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[[File:ImageTBSHeader.png|thumb|link=http://wiki.gccollab.ca/File:ImageTBSHeader.png]][[Étudiants/Orientation2/Orientation|Egalement disponible en Français]]

This document is [[:en:images/1/19/Student_Employment_Guidance_-_Part_I_-_EN.pdf|also available in PDF]]

= Part 2: Pay, Equipment, Access & Security =

=Part 2: Pay, Equipment, Access & Security=

COVID-19 has required us to adapt our tools, approaches, and strategies to a rapidly changing context. Students can be a powerful part of this response. The Clerk of the Privy Council and the Chief Human Resources Officer recently called upon hiring managers to consider engaging students to support our response to COVID-19 and recovery efforts

COVID-19 has required us to adapt our tools, approaches, and strategies to a rapidly changing context. Students can be a powerful part of this response. The Clerk of the Privy Council and the Chief Human Resources Officer recently called upon hiring managers to consider engaging students to support our response to COVID-19 and recovery efforts

Students should be hired in a timely manner, assisted in the preparation of their workspace, welcomed, provided meaningful work, and have steps taken to ensure they are paid on time and accurately. To that end, and to support departments and agencies, organizational human resources teams, hiring managers, and students, the Office of the Chief Human Resources Officer has developed three guidance documents:

Students should be hired in a timely manner, assisted in the preparation of their workspace, welcomed, provided meaningful work, and have steps taken to ensure they are paid on time and accurately. To that end, and to support departments and agencies, organizational human resources teams, hiring managers, and students, the Office of the Chief Human Resources Officer has developed three guidance documents:

* Part I: Rehiring current and former students, hiring new students, and obtaining security statuses

*Part I: Rehiring current and former students, hiring new students, and obtaining security statuses

* '''Part II: Pay, Equipment, Access & Security'''

*'''Part II: Pay, Equipment, Access & Security'''

* Part III: Virtual onboarding

*Part III: Virtual onboarding

At all times, when rehiring current or former students or hiring new students, organizations must ensure value for money and respect sound stewardship in their decisions.

At all times, when rehiring current or former students or hiring new students, organizations must ensure value for money and respect sound stewardship in their decisions.

 

==Part A - Guidance for Hiring Managers (Onboarding, Pay, Equipment & Access)==

== Part A - Guidance for Hiring Managers (Onboarding, Pay, Equipment & Access) ==

'''Q: How can I ensure that my students are appropriately onboarded and engaged?'''

'''Q: How can I ensure that my students are appropriately onboarded and engaged?'''

'''A:'''Follow your internal procedures, which would include working with your IT Service Desk. Be aware that procedures may currently be different (e.g. limiting equipment to critical staff), but multiple options are available, including:

'''A:'''Follow your internal procedures, which would include working with your IT Service Desk. Be aware that procedures may currently be different (e.g. limiting equipment to critical staff), but multiple options are available, including:

# A “normal” set-up, which often includes a computing device (computer, laptop, or tablet), and occasionally a smartphone;

#A “normal” set-up, which often includes a computing device (computer, laptop, or tablet), and occasionally a smartphone;

# A connection to GCcollaboration to use on their personal devices or a non-VPN departmental device; or

#A connection to GCcollaboration to use on their personal devices or a non-VPN departmental device; or

# In some cases, an iPad.

#In some cases, an iPad.

If you are unsure, ask your IT Service Desk about the options available in your department.<br>

If you are unsure, ask your IT Service Desk about the options available in your department.<br>

'''Q: What information do I need to provide my IT Services Desk to request GCcollaboration access for my team members?'''

'''Q: What information do I need to provide my IT Services Desk to request GCcollaboration access for my team members?'''

'''A:'''  

'''A:'''

# First name;

#First name;

# Surname; and

#Surname; and

# Departmental email address, and, in order to authenticate the GCcollaboration account, either

#Departmental email address, and, in order to authenticate the GCcollaboration account, either

# Personal email address; or

#Personal email address; or

# Phone number.<br>

#Phone number.<br>

'''Q:''' Who pays for the iPad?

'''Q:''' '''Who pays for the iPad?'''

'''A:''' iPads are normally paid for out of the cost center of the hiring manager.<br>

'''A:''' iPads are normally paid for out of the cost center of the hiring manager.<br>

'''A:''' We have guidance on this [https://www.canada.ca/en/government/publicservice/covid-19/working-remotely.html here].

'''A:''' We have guidance on this [https://www.canada.ca/en/government/publicservice/covid-19/working-remotely.html here].

 

==Part B - Guidance for Hiring Managers (Security)==

== Part B - Guidance for Hiring Managers (Security) ==

'''Q: How can I obtain a security status for a new student?'''

'''Q: How can I obtain a security status for a new student?'''

'''A:''' Yes. Make sure students have received appropriate guidance on information management and information security, especially where tools they use may restrict access (e.g. GCcollaboration). In addition, students should be provided:

'''A:''' Yes. Make sure students have received appropriate guidance on information management and information security, especially where tools they use may restrict access (e.g. GCcollaboration). In addition, students should be provided:

* Existing internal Information on IM/IT security requirements (department-specific);

*Existing internal Information on IM/IT security requirements (department-specific);

* IM/IT Security training sessions (department-specific);

*IM/IT Security training sessions (department-specific);

* CSPS or Departmental Security Awareness Training (department-specific);

*CSPS or Departmental Security Awareness Training (department-specific);

* Departmental information management/security course(s) (department-specific); and

*Departmental information management/security course(s) (department-specific); and

* The [https://www.canada.ca/en/government/publicservice/covid-19/managing-government-information-working-remotely.html Teleworking one-pager from TBS].

*The [https://www.canada.ca/en/government/publicservice/covid-19/managing-government-information-working-remotely.html Teleworking one-pager from TBS].

 

==Part C - Guidance for IT Professionals (Equipment)==

== Part C - Guidance for IT Professionals (Equipment) ==

'''Q: Can I remotely connect a user and provide them equipment?'''

'''Q: Can I remotely connect a user and provide them equipment?'''

If you cannot ensure a remote access connection for the user, either:

If you cannot ensure a remote access connection for the user, either:

# provide an internet-enabled (but not network-enabled) device and set up a GCcollaboration account;

#provide an internet-enabled (but not network-enabled) device and set up a GCcollaboration account;

# work with the hiring manager to determine if the student has a personal device, and set up a GCcollaboration account; or

#work with the hiring manager to determine if the student has a personal device, and set up a GCcollaboration account; or

# work with the hiring manager to determine if an iPad is appropriate, and requisition one from SSC.<br>

#work with the hiring manager to determine if an iPad is appropriate, and requisition one from SSC.<br>

 

'''Q: How do I provide an iPad to an employee?'''

'''Q: How do I provide an iPad to an employee?'''

'''Q: Can I virtually authenticate user identity for the purposes of issuing a myKEY?'''  

'''Q: Can I virtually authenticate user identity for the purposes of issuing a myKEY?'''

'''A:''' Yes. Shared Services Canada sent out a communication on March 31, 2020, stating:

'''A:''' Yes. Shared Services Canada sent out a communication on March 31, 2020, stating:

* The Key Management Centre has implemented a new COVID-19 Directive Improvement to help the Local Registration Authority (LRA) community with identification proofing. We have temporarily enabled the distribution of authorization codes via video or phone. Where the external subscriber is unable to provide a signature (no scanner equipment at home), the sponsor and LRA can provide the signature physically or digitally for the request.<br>

*The Key Management Centre has implemented a new COVID-19 Directive Improvement to help the Local Registration Authority (LRA) community with identification proofing. We have temporarily enabled the distribution of authorization codes via video or phone. Where the external subscriber is unable to provide a signature (no scanner equipment at home), the sponsor and LRA can provide the signature physically or digitally for the request.<br>

'''A:''' Submit a request to the [mailto:ssc.dcc-ccn.spc@canada.ca SSC Digital Communication and Collaboration Mailbox], copying your Department Lead for GCcollaboration (often your Chief Information Officer).

'''A:''' Submit a request to the [mailto:ssc.dcc-ccn.spc@canada.ca SSC Digital Communication and Collaboration Mailbox], copying your Department Lead for GCcollaboration (often your Chief Information Officer).

There is no cost for GCcollaboration and sign-up can be processed quickly (within a few days). <br>

There is no cost for GCcollaboration and sign-up can be processed quickly (within a few days).<br>