticated attacker, they will greatly reduce the likelihood of an attack and increase the effort required to do so.
- Registration and Password: If your session requires public advertisement, consider leveraging a registration process accompanied with a session password. The password, along with the session details can be shared once registration is complete. This will minimize the risk of attackers scanning public forums for session hyperlinks, allowing them direct access to the session.
- Webinar: If it's preferable that only the host share content throughout the session, consider utilizing a Zoom Webinar instead of a Zoom Meeting. This will allow you to further control attendee participation, including muting and unmuting attendees. By default, all attendees will join in listen-only mode.
- Security Features: Zoom has recently launched a Security button, where many security features are readily available at the click of a button. Please ensure you have the most up to date version of Zoom. The options below can be used to reduce the risk of 'Zoom-Bombing':
- Screen Sharing: Disable the option that allows participants to share their screen. More granular settings can be found under 'Advanced Sharing Options' by clicking the arrow beside the 'Share Screen' button. To avoid unauthorized screen sharing, consider enabling the 'Only Host' can share option.
- Enable Waiting Room: This will allow the host to admit single users or all users at the same time. This is more feasible for smaller sessions, or sessions that require registration. Only admit those users that are registered or known.
- Chat: Disable the option that allows participants to chat. This will restrict users with malicious intent that want to spread profanities via the chat function.
- Lock Meeting: If your session is underway, and you want to restrict further participants from joining, consider locking the meeting.
- Rename Themselves: Some users may attempt to rename themselves with some profanity in their username. To avoid this, you can restrict users from renaming themselves.
- Remove Participant: Should you need to remove someone, you can do so either by clicking on their name in the participants tab (click 'Manage Participants'), or via the 'Security Button', under 'Remove Participant'.
If you have any questions, do not hesitate to reach out to the Cyber Security Team at IT-Security@centennialcollege.ca.
To access your mailbox from an off-site location:
- Dial the access number 416-289-5200
- Press # to identify you have a mailbox on the system
- Enter your mailbox number#
- Enter your password, followed by #.
Please note that employees are asked to not use the Out of Office feature so that students and external contacts are aware you remain available.
Student facing employees’ voicemail
Thank you for calling Centennial College. You have reached…(Name department). All campuses and learning sites, including our libraries and computer labs, are closed until further notice, and I am working (or teaching) offsite. Please regularly check our COVID-19 INFORMATION CENTRE on the Centennial College website as well as your myCentennial email for important up-to-date information. I remain committed to your success and continue to regularly check my voicemail and email. Please feel free to leave a message and I will get back to you as soon as possible.
General voicemail message
Thank you for calling Centennial College. You have reached...(Name department). All campuses and learning sites, including our libraries and computer labs, are closed until further notice and I am working offsite. Please regularly check our COVID-19 INFORMATION CENTRE on the Centennial College website for important up-to-date information. I continue to check my voicemail and email while working offsite. Please feel free to leave a message and I will get back to you as soon as possible.
Outlook signature line
All campuses and learning sites, including our libraries and computer labs, are closed and employees are working offsite until further notice. Please regularly check the Centennial College’s COVID-19 INFORMATION CENTRE for important up-to-date information.
To access your computer from an off-site location you require VPN access.
Requests for VPN Access need to be approved by your immediate manager and submitted to IT helpdesk. It can be set up easily at home with a set of instructions that will be supplied by the helpdesk upon request.
Helpdesk will continue to be available for staff requiring IT assistance via phone or email. Please contact the helpdesk at helpdesk@centennialcollege.ca for assistance. Helpdesk hours will continue to be 24/7 for the foreseeable future.
All laptops requested through the Business Continuity process are expected to be distributed by 4 PM on March 17. Should you still have critical delivery laptop requirements following this date, please advise the business continuity team (Hubert or Rakhi) and we will strive to make appropriate arrangements.
For employees who are leaving Canada to travel on or after March 18, 2020, the following administrative exceptions will apply under the emergency out-of-country travel coverage. This is in line with the Government of Canada’s efforts to prevent non-essential travel and repatriate Canadians travelling abroad:
- No coverage for any expenses during and after a period of quarantine (directed by a doctor or public health official) 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.” A 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 (available 24 hours a day, 7 days a week) for assistance:
In the USA and Canada call:1-800-511-4610
From anywhere else: 1-519-514-0351
Fax: 1-519-514-0374
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.
Questions?
If you have questions about the changes described here, please contact your Benefits Administrator at benefits@centennialcollege.ca.
With the exception of the Student Residence at Progress Campus, all Centennial College facilities are now closed. However, access to campus buildings is available to College employees conducting essential work, such as payroll, equipment loans, lab demonstrations, etc. Employees who have the approval to work on campus (see Before You Arrive below) may access our buildings between 7 am and 7 pm using the entrances listed below. While on campus please practice responsible health measures, including frequent hand washing and social distancing, and ensure you limit your access to only essential requirements for business continuity.
Before You Head In
- Your Vice President or Associate Vice President must send an email to security@centennialcollege.ca with your name/names and dates, times and room or area you will be accessing.
- Remember to bring your Centennial ID.
Entering the Campus
When you arrive, you will be required to check-in at the Security Desk at the entrance before proceeding. The following doors will be unlocked from 7 am to 7 pm:
- Progress Campus L Block: Library Main Entrance
- Morningside Campus: 200 Level North Entrance
- Ashtonbee Campus: B Block Entrance
- Story Arts Centre: Main Entrance
- Downsview Campus: Main Entrance
It is imperative that you check in with Security staff upon entry so that they know who is on campus and where. Security will be conducting regular safety checks throughout the buildings. Please exit the building using the same doors. In addition, please do not “piggy-back” on other people’s passcards so that, if needed, Security can identify where everyone is in the building.
During this time, parking gates at our campuses will remain open Monday to Friday from 7 am to 7 pm. Thank you for your understanding and continued cooperation.
While the College remains closed for the COVID-19 pandemic, shipping and receiving hours will be 9 AM to 2 PM, with limited resources. For questions or concerns:
Phone: Sharon Crummey, 416-289-5000, ext. 7154
Voicemail messages are check every 30 minutes from 8 AM to 4 PM, Monday to Friday.
Email: sokeefe@centennialcollege.ca cc: tgangoo@centennialcollege.ca
Every Thursday, a member of our mailroom goes to our Canada Post outlet to pick up the College’s mail. Staff sort the mail and distribute letter mail it to Progress Campus areas every Thursday, and to the other four campuses every Friday. Deliveries to our learning sites are made upon request. Packages and boxes are being dating and stored in the shipping area while the College remains closed. Mailroom staff take any outgoing mail (i.e., from Finance and Enrolment services) to the Post Office on Thursdays.
No, all planned and scheduled project work, including internal moves, furniture moves and campus-to-campus moves are suspended until further notice. All planned interior renovations and non-essential maintenance work have been suspended until further notice. Any furniture that was on order will be put on hold with the vendor and not received at the College until further notice.
The College has contacted vendors to put all previously ordered furniture and product on hold. Deliveries and installations will be delayed until further notice.