August 28, 2020 | 12:15 pm
Faculty Mentor Session: Using Canvas Analytics Thoughtfully
Used wisely, data from your online course can help you keep track of your students’ progress, and help you and your students track participation in your course learning community. Join us to learn more about how to use Canvas’ New Analytics and Threadz to support teaching and learning online.
Date: Thursday, September 3rd
Time: 3:00 pm PST
Register for this session
April 21, 2020 | 2:30 pm
Ignoring “Productivity Pressure” During the Pandemic
In case you missed it, the Chronicle of Higher Education published an article advising us all to slow down, recognize that our lives and careers have changed forever, and prepare to adapt, emotionally and spiritually, to this new world.
April 9, 2020 | 5:31 pm
Tenure Clock Extension
The University and the Faculty Association have agreed to provide a 1-year tenure clock extension for all current tenure-track faculty members. The extension will be effective July 1, 2020 and automatically applied to both reappointment and tenure review schedules. The extension will not apply to any faculty members whose review for reappointment or tenure/promotion is currently in progress (e.g., those whose files were submitted in September, 2019).
April 7, 2020 | 3:40 pm
The Faculty Meeting currently scheduled on May 7th from 1-3 pm will take place virtually. We will be using Collaborate Ultra via Canvas, which functions similarly to Zoom except that it allows a larger number of participants. Approximately one week before the meeting, Michael Wilkinson will be distributing the agenda and documents, which will include details for connection via Canvas.
Faculty and Staff Recruitment Processes
In addition to introducing Remote Work Arrangements, the university is adjusting its recruitment processes as part of a COVID-19 response. Information about the updated approach for various phases of the recruitment lifecycle is posted here: educ.ubc.ca/covid-19/hr-questions
UBC Parking Permit Fees
UBC Parking is waiving short-term parking and parking permit fees on both the Okanagan and Vancouver campuses until April 30, 2020. Staff and faculty do not need to contact UBC Parking to request a suspension of payroll deductions as this will be addressed automatically. Permit holders who have prepaid for parking permits will be contacted once parking fees are reinstated for a refund or credit and do not need to contact UBC Parking.
The Government of Canada is working with provincial and territorial governments and is seeking volunteers to help in the following areas:
- Case tracking and contact tracing
- Health system surge capacity
- Case data collection and reporting
If you or someone you know are interested in applying to be a National COVID-19 volunteer, more information is available here: emploisfp-psjobs.cfp-psc.gc.ca/psrs-srfp/applicant/page1800?poster=1437722&toggleLanguage=en. Deadline to apply is end of day April 24.
April 3, 2020 | 5:22 pm
Changes to Zoom for Increased Security
UBC has recently completed a Privacy Impact Assessment in support of the approval of Zoom for Teaching & Learning and Administrative use. As you may have seen or heard, there are a number of articles relating to Zoom security and best practices. UBC Legal has confirmed the privacy and information security requirements for Zoom in their recently completed Privacy Impact Assessment. In response to concerns, Zoom has made some configuration changes, and UBC has also made changes to comply with the recommendations in the Zoom Privacy Impact Assessment. A summary of the changes are below… read more
Changes to Zoom Default Settings:
- Screen Share – By default, only the Host can share content. For details on how to approve others to share content, see UBC IT website’s Zoom webpage at it.ubc.ca/services/teaching-learning-tools/zoom-video-conferencing/zoom-privacy-and-security-settings
- Chat Auto-Save – By default, chat auto save is now off
- Guest Identification – All guests will show in the participants list with an orange background behind their names
- Blur Snapshot – By default, the iOS task switcher is blurred when shared
- Cloud Recording – Due to FIPPA regulations, Cloud Recording has been turned off without an option to be enabled. Local Recordings to a personal device (i.e. laptop) will still be available
- Audio Notifications of a Locally Recorded Meeting – Participants connected to the computer audio or by telephone will hear a notification each time the recording is started, paused, resumed from being paused, or stopped
- Phone Number Masking – Phone numbers of users will be masked in the participant list, for example: 888****666
These default settings are to provide better security. We encourage you not to change default settings unless absolutely necessary for your ability to run an effective video conference.
Prevent Zoom Bombing
You may have heard of a practice called Zoom bombing where unintended attendees disrupt scheduled Zoom meetings. To prevent Zoom bombings, please use the following best practices:
- Avoid sharing meeting links on social media or public outlets
- Avoid using Personal Meetings ID (PMI) to host public events – Your PMI is a persistent meeting room and people can pop in and out all the time
- Manage Screen Sharing – To prevent random people from taking over sharing, restrict sharing to the host
- Manage Participants
- Lock the meeting – By locking the meeting after the meeting has started, no new participants can join.
- Remove unwanted or disruptive participants
- Disable video – Hosts can block unwanted, distracting, or inappropriate gestures on video
- Mute participants – Hosts can block unwanted, distracting, or inappropriate noise from other participants
- Introduce a Waiting Room – The Waiting Room is a virtual staging area that stops your guests from joining until you?re ready for them.
For full details and best practices to ensure secure and effective video conference sessions, please visit the UBC IT website Zoom webpage at it.ubc.ca/services/teaching-learning-tools/zoom-video-conferencing
If you have any questions about Zoom, please contact our Audio Visual Help Desk at firstname.lastname@example.org or 604-822-7956.
Associate Vice President Information Technology & CIO, UBC-Vancouver
(Forwarded by Dr. Natasha Boškić, ETS, UBC Faculty of Education)
April 2, 2020 | 4:45 pm
Secure Zoom Accounts
For UBC teaching, learning and meetings, Zoom accounts should have ubc.zoom.us in their address. As such, they have extra security and are not limited to 40 minutes as is the case with free zoom.us accounts. To set up a Zoom account, send a ticket to AV (email@example.com). UBC has a strict process whereby all new account requests are reviewed to ensure they are only for UBC employees. Under that basis the directory produced inside Zoom is fully compliant with FIPPA.
For those of you who have already created zoom.us accounts using your UBC email address, please send a ticket to AV (firstname.lastname@example.org) and ask them to transfer your free zoom account to the UBC license. (This transfer will not work if you used a personal email address.)
Please note that UBC Audio Visual Services will provide support for meetings that are scheduled using Zoom or Skype for Business, helping with orientation, set-up and/or initial assistance with users. The request for support can be sent to email@example.com with the details about the meeting: day, time and preferred tool. After receiving a request, AV will confirm their availability and discuss the details and specific requirements, if any. They will be in the virtual meeting room 10 minutes prior of the meeting start.
Some additional safeguards for using Zoom are described in this article: blog.zoom.us/wordpress/2020/03/20/keep-uninvited-guests-out-of-your-zoom-event.
As always, if you encounter any phishing attempts, please forward (with the email as an attachment to show all header information) to UBC IT Security.
Call Forwarding from UBC to Home or Cell Phone
To set up call forwarding from your UBC desk phone to your home or cell phone, submit an IT Ticket through Service Now. UBC IT will respond and confirm that an account has been setup for you at myphone.ubc.ca (which can only be accessed with a connection to the UBC network or via VPN) and provide you with a User ID and password, whereby you can turn on/off call forwarding.
Working from Home
Please refer to Working from Home: Temporary Set Up Guide by Abigail Overduin, Ergonomics Program Lead.
Faculty of Education Administrative Directory
The new Faculty of Education administrative directory (updated as of April 1st) is now available. Any corrections and updates for the next quarter should be sent to firstname.lastname@example.org.>
March 23, 2020 | 4:45 pm
Several people have asked questions relating to study leaves. Faculty Relations has confirmed that, if a study leave is postponed due to COVID 19, the year(s) at work is counted towards the next leave. This direction is also supported by Faculty Association. This exception to normal processes has been created to help with the current crisis; once the crisis passes, normal procedures will resume.
Please note that information about other types of leave is forthcoming.