Bookmark This PageIncrease Font SizeDecrease Font SizeRevert to Default Font Size

COMMUNICATIONS BULLETIN

March 24, 2020
3 items

Operational Update

In light of the Province’s recent communication, Lakehead University is taking measures to further limit access to our campuses, effective March 25.

First, we wish to assure our students that Lakehead University continues to ensure the delivery of, and opportunity to complete, courses using online and alternate remote delivery formats, and to provide them with remote supports and services as previously outlined. Students who stay in Residence will still have access to the services they rely on, including food services, and health and wellness supports.

Thank you everyone, for all the work that we have already done over the past week to move to a remote operations model.

As of March 25, and until further notice, only those employees who need to be on site to sustain current operations will be able to continue to work on our campuses. All other employees, including faculty, should work remotely.

Staff who provide required services will be so designated by supervisors responsible for those services. Supervisors are responsible for assigning duties to be carried out and making reasonable arrangements for the protection of essential staff. If you have any questions, please contact your supervisor.

Questions about research continuity in on-site research laboratories should be directed to the Office of the Vice-President (Research and Innovation).

Lakehead University continues to assess the situation. Please continue to monitor your Lakehead University email and our COVID-19 web page for updates.

Students, faculty, and staff are reminded that Lakehead’s Student Health and Wellness Services, and the Employee & Family Assistance Program teams are still operating and available to you. For these and more resources and information links, see the Resources and Information section our COVID-19 web page.


Temporary Procedures During Required On-Site Services Model re: COVID19

Most Financial Services staff are working remotely and are accessible by email. In response to the off-site working arrangements in place as of Thursday, March 19, Financial Services will be accepting approvals via email (must be from the approver’s Lakehead University email account); however, we would prefer the use of a digital signature, created as a “certification” in Adobe (see sample below).

Approved documents and supporting backup can be sent to the following departments in Financial Services:

If you have a form to submit and aren’t sure who to send it to, please send it to Dianne at admin.finance@lakeheadu.ca.

Please note: We ask that you please maintain any original receipts or forms at this time. We will reach out for originals at a future date.

Limit increases for purchasing cards will still be processed, following the usual request process (email to supervisor, cc’ing creditcard@lakeheadu.ca and rblais@lakeheadu.ca requesting an increase for how much and for how long).

Submissions for purchasing card statements are following the usual schedule. Photos of hard copy receipts are acceptable if scans are not available.

Dianne will be notifying all corporate (travel/hospitality) cardholders regarding accessing of their monthly statements, if they are not on campus to receive the hard copy.

Payroll and Records of Employment

Payroll processing continues with no interruption in service. If you are a part-time hourly employee and enter your time, be sure to enter your time online via myTimecard, through myInfo. Your supervisor can also enter on your behalf if required. The same cut-off schedule remains in place for employees and supervisors. The schedules are found at the bottom of the payroll webpage for Payroll Forms and Schedules.

If you require a Record of Employment, follow the instructions found on Record of Employment Procedure webpage.

If you have any questions feel free to contact any of the Payroll Staff.

Adobe Certification for Electronic Signature

To create a digital certification signature in Adobe, following these steps:

  1. Open any document in Adobe (Reader or Pro). You will be asked to save a new copy of this document, so any PDF will do.
  2. Under “View,” choose “Tools.” Under the heading “Forms & Signatures” choose “Certificates.” A menu bar will appear near the top of the document. Select Certify.
  3. If you haven’t yet created a digital ID, you will be asked to Configure a Digital ID for Signing. Choose the third radio option, “Create a New Digital ID” and click “Continue.”  Select “Save to File” and click “Continue”. You will be asked to create a password to be used every time you need to certify a document. Please note, step 3 can be skipped once you set up your certificate.
  4. The next popup will ask you to review and enter your password in order to apply your certificate to the Adobe document. You will likely be asked to resave the file (so as to not save over the original.
  5. If a form has a signature field, you should be able to click the field, then “add certificate”. Otherwise, you’d need to go to “Tools” then “Certificate” to click and drag a box on the document for where you’d want the certificate to appear.

Employee & Family Assistance Program for Thunder Bay Employees - COVID-19 Information and Resources

If the uncertainty of COVID-19 has caused concern and anxiety for you or your family, please be assured that Behavioural Science Centre (BSC) is open with access to counsellors to help ease your concerns.

All appointments are by phone only but can be made by calling our office at 807-623-7677 or 1-888-423-5862. Our reception staff are in the office and will answer all calls during regular office hours.