Telecommuting Guidelines

You can access your email from anywhere, either by using Outlook online at email.ecuad.ca, or by using a supported mail app such as Outlook desktop or Apple Mail.

The ECU phone system will not work reliably off campus. Please forward your phone before leaving each evening in case you will not be able to come back. We are working on a way to forward for you if you forget but have not yet resolved this.

To forward from a softphone;

●Go to MiCollab -> Preferences

● Go to General -> My Numbers

● Add your target phone number there with the area code

○ There is no need to preface with a ‘9’

● Go to Manage Status and you can add your target phone number to the “Working

from home” status.

● Change your status to “Working from home” before you leave to turn on the

forwarding

To forward from a 5330e handset;

● Press the blue application key

○ A menu of options will show

● Press the call forwarding key

● Enter the destination number

● Press the activate key

Please note when you forward your ECU number you lose the ability to see where the call

originates. Your voicemail will also be forwarded to your destination number.

If you do not forward your phone, you can check your voicemail by listening to the attachments sent to your e-mail inbox by the phone system.

You may also access your voicemail off-campus by calling 604-630-4568. When you hear the greeting:

● Press * extension number *
● Enter your PIN
● Follow the prompts
If you need to reset your PIN, please contact IT Help.

If you have an ECU-issued laptop, you will be able to connect to the DeptShare drive once you log in via the ECU virtual private network (VPN). If you are using a personal computer, you can access the ECU google drive for anything you have saved there.

You are responsible for the safe and secure handling of all proprietary and other information taken off-site or accessed from home. FOIPPA obligations to protect personal information still apply: do not store student information (including student names, email addresses, and student IDs) or any other personal information on cloud services such as Dropbox or Google Drive. Use only your ECU email address to send and receive files. If you bring any university files or paper records home, ensure the records are stored in a safe and secure location. When you return to work, bring all the files back.

If using a personal computer or laptop, do not keep university files indefinitely. As a precaution, delete files when you no longer need them.

Only ECU-issued computers, using VPN, will be able to access Colleague. Once you have logged into VPN, access Colleague with your browser as you normally would at the office.

https://ecu-production.colleag...

Using VPN on a Mac

On your Mac, choose the Apple menu on the top left of the screen, choose System Preferences and click on Network. Staff laptops supplied by ITS have the VPN preferences pre-loaded, you’ll see them on the sidebar of the Network preferences.

Use “EmilyCarrVPN”. In case your ECU laptop doesn't have EmilyCarrVPN, a configuration file can be sent to you.

Type your ECU e-mail username (without @ecuad.ca) and your ECU email password.

Click on “Connect” and you’ll see the light turn green and a connect time is displayed.

You can check the box to “Show VPN status in menu bar” for easy access to turn VPN on or off. The VPN icon on the menu bar looks like this.

When you connect to the VPN the menu bar icon displays the amount of time you have been connected. Don’t worry if you see (2) entries for the “EmilyCarrVPN” in your list, it is a known bug.

Using VPN on Windows

● Open the FortiClient program.
● Click on “REMOTE ACCESS”.
● Enter your email username (without the @ecuad.ca part) and password and click “Connect”

You can connect to myEC when you are connected to VPN, or not. You can log into myEC from any computer using a browser (myec.ecuad.ca).

You will be asked to sign in with your myEC username and password. For most people, your username is the same as your email username (without @ecuad.ca). The password is different from your mail password as this is a separate account.

Depending on your role, you’ll be able to access different information from Colleague here. If you need to reset your myEC password go to this location with your browser: starthere.ecuad.ca.

Meetings can be conducted virtually via phone or Zoom. You may also use other tools you may be familiar with such as Skype or Google Hangouts. Please keep in mind that these are U.S based tools and therefore any recordings would be outside Canada. The CTS team supports Zoom and can help you set up your meeting or set you up with an account.

Please contact ithelp@ecuad.ca for either request. Zoom recordings are stored in Canada and are therefore B.C. FOIPPA compliant.

When working remotely, employees should remember their obligations under the B.C.

FOIPPA legislation. Access to anyone’s personal information is on an as-needed basis only.

Personal Information must not be kept indefinitely on non ECU-issued equipment.

The use of ECU supplied and owned computers/laptops is preferred for a temporary work-from-home arrangement. This may take the form of laptops permanently assigned to an employee as their work computer, a laptop from a pool of departmental laptops that is returned when not in use, or an ECU computer taken home and left at home.

If you need to access systems that require VPN connection (Colleague or file share, for example) you must use ECU-supplied equipment. It is possible to use your home personal computer to access webmail, Google calendar and Google docs. Please remember not to use Google storage for any student information.

If you use your home personal computer and you need to upgrade your security or other systems this will be at your own expense unless the department agrees otherwise.

Employees approved for a temporary work-from-home arrangement are responsible for providing a suitable off-site workspace at their own expense.

Our obligations as an employer under the Occupational Health & Safety Regulation and the Workers’ Compensation Act extend to the workplace of an employee, including when they are working remotely. Please adhere to the following when implementing telecommuting arrangements.

1. Telecommuting employees are responsible for providing a suitable and secure off-site workspace at their own expense. The home workspace must be formally determined to be satisfactory by the supervisor before the employee may perform duties.

2. For safety reasons, telecommuting employees cannot meet with coworkers or work clients at their home, or provide their home phone number or address for contact to conduct work from home. Communications must be through the ECU email and phone number (that may be forwarded to their home) or office address.

3. The home workspace is considered an extension of the university’s workplace. Thus, it is subject to and governed by applicable Workers’ Compensation Act, its associated regulations, and WorkSafe B.C. Telecommuting employees are expected
to comply with safety as well as normal reporting requirements for any work-related accident or injury.

4. The university can provide the employee with the information necessary to ensure that the workspace is safe, ergonomically suitable, and complies with relevant requirements. A home office safety checklist can serve as a resource for managers and employees, and may be incorporated into a telework agreement.

Prior to commencing telework, review the ECU policies and department policies on privacy and confidentiality. Review all policies and checklists with the employee prior to the employee commencing the temporary work from home arrangement.

You are responsible for the safe and secure handling of all proprietary and other information taken off-site or accessed from home. FOIPPA obligations to protect personal information still apply: do not store student information (including student names, email addresses, and student IDs) or any other personal information on cloud services such as Dropbox or Google Drive.

Use only your ECU email address to send and receive files. If you bring any university files or paper records home, ensure the records are stored in a safe and secure location. When you return to work, bring all the files back.

If using a personal computer or laptop, do not keep university files indefinitely. As a precaution, delete files when you no longer need them.