Tag: VP Finance and Administration

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It’s important to ensure cybersecurity hygiene when working from home

typing writing computer

Adjusting to working from home is new to many of us and one of the changes is that normal cybersecurity protections that apply when working on York University’s campuses are no longer protecting you. Follow these simple steps to help keep your work cyber-secure at home.

Beware of fraud and phishing

Attackers have learned that it is often easier to target people rather than technology to get what they want, particularly in times of change or uncertainty. Beware of common frauds such as asking for your password to remotely “fix” a computer issue, email warnings about package delivery failure that ask you to click a malicious link, notice of unexpected lottery winnings, or an ask from someone from work that is urgent and unexpected such as to provide gift card codes or a financial transaction or change that does not follow normal procedure.

Ultimately, you are the best defense against such fraud and if in doubt, verify with the source of unusual work asks verbally over the phone, not via email or text. Be extra careful validating websites and email addresses are correct and trusted.

Also take note that at this time there are a number of scams related to Covid-19 that are now circulating online. These often come via email and in the form of websites purporting to provide information related to infection and response, or charitable donation sites that are fraudulent. Remain vigilant and see more information here: https://infosec.yorku.ca/2020/03/security-awareness-notice-defending-against-covid-19-cyber-scams/.

Secure your PC and computing devices

1) Ensure devices are up to date with latest available software and security updates from the manufacturer and keep them current by enabling automatic updating wherever possible.

2) Run current anti-virus/anti-malware protection. Visit this link: https://staff.computing.yorku.ca/support-services/your-york-computer/protecting-your-computing-devices/antivirus-software/ to obtain free anti-virus software provided at no charge to the York University community by UIT. This software (or equivalent) will be included already on any work-provided devices, but can also be installed on personally owned devices.

3) Ensure your work devices are used only for work purposes to reduce the risk of accidental modification or deletion of work files and software, or accidental infection of the device. Avoid peer-to-peer file sharing such as torrents and visiting websites that may have malicious content. Ensure family and friends are aware of this and set the computer to lock with a password/PIN when you are away from it.

Use York-provided collaboration tools to share information and communicate

Tools such as yuoffice (York’s Office 365 instance), Zoom, Moodle and other software operated by the University are managed and monitored for security and protected with your Passport York (PY) credentials. Avoid using services that are not protected by PY.

When setting up meeting audio/video conferences with Zoom, use the option to include a security PIN for access to the meeting. Keep in mind that without such a PIN, links are public and guessable and can be used by others for eavesdropping or disrupting meetings.

Use of Virtual Private Network (VPN) to access York resources

The York VPN service allows secure access to York information resources and systems that cannot normally be accessed from outside the York campus network. However, keep in mind that in many cases, such as with use of yuoffice/Office 365, there is no need to connect to the VPN to do work. For example, while most mapped drives/file shares require the VPN, yuoffice’s OneDrive, Teams, or Sharepoint can be used to securely store and share work files and do not require the VPN for access.

Report suspicious or malicious cyber activity

While you are working at home, remember you still have colleagues in IT and Information Security ready and willing to help!

To report suspected phishing/email fraud: use the “report phishing” button in Outlook (preferred), or forward to infosec@yorku.ca.

For reporting any other cybersecurity incident, email infosec@yorku.ca.

General IT security questions can be directed to askit@yorku.ca.

Recent email scams require University community members to be vigilant

typing writing computer

Recent email scams have been targeting numerous York University community members. The Information Security office in University Information Technology is alerting the community while actively working to flag such messages as suspicious.

Gift card scam

The gift card scam lures employees into buying gift cards through spoofed emails and text messages. It normally begins with a short message such as “Are you there?” that appears to come from a York colleague, but is actually sent from a scammer’s email account – often this is a gmail account created with an address that contains the name of the colleague being impersonated. If the recipient responds, the scammer will reply, and the conversation quickly turns into an urgent request to purchase gift cards.

Whenever an unsolicited email conversation turns into a request to purchase gift cards, it is very likely to be this scam. If this happens, discontinue the conversation and report the message to Information Security using the “Report Phishing” button, or by forwarding it to phishing@yorku.ca.

Sextortion scam

The sextortion scam begins with an email sent to the victim with threats of revealing evidence of embarrassing online activity such as visiting pornographic websites. The sender may claim to have hacked the victim’s devices and have screenshots or webcam video plus contact information of colleagues, friends and family. This is often accompanied by a password used by the victim that has been obtained through external data breaches, leading the victim to believe that their York account has been compromised. The scammer will then demand payment, usually by bitcoin, in exchange for not revealing the embarrassing activity.

Despite the scammers claims, instances of this scam have proven to be empty threats and the sender has not breached a York account or the victim’s devices.

If you receive such a message, do not respond or click on any links in the message.  Instead, report it to Information Security using the “report phishing” button or by forwarding to phishing@yorku.ca.

Be Cyber Security Alert! For up-to-date alerts on all security news and threats, follow us on our social media profiles.

Facebook: https://www.facebook.com/yorku.infosec

Instagram: https://instagram.com/yorku_infosec

Twitter: https://twitter.com/Yorku_infosec

Website: https://infosec.yorku.ca/cybersecurityawareness/

Online survey will help establish York University’s carbon emission reduction targets

Usa globe resting in a forest - environment concept

Carol McAulay, vice-president finance and administration, issues the following message to the University community:

In November 2017, York University released its institutional Sustainability Strategy with a purpose of communicating and implementing a shared vision. The Sustainability Strategy has been designed to inspire positive change, build capacity, empower people and harness innovation to foster a culture of sustainability within and beyond the University.

As part of the University’s continuing efforts to advance the strategy, a discussion paper has been written by the University. The paper is titled “Advancing York University’s Sustainability Strategy Through Goal PL5: A call for community collaboration in reducing York University’s carbon footprint.” The paper provides context for community discussion and participation in a collaborative process to help inform recommendations in setting carbon emissions targets for the University.

I am inviting you to participate in an online survey on setting carbon emission reduction targets for the University. The input received from the survey will be collated, synthesized and used to develop recommendations; the recommendations will then be compiled in a report to be delivered to President Lenton by the end of April 2020.

By working together, we can establish achievable targets that will support the University’s vision and align to the pillars of accessibility, connectedness, excellence and impact, as we continue to strive to create positive change as a leading post-secondary institution in sustainability.

To view the discussion paper and to provide your feedback and input, please visit the Sustainability website.

York launches a virtual assistant for undergraduate students

Student Virtual Assistant
Student Virtual Assistant

The following is a message to the York University community from Lisa Philipps, provost and vice-president academic, and Carol McAulay, vice-president finance and administration:

We are thrilled to announce that York has launched a virtual assistant as part of its commitment to enhancing student experience and developing a more student-centred approach.

What is it? The virtual assistant is an online tool accessed through Moodle (eClass for Glendon). It enables students to receive immediate answers to many of the most commonly asked questions related to campus services, course and program changes and extra-curricular activities. Students can pose questions in their own words and receive information that is tailored to their Faculty and program.

More than 100 students were involved in developing the new tool – a 24/7 virtual assistant that will be rolled out in stages. By March 2020, it will be available to undergraduate students in eight Faculties (School of Arts, Media, Performance & Design, Education, Environmental Studies, Glendon, Health, Lassonde School of Engineering, Liberal Arts & Professional Studies, Science). Plans are being made to incorporate students in the Schulich School of Business and Osgoode Hall Law School.

The virtual assistant will provide students with uninterrupted advising support that complements in-person advice by our staff. It will allow students to connect with a range of readily available information and resources, often specific to their studies, whenever they need it. It will also direct students to the right on-campus, in-person services for more sensitive or complex matters.

Some topics covered by the virtual assistant include:

  • academic advising referrals,
  • Registrarial & financial services,
  • campus life & events,
  • career advising information, and
  • mental health & well-being resources.

What’s next?

The virtual assistant is being launched Jan. 28 to students in AMPD, Glendon and Lassonde. Students in those Faculties will receive an email inviting them to log into the virtual assistant via Moodle (eClass for Glendon students). Detailed instructions and FAQs will help students become familiar with this new tool and a feedback form will allow students to engage with us. A contest to name the virtual assistant will also be launched, giving students an opportunity to be part of this exciting program and develop a sense of pride and ownership.

Student interaction with the virtual assistant is key to helping the tool continually evolve. The more questions students ask, the more the data is refined to deliver the best possible answers on a growing range of topics. Content experts and program staff will ensure that the virtual assistant provides increasingly detailed responses as time progresses.

York is proud to collaborate with IBM, an industry leader, to connect our students to the right people, resources and support to help them meet their goals.

Learn more about the virtual assistant and other transformational projects underway at the University on the Transformation York website. If you would like to see how the tool works, click here for a demonstration.

Look for another email close to the launch of the five other undergraduate Faculties in March.

Reminder: Budget Town Hall planned for Jan. 20

Keele Campus
Keele Campus entrance

York University President and Vice-Chancellor Rhonda L. Lenton issued the following invitation to the community on Jan. 14. This is a reminder to the community:

As we shape the 2020-21 University budget, we have been seeking input from faculty, staff and students in a series of meetings across our campuses. As part of this community consultation process, I would like to invite you to join me, the provost and the vice-president of finance and administration for a Budget Town Hall Meeting.

Monday, Jan. 20, from 10:30 a.m. to 12 p.m.
Senate Chamber, N940 Ross Building
Keele Campus

This is your opportunity to learn about and participate in the University’s budget-planning process. We will provide an overview and context regarding the University’s current financial framework, including the opportunities and challenges we need to consider when planning for the academic year. We would like to hear what you think are our most urgent budget priorities and where you believe the University should be investing going forward. This is also an opportunity to provide your input on the SHARP budget model.

At the end of this budget consultation process, we will once again report back to the community on what we heard and the major themes that were identified.

I look forward to an engaging and informative discussion. RSVP today, and if you can’t attend in person, please join us through the livestream link.

York University introduces a comprehensive social procurement policy

Vari Hall in the winter
Vari Hall in the winter

Carol McAulay, vice-president finance and administration, issues the following announcement to the York University community:

I am pleased to announce that following the December Board of Governors meeting, York University is now one of Canada’s first universities to have a comprehensive social procurement policy.

York’s Social Procurement Policy supports the foundational pillars of accessibility, connectedness, excellence and impact, and reflects its values as a university.

Social procurement considers how procurement – the process of buying goods and services – can positively impact the social well-being of our surrounding communities and assist to reduce poverty, promote economic and social inclusion, and support local economic development and social enterprise.

The policy establishes the framework of values and principles for enhancing community impact and gives direction to staff in approaching procurement. The policy:

  • Provides opportunities to address economic disadvantage by promoting equal opportunity and inclusion and removing barriers to those goals experienced by equity seeking communities and others who disproportionately experience unemployment or underemployment and discrimination;
  • Aspires to build a culture of social procurement at the University;
  • Leverages the University’s purchasing processes to benefit local economies;
  • Establishes an effective balance between equity goals, accountability, transparency and efficiency;
  • Complies with all applicable laws, including government trade agreements and directives, laws and policies, including the Ontario Human Rights Code;
  • Integrates with York University’s vision and policies and its role as an anchor institution to create a responsible and sustainable supply chain process.

York’s Social Procurement principles are already being implemented in several construction projects. These include:

  • Washroom renovations and upgrades across the University are scheduled to begin shortly requiring bidders to use a specified percentage of labour from our local communities.
  • Renovations, as well as mechanical and electrical upgrades are planned for the Hilliard & Wood residences on the Glendon Campus. The successful contractor must commit to no less than four multidisciplinary (electrical, plumbing, carpentry, etc.) apprentices from the local area. Those selected in the apprenticeship programs must be from equity-seeking communities as well as social enterprises chosen from the following postal codes: M3N, M3J, M3L & M3M.

I  would like to thank everyone who was instrumental in developing the policy and who worked diligently towards getting it approved by the board.

I believe together we can leverage York’s purchasing power to advance the long-term health and vitality of our communities and recognize the positive social impact of our procurement processes.

To learn more about the social procurement policy, visit the Procurement website.

Save the date: York’s president to host a Budget Town Hall, Jan. 20

Keele Campus
Keele Campus entrance

York University President and Vice-Chancellor Rhonda L. Lenton issues the following invitation to the community:

As we shape the 2020-21 University budget, we have been seeking input from faculty, staff and students in a series of meetings across our campuses. As part of this community consultation process, I would like to invite you to join me, the provost and the vice-president of finance and administration for a Budget Town Hall Meeting.

Monday, Jan. 20, from 10:30 a.m. to 12 p.m.
Senate Chamber, N940 Ross Building
Keele Campus

This is your opportunity to learn about and participate in the University’s budget-planning process. We will provide an overview and context regarding the University’s current financial framework, including the opportunities and challenges we need to consider when planning for the academic year. We would like to hear what you think are our most urgent budget priorities and where you believe the University should be investing going forward. This is also an opportunity to provide your input on the SHARP budget model.

At the end of this budget consultation process, we will once again report back to the community on what we heard and the major themes that were identified.

I look forward to an engaging and informative discussion. RSVP today, and if you can’t attend in person, please join us through the livestream link.

Service Transformation launches dashboards to senior leaders

Vari Hall

One of the key outcomes of Service Transformation is to make data and information available to leaders to support planning and decision making.

The Service Transformation team is preparing to launch a dashboard ‘prototype’ that will make benchmarking information and data readily accessible to academic, administrative and functional leaders.

The dashboards, which will be piloted in January 2020 and launched in February 2020, will include comparative benchmarking data (costs, working full-time equivalent staff, satisfaction information) for York’s administrative services.

More information is available on the Service Transformation site in yu link.

 

 

Message to the University community regarding the tragic fire at 235 Gosford Blvd.

Keele Campus
Keele Campus entrance

The following is a message to the York University community from Carol McAulay, vice-president, finance and administration:

Many of you may have heard of the tragic fire at the apartment building located at 235 Gosford Blvd. on Friday night that very sadly took the life of one resident and has displaced hundreds of others. Our thoughts are with the family and friends of the victim and with all who have been affected by the fire.

The City of Toronto has led a coordinated response, providing the impacted residents with emergency support. To meet the immediate needs of evacuees, the Red Cross set up an emergency reception centre at the Driftwood Community Centre.

York values our important place within our surrounding community and immediately offered assistance, which was accepted.  On Sunday afternoon, the Red Cross emergency reception centre moved to York University’s Tait McKenzie Centre. A number of residents who had to evacuate their homes this weekend are now guests on our campus and more may come in the days ahead.

We are pleased to be able to support our extended community and I know that many of you will also want to know if you can play a role. At this time, the City of Toronto and Red Cross are not requesting or accepting donations of any kind in support of the residents of 235 Gosford Blvd. and they have told us they will re-evaluate as needed in the coming days.

I would like to thank the many York University staff that worked over the weekend in the planning and preparation to receive the guests who require our support. To the dozens of staff in many different functions who immediately and readily jumped into action, and will continue to help in the days ahead, I am so very proud.

An update to the community on the Student Information System Renewal Program

image shows a class in the Curtis Lecture hall

The following is a message to the University community from Lisa Philipps, provost and vice-president academic, and Carol McAulay, vice-president finance and administration:

We are pleased to announce that York University is about to embark on a journey of digital transformation, with the Student Information System (SIS) Renewal Program leading the future-forward five-year plan and technology execution road map.

York’s SIS is the core enterprise tool used to manage the student experience from application to graduation. The current SIS is more than 20 years old and is no longer able to support our dynamic institution and modern workplace. A new, technologically advanced, agile SIS is required for York to meet the needs of its diverse range of students, faculty and staff, and to achieve its strategic priorities.

Recognizing that the University’s strategic vision cannot be met with the current SIS, the Board of Governors of York University, in April 2019, approved a $41-million budget expenditure to invest in a new SIS.

The new SIS will become the cornerstone of the University’s enterprise architecture. This architecture aims to create a unified and stable information technology backbone with strong, interdependent links to most of the University’s systems environments.

This transformative, pan-University program, underpinned by the pillars of accessibility, connectedness, excellence and impact, will be designed to embrace the ever-changing, personalized, data-driven and mobile environment that aligns with the University’s focus on the learner experience and personalized learning.

The SIS Renewal Program is intended to:

  • support an engaged, collaborative, and exceptional learning and working environment for students, faculty and staff;
  • create a simple, intuitive and consistent user experience in which to interact with confidence and ease;
  • ensure reliable, integrated and accessible institutional data that enables people to make informed, strategic decisions;
  • provide robust, secure, sustainable solutions that are fiscally responsible;
  • enable cohesive alignment of practices and processes; and
  • position York University and its people to embrace opportunities and adapt to future needs and requirements.

The SIS Renewal Program is being led by the most senior levels of York University management and has the full backing of the University’s administration.

Next steps

A dedicated website will be soon be developed so you can be a part of this transformative journey towards an enriched student, faculty and staff experience. You will have the opportunity to provide feedback and input, and share in the excitement of our digital evolution.