PLAN FOR FALL 2020 TRANSITION - PHASE III - AUGUST 18, 2020 - COLLEGE OPERATIONS GUIDE FOR FACULTY AND STAFF
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COLLEGE OPERATIONS GUIDE FOR FACULTY AND STAFF PLAN FOR FALL 2020 TRANSITION - PHASE III AUGUST 18, 2020
College Operations Guide for Faculty and Staff: COVID-19 Phase III: August 1 to December 24 Clickable Table of Contents INTRODUCTION ..................................................................................................................................4 WORKING REMOTELY ........................................................................................................................5 Laptops for Faculty and Staff .............................................................................................................5 Equipment Lending Procedure for Faculty and Staff .........................................................................5 Borrowing a College Computer or IT accessories ..........................................................................6 Borrowing Office Furniture and Accessories .................................................................................7 Returning Computers, Furniture or Accessories ...........................................................................7 ACCESS TO THE COLLEGE ...................................................................................................................7 COVID Access Form ............................................................................................................................7 PREVENTATIVE MEASURES ................................................................................................................8 Fall Re-entry Preparations .................................................................................................................8 Cleaning..............................................................................................................................................9 Physical Distancing ............................................................................................................................. 9 Hand washing ...................................................................................................................................10 Wearing of a Mask ........................................................................................................................... 10 Common Areas.................................................................................................................................10 EMERGENCY PROTOCOL ..................................................................................................................11 COURSES DURING PHASE III .............................................................................................................11 Course Modalities ............................................................................................................................ 12 Features of Fall 2020 Calendar ........................................................................................................12 Detailed Calendar............................................................................................................................. 13 Assessments .....................................................................................................................................13 IT Support for Students ....................................................................................................................14 Regular Academic Activities and College Operations ......................................................................14 College and Academic Policies .........................................................................................................15 Faculty Communications ..................................................................................................................15 Continuing Education .......................................................................................................................15
SERVICES ..........................................................................................................................................16 Finance .............................................................................................................................................16 Human Resource Services ................................................................................................................16 Information Technology (IT) ............................................................................................................16 Octopus for IT Help Tickets ..........................................................................................................16 Student Services ............................................................................................................................... 16 Communications .............................................................................................................................. 17 Strategy and Planning Services ....................................................................................................17 Media and Marketing Services ....................................................................................................17 VTV Services .................................................................................................................................17 Web Services ................................................................................................................................ 18 Social Media Services ...................................................................................................................18 CONTINGENCY PLANS FOR DEPARTMENTS .....................................................................................18 QUESTIONS ......................................................................................................................................18 APPENDIX A – Emergency Protocol .................................................................................................19 APPENDIX B – Scanning Disclaimer ..................................................................................................21 APPENDIX C - Signage ......................................................................................................................22
INTRODUCTION
On June 16, 2020 the MEES announced its Plan de la rentrée en enseignement supérieur
2020. This Plan outlined some key objectives for all CEGEPs planning for the Fall 2020
semester:
A hybrid model of teaching maximizing in-person activities
Enhanced support for student retention and success
Measures to ensure the safety of faculty, staff and students
To achieve these broad objectives, colleges were requested to:
Maximize presence at the college, particularly for new students and those requiring
specialized services
Ensure 100% of staff have ‘access’ to the college
Adapt measures for students with special needs
Maximize use of classrooms and labs
To ensure the safety of faculty, staff and students:
Maintain a physical distance of 1.5 meters while seated in classrooms and offices
Implement strict cleaning and hygiene measures
Develop an Emergency Protocol in the event of a second wave
The Vanier College Fall 2020 (Phase III) Operational Plan below includes information on a wide
range of topics. Obviously, this Operational Plan needs to be flexible to respond to an evolving
situation. It must also be designed to maintain the safety of our faculty, staff and students as a
major priority, in addition to maximizing the academic success of our students. While Vanier
College intends to respect the aspirational goals of the Plan de la rentrée en enseignement
supérieur 2020, it will do so in a manner that reflects our particular reality and primarily within
the Academic Continuity Plan already developed. This Vanier Plan currently incorporates a
range of on-campus presence from minimal to 60%, depending on the program.
To support an increasing presence of students on campus, more staff will also be required to be
physically present. You will note that while 100% of staff will have access to the college, working
remotely will continue to be a reality in all divisions. Each Director will determine the level of in-
person/telework required by staff in their respective areas. Requests to work remotely must be
submitted to supervisors/managers and approved by Deans/Directors.
Masks will be required at Vanier College in the Fall of 2020. Staff and students will be required
to wear masks while on campus in all public areas or in other areas where a two-meter
distance cannot be maintained. Masks are NOT required in classrooms, labs or office areas
where the 1.5-meter distance can be maintained. The College will be providing two (2)
washable masks to each employee. Students will be required to bring their own mask. You will
be able to purchase additional masks at the bookstore.
The Emergency Protocol has been finalized and the details can be found in the flowchart in
Appendix A of this document.
Should you have any questions or concerns please contact Arianne Sara Duchesne at
duchesna@vaniercollege.qc.ca.I would like to thank all those who have worked diligently over the past several months to prepare the Fall 2020 Operational Plan. I would also like to take this opportunity to thank the entire Vanier Community for your professionalism, perseverance and dedication over the past several months in dealing with this crisis to ensure the success of our students. Together we will succeed. I wish you all a very restful, enjoyable, extremely well-deserved summer vacation!! Best Regards, John McMahon Director General WORKING REMOTELY During Phase III, between August 1 and December 24, requests to work remotely must be submitted to your immediate supervisor and will then be approved by your Director or Dean, following which the Facilities Department will be notified. The Facilities Department also need to be notified about who will be working at the College and exactly what space they will be occupying, to ensure a safe working space (see Access to the College). Laptops for Faculty and Staff For the Fall 2020 semester, if you are approved to maintain your primary work location at home, we will be making it a priority to offer a computer to staff and teachers that do not have a computer at home. Based on the overall demand by faculty, staff and students we may offer a laptop or request that you bring home your office desktop. Priorities will be reviewed as the situation evolve during the semester. If the laptop is not sufficient for your purposes, we will, upon approval, allow your office computer to be taken home. Should you need to return a borrowed laptop, please follow the instructions below. In exceptional situations, your Director/Dean can authorize you to bring your chair to your approved primary work location outside of the college Equipment Lending Procedure for Faculty and Staff Requests for any equipment or furniture to be brought home should only be made by staff/faculty who already have their director’s/dean’s approval that their primary work location will be outside of the College. Below is the procedure for how teachers and staff can borrow equipment in preparation for the fall semester.
Equipment currently eligible under the COVID-19 Lending Program of Vanier:
Desktop computer
Laptop
Monitor (only if you do not have access to a desktop computer to borrow)
Keyboard
Mouse
Chair (from your office)
All borrowing of equipment is managed through the Octopus system,
https://vaniercollege.octopus-itsm.com. Instructions below.
Borrowing a College Computer or IT accessories
There is a very limited quantity of monitors so they will only be provided for users with no
possibility of bringing their desktops home.
Because of quantity limits, priority for IT accessories will be accorded to faculty teaching in Fall
2020.
Please follow the procedure outlined under the scenario that best describes your situation:
A. I want to borrow IT equipment
1. Visit Octopus at https://bit.ly/vanier-it-lending , complete and submit the form.
2. IT will authorize your request and send you instructions on how to book your
arrival date/time on campus (expect a reasonable delay of 3 business days).
3. Prior to coming to campus:
i. Complete the College Access Form here: https://bit.ly/vanier-covid-
access
4. Arrive on campus at the date/time you selected and:
i. Check in with security at the main entrance, F-200
ii. Go to E-406 to pick up your Equipment
*A cart will be available that you can use.
*Note that if you currently have a College laptop on loan, and want to borrow your office computer,
you must return the laptop as per instruction below
B. I am currently borrowing a college computer and would like to keep it until December
2020
If you are authorized to work from home, you may continue borrowing it until the end of
the Fall 2020 semester.Borrowing Office Furniture and Accessories
Chair
1. Visit Octopus at https://vaniercollege.octopus-itsm.com, then under “New
Request/Facilities/ Furniture request” complete and submit the form.
2. Facilities will authorize your request and send you instructions on how to book
your arrival date/time on campus (expect a reasonable delay of three business
days).
3. Prior to coming to campus:
i. Complete the College Access Form here: https://bit.ly/vanier-covid-
access
ii. Arrive on campus at the date/time you selected and retrieve the
accessory form your office; you must report to security before leaving.
Returning Computers, Furniture or Accessories
Simply bring your equipment back to the IT Center in E-406. Return your furniture to your office
and advise your supervisor that you have done so.
Anyone not specifically authorized to primarily work from outside the College must return the
equipment previously borrowed under the COVID Lending Program.
ACCESS TO THE COLLEGE
COVID Access Form
In order to be able to identify who is present at any time and closely track any evolution in the
health status of anyone accessing the College, the COVID Access Form must be filled out
on a daily basis prior to arriving on campus. The form is online and simple to use. It
includes the Health Self declaration and the Agreement to Distance/Hygiene Code of Conduct
required for everyone’s safety. It is important to note that Vanier Security has been instructed
that this form is a strict requirement to enter any buildings on campus.
You can access the form directly via this link: http://bit.ly/vanier-covid-access or by entering
help.vanier.college in any browser from home or from your smartphone on your way to the
college. You can also type “Vanier COVID” in Google and access the form via the COVID-19
page of our website.
To make access to this form easy, we suggest you keep a copy of this message in your device
or bookmark the COVID Access Form in your browser.
As of August 24th, the College will have six (6) designated entrances with security guards. The
three (3) accesses in the main building will be the main entrance (F200), A200, D169
(entrance to the cafeteria, reduced mobility), G-Building, H-building and, finally, the main
entrance to the N-building.
Card scanners will be installed at all of those entrances. You will be asked to scan your Vanier
ID card to access the building. By scanning your card and entering the building, you will beconfirming the terms and conditions you agreed with on the COVID Access Form (see
Appendix B). This will help Security keep track of who is at the College. Those entrances will
also be equipped with computers in case someone forgets to fill-out the College Access Form
prior to coming to the College.
You will be asked to disinfect your hands every time you enter a building.
PREVENTATIVE MEASURES
Following identification of risks associated with possible contamination in the context of COVID-
19 in the College, it is important to implement the preventative measures recommended by
public health and occupational health and safety specialists. These preventive measures will be
applied to reduce the risk of transmission of COVID-19.
These measures are based on the principles of the exclusion of symptomatic people from the
workplace, physical distancing, hand washing, respiratory etiquette, the wearing of a mask /
face cover and the maintenance of hygiene measures with respect to equipment, tools and
surfaces.
Posters reiterating the hygiene measures to be followed are up in all entrances. Respiratory
etiquette posters are also displayed in strategic locations throughout the College and hand-
washing posters are installed in all washrooms (see Appendix C).
Free standing hand sanitizer dispensers will be located at all entrances and some will be
located at strategic locations throughout the College. Everyone entering the College is required
to disinfect their hands.
Step-and-Pull devices were installed on washroom doors to minimize contact with handles.
Plexiglas sheets have been installed at service points such as the Student Services Offices,
Registrar, the library, the Sport Complex counter, etc.
The use of the elevators will be restricted to people with reduced mobility and the Service and
Maintenance Team. Please note that there can only be one (1) person at a time in any
elevator.
Fall Re-entry Preparations
In preparation for the fall re-entry, the College is carrying out the following actions:
Replacing existing HVAC MERV 10 filters with MERV 13 throughout the College and as
recommended by ASHRAE.
Decreasing classroom occupancy when possible to respect physical distancing as per the
Health Ministry.
Maintaining dampers open at 100% with continuous running of HVAC systems.
Prohibiting the use of window- and wall-mounted air conditioning units and portable fans with
direct airflow.
Restricting the use of certain small, closed unventilated spaces.Cleaning High-traffic and high contact surfaces areas in hallways and common spaces will be disinfected during the day in addition to what is already done in normal times by the cleaning company. Students and teachers must disinfect their workstations once the class is over. Wipes or disinfectants with paper towels will be provided in classrooms and laboratories. Physical Distancing COVID-19 is spread by droplets from an infected person, whether symptomatic or not. To avoid the spread of the virus, everyone must always practice physical distancing of a minimum of one and a half (1.5) meters while seated and two (2) meters while moving. If you are unable to respect physical distancing to perform a given task, you must wear a mask. This includes all common areas, hallways, staircases, etc. All contacts such as handshakes and embraces are to be avoided. Floor markings will be installed in front of all the service areas to ensure that two-meter physical distancing is respected when students have to line-up. These include Security, the Registrar’s Office, Admissions, Student Services, sports complex counters, the library, the bookstore, and Jake’s café. Classrooms now have a maximum occupancy determined by their surface area. They will operate at reduced capacity to allow students and teachers to respect 1.5-meter physical distancing. Exceptionally, in some practical laboratories where physical distancing cannot be respected due to the nature and requirements of the program, a mask and eye protection must be worn at all times for the duration of the course. The cafeteria in the D-building and N-building, along with the Jake’s, have a limited amount of seats available to ensure that physical distancing is respected. Chairs and benches have been taped down. We ask that you only sit at open seats that are not taped. You will also notice that the outdoor furniture is wrapped in caution tape. The red benches allow for one (1) person to sit, while the round picnic tables allow for two (2) people, seated face-to-face. Study space and computers will be available to students. The seating arrangements in those locations are already determined to ensure physical distancing. You will notice, for instance, that a lot of seats have been removed in the computer laboratories and the library. In washrooms, sinks have been blocked to allow physical distancing. Note that the number of bathroom stalls have also decreased to ensure there is no bottleneck created by the decreased number of sinks. We ask that you please wait outside of the washrooms if they are ever at capacity. Rooms that are too small to allow physical distancing are off-limits. These include the club rooms, certain music practice rooms, the interfaith room, etc. They will be identified with an out-of-order sign.
Hand washing
Wash your hands frequently for at least 20 seconds with warm water and soap, mainly:
• When arriving at the premises
• When hands are physically soiled
• Before and after a meal
• Before and after a break
• Before going out to smoke and on your return
• After handling objects or touching shared surfaces
• Before and after each visit to the washroom
Use an alcohol-based antiseptic product (60%) if you do not have access to soap and water.
Washing your hands frequently and properly is one of the most important steps in
reducing the contagion.
Wearing of a Mask
As per government directive, the wearing of a mask or face covering that covers the nose and
mouth is now mandatory in enclosed or partially enclosed public spaces for people age 12 and
over. You must bring your own mask to school and you can be denied entrance if you do not.
The bookstore will be selling masks.
This regulation is applicable in all common areas; hallways, washrooms, cafeteria, Jake’s Mall
(Student Mall), office kitchen, service points, etc. Once seated/static at your
office/desk/workspace, you are allowed to remove the mask if you can respect the 2 meters
physical distancing (1.5 meters in classrooms), and if your workspace is not in a common area.
Please note that the wearing of a face cover does NOT replace the following measures:
Hand washing
A minimum of one and a half (1.5) meters while seated and two (2) meters while moving
Isolation at home if you are sick
https://www.quebec.ca/en/health/health-issues/a-z/2019-coronavirus/wearing-a-face-covering-in-
public-settings-in-the-context-of-the-covid-19-pandemic/
Common Areas
Dedicated cleaning teams will regularly clean surfaces and doorknobs.
1. Respect all floor markings identifying space physical distancing.
2. Gatherings or group activities are allowed as long as the two-meter distancing
between people is respected.
3. The picnic tables outside on the campus grounds may be used as long as the one and a
half (1.5) meter distancing between seated people is respected.
4. Breaks, including lunch, should respect physical distancing.
5. No sharing of food or kitchen utensils.
6. No sharing of tools or equipment without disinfection.
7. All common surfaces must be disinfected by the user after use.
8. No personal belongings can be left in any locker overnight.
9. Water fountain use is restricted: the use of water fountains, other than for filling water
bottles, will not be permitted.EMERGENCY PROTOCOL An emergency protocol has been put in place in the event that someone from the Vanier Community gets infected with COVID-19 (see Appendix A). Please note that if you are experiencing flu-like symptoms while at the College, we ask you to leave the premises and go home. Please send an email to the Vanier Security at security@vaniercollege.qc.ca and call the Health Authorities at 514-644-4545. If you test positive for COVID-19, you must let security know by sending an email at security@vaniercollege.qc.ca and the College with activate the emergency protocol with the tracing procedure. The areas identified where the infected person was will be closed and disinfected. The people identified as being close contacts (medium and high risk) will be contacted individually by the College and requested to self-isolate and call the Health Authorities. Update messages will be sent to the community throughout the process. Please note that if you are not contacted individually, you will not be requested to quarantine. The contact information of the people that have been around the confirmed case less than two (2) meters away for more than 15 minutes will be shared with the health authorities. You will need to follow the health authorities’ instructions and quarantine for 14 days. Note that Vanier College will also ask proximity contacts - people who have shared the same room for more than an hour (low risk) - to get tested as an added precaution. Access to the College will be granted after a negative test result or after 14 days. For instructions on home isolation, click here. Upon coming back to College after quarantine or a negative test, when you answer yes to the question #4 of the College Access form, you will be asked if you have tested negative and will be able to submit your test results, if available. Please note that you are not allowed on campus if you are asked to self-isolate by the health authorities, even if your test results came back negative. For a list of testing centres, click here. COURSES DURING PHASE III In preparation for the Fall, we encourage individual teachers, departments and programs to think ahead and develop solutions specific to their courses and disciplines, should the College be forced to close for a quarantine period of two weeks or until the end of the semester, or at any point during the semester. Emergency stages having ended, the primary objective for Fall is to offer and meet the objectives for students related to Vanier’s credited programs and courses, while respecting public health guidelines and paying particular attention to students in their first semester as well as to those who may be faced with learning difficulties. To address this aim - whether online, at the college, in the classroom or in accessing various services - implement approaches to create relationships, a sense of belonging and a caring environment for the students. A crucial element of the pedagogical relationship and the learning process is frequent feedback. For all the information on ensuring academic continuity, the Academic Continuity Plan under
COVID-19 will be available at an online Faculty Hub that is being developed.
Course Modalities
To prepare a schedule to meet pedagogical needs while meeting health and safety
requirements, as well as individual situations and needs of students and teachers, we
established a choice of four course modalities.
Online Asynchronous: Online asynchronous courses are prepared as a guided path for the
students to follow, at a semi-controlled pace. There may be assigned hours to the course, to be
used to facilitate access to teacher support. Typically, this modality includes:
Hard deadlines for major assignments and assessments
A lot of flexibility for the student to organize and complete the learning activities
according to their schedule
Online Synchronous: Online synchronous courses may combine synchronous activities with
some asynchronous activities and may not require the use of all class hours on the schedule.
Typically, this modality includes:
A scheduled meeting time to conduct live lectures, discussions, group work, etc.
A requirement that all students be available to be attend classes via a videoconference
tool
Blended: Blended courses combine activities done face-to-face in the classroom and
asynchronous activities. The number of students who may attend the class at a given time will
depend on the size of the group, the classroom assigned, and the health and safety protocols.
Departments where this approach is used are asked to contact their Dean and Arianne
Duchesne, Vanier’s Health and Safety Manager to establish or validate their protocols.
Traditional: Traditional courses require in-person attendance as per the schedule. Students will
meet with teachers on campus on the specified day and time. These courses will strictly follow
directives of the public health authorities.
Departments where this approach is used are asked to contact their Dean and Arianne
Duchesne, Vanier’s Health and Safety Manager to establish or validate their protocols.
Features of Fall 2020 Calendar
Following a recommendation from Academic Council, the Board of Directors approved a revised
2020-2021 Academic Calendar on June 16, 2020. A major change was the addition of a Study
& Assessment Week (October 13-16). The objectives of this initiative are:
To schedule mid-term assessments (procedure available as of August 17)
o If this option is used for a class, the equivalent time must be cancelled from class
time the previous or following week
To offer students study time for assessments planned the following week or time for
longer projects
To cover other possible needs beyond the academic concerns linked to student success
To offer faculty preparation time and correction time, mid-semester
To offer additional professional development opportunities and pedagogical workshops
To plan institutional committee meetings and program activitiesSince August 17, procedures from the Registrar’s Office are available for
Requests to increase scheduling for in-person activities of blended courses as per
course outlines.
Requests for scheduled assessments during the study and assessment week; and
Requests for other potential activities, such as student tutorials.
Procedures will also be available for students to book space in computer labs or designated
classrooms for individual work or online classes.
Detailed Calendar
Considerations must be made for the challenges that students will be facing throughout the Fall
2020 semester. Many will be transitioning from high school or starting CEGEP as adult
students. They will have to adjust to the College system and, for some, to very different
approaches to learning.
Students will have a schedule consisting of courses offered using a variety of course delivery
methods and techno-pedagogical tools. Some will have very challenging schedules. They will
access services on campus or from home.
It is very important to ensure clear and detailed expectations. To that end, a detailed calendar of
activities, akin to a roadmap to achieving the objectives, must be included in the course outline
to support the time management challenge and help students act autonomously towards their
learning.
The PSI Toolkit provides course planning information that can help define teacher activities and
the development of a course outline. To access the toolkit, visit
https://vanier.moodle.decclic.qc.ca and follow this procedure:
Click the red Login with O365 button
Enter your Vanier credentials
Scroll to Teaching Resources & Sandboxes
Click Online Learning Toolkit
Scroll down to find Self enrolment (Student)
Enter enrolment key: toolkith20
In addition, blended or online learning are very different from face-to-face learning, and come
with heightened needs for close guidance, a sense of belonging, attention to the teacher-
student relationship, and building a community within the virtual classroom space.
If synchronous activities are planned, be sure to plan them at the regular class meeting time
and, if possible, record them and make them accessible to students. Virtual office hours may be
held at different times throughout the day. Office hours should be communicated in your course
outline.
Assessments
In-person evaluations will be possible for online courses during the Study and Assessment
Week (October 13-16) and during the Evaluation and Examination period. To respect the 15
weeks of classes, teachers who plan exams during the Study and Assessment Week must plan
a week’s break in their schedule before or after that week.IT Support for Students
Since most students will need to be able to attend classes via a videoconference tool, they will
also need access to a computer. Below are ways for students to access computers and related
equipment:
Purchasing a laptop. If students do not already have a dedicated computer at home that they
can have regular access to, the college will encourage them to purchase a suitable laptop that
includes a built-in webcam and microphone. Since the needs may differ depending on your
program, IT recommendations to consider are available here: http://itss.vanier.college/covid19.
Financial support for purchasing a laptop. The government is working on a new student loan
program for the context of the Fall semester and we will share the information on the website as
soon as the College has the details. If students need information on the various financial aid
options, they can contact the Financial Aid Office: https://www.vaniercollege.qc.ca/student-
services/financial-aid-office
Use of computer labs. The College will make available several spaces on campus that will be
equipped with computers. Students will be able to reserve a spot in advance so that they can
have the opportunity to work on course work.
Borrowing a college laptop. If it is not feasible for students to purchase their own laptop, even
with the financial aid options, and the nature of their courses require them to have a computer at
home, the college has a very limited number of laptops which can be lent to students in need
upon recommendation from Student Services.
Regular Academic Activities and College Operations
Following the College closure on March 13, 2020, many college dossiers were put on hold
during the pandemic to prioritize academic continuity and student success. Although College
activities will not be completely back to normal, we must collectively work on pursuing important
College priorities that in the long term will affect students, staff and the College.
The following items and committees will be reactivated and expected to be completed in the
next year:
IPESA revision (Board approval planned for December 1st, 2020)
Strategic Plan and Student Success Plan
Academic Council committees, including the IPESA committee, Educational Technology
and ICT Committee and a new committee on Cheating and Plagiarism
Departments and Program committees are also expected to follow annual timelines for the
application of the Program Management Policy, work plans and consultations.
Multiple consultations are planned for the fall, as are compulsory training sessions. Employees
and departments should plan time for these. They include:
Consultation on the new building (Devis 6000 – between August 17 and 28)
Consultation on IPESA (August to October)
Consultation on the Strategic Plan and Student Success Plan
Sexual violence prevention training (Knowledge One)
Emergency protocols trainingCollege and Academic Policies
Some College policies may require adjustments to this plan.
Faculty Communications
All major College communications to staff, teachers, and students and information from the
MEES are compiled on this page: https://www.vaniercollege.qc.ca/coronavirus/.
The Academic Continuity Plan and regular information will be updated in a centralized Faculty
Hub on the College website in Fall 2020. The details will be available in August. Any questions
or concerns from teachers should be sent to their Faculty Dean.
Students are receiving messages in Omnivox, through Communications. They can ask
questions using the covid19questions@vaniercollege.qc.ca address. A Student Hub section of
the College website will also be created for the fall semester.
Continuing Education
Continuing Education Pedagogical Counsellors will liaise with teachers in order to define course
modalities (blended, traditional, and asynchronous). Resulting schedules and guidelines will be
communicated to both teachers and students. Teachers will be able to liaise with their
respective ContEd Pedagogical Counsellor, as follows:
Tsifoina Andriamanantena: Early Childhood Education, Software Applications Specialist,
Web & Database Programming
Ye Tian: Audio Recording Technology, Computer Assisted Drafting
Angela Vavassis: DEC courses in Continuing Education, Computerized Financial
Management, Damage Insurance, Skills for the Administrative Assistant,
In addition, the Pedagogical Counsellors and Technicians will continue improving the delivery of
online information sessions and the application process for ACSs, via automation features for
participant registration, questionnaires, admissions, etc.
Please note that some courses will be offered partially at the main campus or at the Parc-Ex
Campus. Some groups will be divided into sub-groups when the activities will be done face-to-
face in the classroom in order to respect social distancing measures. To this purpose, we are in
the process of setting up classrooms and labs.
The Language School and courses for the community will also be offered following the same
principles. CPR/First Aid courses have been delivered on campus, following Ministerial health
guidelines.
The Recognition of Acquired Competencies (RAC) program will primarily occur online in the
Fall, though some meetings and evaluations between content specialists and candidates may
take place at the College. Staff seeking information on RAC services in the fall and the various
modalities being employed can contact Lara Read, RAC Pedagogical Counsellor.SERVICES
Finance
All services offered to the community by the Finance department will be performed either at the
college or remotely during Phase III. The counter will be reopened for students, employees and
clients who wish to pay their invoices in person (schedule TBD). For a list of the financial
services being offered, click the link below:
https://www.vaniercollege.qc.ca/files/2020/03/Finance-Services-for-Staff-Faculty.pdf
Human Resource Services
As of the Fall 2020 semester, all services to faculty and staff will be available both on-line and in
person. With the exception of the recruitment process where in-person interviews will be
prioritized, most services to the Vanier community will continue to be provided on-line. In-person
meetings with representatives from HRS will be possible but by appointment only. No drop-in
services will be available until further notice.
For details as to whom to contact for what services, please follow this link:
https://www.vaniercollege.qc.ca/human-resources/contact/who-do-i-contact/.
Information Technology (IT)
Vanier College IT Support Services offers urgent or immediate remote support for staff and
faculty. This is web-based video conferencing tool with a local, desktop client and a mobile app
that allows users to meet online, with or without video. Click the link below:
http://itss.vanier.college/vanier-itss-remote-support/
Hours of operation:
Monday to Friday
9:00 am – 4:00 pm EST
Octopus for IT Help Tickets
A reminder that all IT support requests need to be submitted via Octopus as this ensures that
we properly track and help you: http://help.vanier.college.
Student Services
During the upcoming Phase III, students on and off campus will be able to benefit from services
and activities in-person or virtually. A grid outlining services for students and contact
information can be found on the Student Services section of the Vanier website. Please note
that Phase II is in effect until August 1st and that the Phase III grid will be available to consult as
of August 3rd.
Student Services will be offering a remote Orientation. The digital platform will be available to
new students as of August 3, 2020. Modules will include video capsules and print-information
introducing student to CEGEP, providing tips for online learning, offering basic tutorials on
online platforms, and giving a summary of various academic and non-academic support
services. Throughout the 3-week period, Student Life will also be hosting live events (ex. Speed
Friending, Kahoot and Q&As) to help students connect from afar. More details are available onthe Orientation website: https://www.vaniercollege.qc.ca/orientation/
With the recent announcement from the Minister of Sports, it is anticipated that athletic practices
and competition will resume in the Fall semester, following the sports federation guidelines. The
return to play will be in collaboration with the Vanier Athletics Department.
Your safety and wellbeing are important to us, and as such, our plans and protocols will evolve
as the public health situation evolves. In the weeks prior to classes beginning, more details
about how services and activities can be accessed, along with established protocols will be
shared. Visit Vanier Student Services for more information.
Communications
Communications will continue to deliver the following services, in person or at a distance,
always respecting the guidelines provided by the health authorities.
Strategy and Planning Services
Developing communication plans and strategies to support the strategic orientations of
the College
Overseeing the organization of major College events.
Editing and proofing documents and presentations
High school visits (presence at high schools – depends how the guidance counsellors
plan their events; might be online)
Organizing events
Arranging Student-for-a-Day visits
Managing the Vanier Open House
Media and Marketing Services
Planning and implementing activities pertaining to media, public relations, publicity (both
internal and external), advertising and marketing
Advising on the marketing and branding of the College and specific programs
Writing and distributing news releases and internal releases
Publishing Intercom
Meeting with and interviewing various persons or students as they relate to news items
and media releases
Assisting with internal and/or external publicity for various events, activities or
announcements.
Advising on and coordinating advertising and marketing of programs and events.
VTV Services
Planning and coordinating videos
Writing scripts
Coaching and mentoring students
Editing videos
Managing the VTV YouTube account, monitoring activity, providing support to
departments and programs Filming at events
Interviewing teachers/students/guests
Web Services
Updating department/program websites
Creating new website
Creating and testing new plugins
E-mail marketing
SEO for all websites
Preparing reports for marketing campaigns
Setting up forms; preparing new forms
Finding new services to add to our platform (by request)
Adding events to the events manager platform; overseeing event calendar posts,
adding/changing events
Advising staff/faculty on what new features they need and implement it on the website
Website updates, analysis, research, design
Resolving technical issues
Training on WordPress, Omnivox
Developing guidelines
Preparing digital displays to be shown on campus
Social Media Services
Monitoring activity, additions/changes of information on Omnivox
Managing social media accounts, monitoring activity, providing support to departments
and events
Online promotion
CONTINGENCY PLANS FOR DEPARTMENTS
All administrative departments have submitted a contingency plan that will allow them to
provide basic services to the Vanier Community if their department is compromised due to
absences linked to COVID-19.
For the academic sector, this implies that a course given on campus can be transferred online,
if need be. This information must be clearly stated in the course outline, as per guidelines in the
Academic Continuity Plan. Departments are also being asked to document a plan to ensure
continuity in case one or more teachers are ill and cannot fulfill their teaching responsibilities for
some time. These plans should be discussed and approved by the respectivedeans.
QUESTIONS
Should you have questions about any aspect of this guide please contact your director
or dean. You may also send questions to bhattacm@vaniercollege.qc.ca.APPENDIX A – Emergency Protocol Also available online.
APPENDIX B – Scanning Disclaimer
APPENDIX C - Signage Many signs with key messages have been installed throughout the College. These include: Respiratory etiquette Proper hand washing techniques
Physical distancing Wearing of masks
Helping reduce the spread of COVID-19 Disinfection of workstations after use
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