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iCOD FAQ - Frequently Asked Questions


Declarations


    ​Confidentiality


      ​Security

      Application



      Declarations


      • Do I have to provide a Criminal Offence Declaration?

        Yes, it is the law. Ontario Regulation 521/01 - Collection of Personal Information - requires every Board to collect a criminal history of every individual who is an employee of the Board. This includes an offence declaration from the individual by September 1 of each year in which the individual is employed by the Board after that day, commencing in 2004.

      • ​​​​​​​​​​What do I have to provide?

        A list all of convictions, if any, for offences under the Criminal Code (Canada) up to the date of the declaration:
        • that are not included in a criminal background check collected by the Ontario College of Teachers after December 31, 1998 or in the last criminal background check collected by the board under this Regulation, and
        • for which a pardon under section 4.1 of the Criminal Records Act (Canada) has not been issued or granted; ("déclaration d'infraction")

      • What is the difference between a Criminal Background Check and an Offence Declaration?

        A Criminal Background Check contains an individual's personal criminal history and is prepared by police using national data from the Canadian Police Information Centre (CPIC).

        An Offence Declaration is a declaration by an employee listing all of the individual's convictions for offences under the Criminal Code (Canada), since the last declaration or criminal back ground check, up to the date of the declaration. Offence Declarations will be required on an annual basis commencing September 2004 from all employees.

      • What do I do if I am in doubt about my obligation to disclose a conviction on the Offence Declaration?

        If you have any concerns about what to and what not to disclose on the declaration, you may wish to contact your union or association's local representative or a lawyer. You may also wish to purchase a Criminal Background Check from the police in order to assess what does and what does not show up in your criminal record.

      • What are the consequences for making false statements on the offence declaration?

        It is a serious employment offence to make a false statement on an Offence Declaration. If someone were found to have knowingly made a false statement, then the Board would have no choice but to consider discipline up to and including discharge from employment.
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      Confidentiality


      • Who will see my Criminal Offence Declarations?

        Only a limited number of Human Resources Personnel will have access to your record.

      • If I have a criminal record, will I be dismissed?

        You will be entitled to participate in the review, if it is determined that your criminal record might affect your employment.

      • Why is my SIN Number used during the registration process?

        The first 6 numbers of your SIN number are used, along with your employee ID #, birth date and legal name, to uniquely identify you to the iCOD system during the registration process.​​​​​
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      Security


      • How is my information transmitted safely over the Internet?

        Web browsers use standard security protocols like SSL, and S-HTTP to enable private information to be transmitted safely over the Internet. The iCOD system uses SSL. When you visit a Web site with the SSL protocol, a secure connection is created between your computer and the Web site server you are visiting. Once this connection is established, you can transmit any amount of information to the Web server safely.

      • How can I tell if my browser session is secured?

        For most Web browsers such as Microsoft Internet Explorer and Netscape Navigator, a secure and encrypted session will be indicated by a closed padlock or an unbroken key icon that appears in the lower left or right hand corner of the browser window. You may also check the address bar of your browser. If the Web site address starts with "https://" rather than the standard "http://" then the session is secured.

      • What kind of browser do I need to access the secure TCDSB iCOD Web site?

        iCOD Supports the following browser levels:
        • Microsoft Internet Explorer (Windows: Version 5.5 or later | Mac: Version 5 or later)
        • Netscape: Version 6 or later
        • The browser must also support 128-bit encryption to access iCOD. To upgrade your browser, visit the Netscape or Microsoft download sites.

      • What do I do if I get the following security certificate message?


        Certificate Problem Error Message
        When accessing secure sites such as iCOD for the first time, or for the first time since the site updated its SSL information, a security certificate is automatically downloaded to your local PC, providing you seamless access to the site. However, if you see the message above, it may be that your PC's "Update Root Certificate" feature is turned off or not installed. All TCDSB-managed PCs should have this feature installed, however, if you are accessing iCOD from your home PC you may get the above message. Here are two options that you may use to alleviate the problem:

        Option 1: Continue on to the iCOD web site

        • You may click on the "Continue to this website (not recommended)." link to proceed to the iCOD website to make your declaration
        • Your session is otherwise just as secure as if you did not receive the above message
        • If you get this message when accessing iCOD from a TCDSB PC please inform the TCDSB Service Desk (Phone: 416-222-8282 ext 4357 | Web: servicedesk.tcdsb.org)


        Option 2: On your Home PC, Enable or Install the The Root Certificate Update routine

        • Enabling Root Certificate Update in Windows Vista

          If the root certificate does not appear to be installed, the root update may have been disabled in the Group Policy Settings. In Windows Vista, some of these policy settings can be found in Group Policy under the category named Internet Communication Management. This category can be seen through the Group Policy Object Editor (which can be opened through the Group Policy Management Console). Internet Communication Management is located in two places:

          Computer Configuration\Administrative Templates\System

          User Configuration\Administrative Templates\System\

          1. Expand Computer Configuration, expand Administrative Templates, expand System, expand Internet Communication Management, and then click Internet Communication settings.
          2. In the details pane, double-click Turn off Automatic Root Certificates Update, and then click Disable.

        • Enabling Root Certificate Update in Windows XP

          The automatic Root Update can be used in Windows XP by adding it to the list of Windows Components. To access this list:

          1. Click Start, and then either click Control Panel, or point to Settings and then click Control Panel.
          2. Double Click Add-Remove Programs
          3. Click Add-Remove Windows Components
          4. Scroll down the list of components to Update Root Certificates, and make sure the check box for that component is checked.

          Windows Component Wizard dialog box

          5. Click next and follow the instructions to complete the Windows Components Wizard.

          For further information click here.
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      Application


      • Why does my browser act strangely when I am in iCOD?

        To enhance security, the iCOD application inhibits certain browser features such as Back, Forward, Go To, History, Save As, Send, View and Favorites. iCOD does not use cookies nor does it allow local storage of your iCOD Username/ID or User Password. At the end of your iCOD session, log out of iCOD and close the browser.

      • I am getting the message "The number of unsuccessful login attempts has been exceeded". What do I do?

        As a security measure, iCOD has been configured to temporarily lock out a Username/ID if there has been a number of unsuccessful login attempts. To try and login again, close your browser, wait 10 minutes or so and try again. You may wish to review the FAQ item on login problems.

      • I cannot login to iCOD. What do I do?

        Here is a list of trouble-shooting steps that may assist you with your login.

        • Registering: You must first register with iCOD before you can login to iCOD. Click on the "New User" link on the login page to register.

        • iCOD Username/ID: Your iCOD Username/ID is different and separate from your TCDSB network UID. It is made up of the first 4 characters of your first name and the first 4 characters of your last name. For example, an employee William Smith will have an iCOD Username/ID of "willsmit". If there is a second employee named William Smith the iOCD Username/ID for the second William Smith would be "willsmit1". You should have received your iCOD Username/ID during your initial registration. Ensure that it is entered correctly and try again.

        • iCOD Password: Your iCOD password is separate from your TCDSB network password. You would have set it during your initial registration. It is case sensitive. Check that your "Caps Lock" key is not on. Ensure that your password is entered correctly and try again.

        • Re-Registering: If all else fails you may re-register with iCOD. Have your SIN number, birth date and a copy of your pay statement handy before re-registering. When registering you will re-reset your password and be given your iCOD Username/ID. Click on the "New User" link on the login page to re-register.

        • Browser: Check your browser version (e.g., menu item Help | About). The following browser are supported;
          - Microsoft Internet Explorer (Windows: Version 5.5 or later | Mac: Version 5 or later)
          - Netscape: Version 6 or later
          - Your browser must also be able to support 128bit encryption. See Secure Session or Browser Update

        • Nothing works: Visit the iCOD Contacts page for additional assistance.
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