Email Alias Management - Automated Provisioning

This transition streamlines onboarding, provides immediate M365 access for new employees, improves security and identity management, ensures data governance compliance, and eliminates risks associated with users changing their email login credentials. 

Aliases use the format preferredFN.preferredLN@UBC.cabased on preferred names captured in Workday during hiring. If no preferred name is provided, legal names are used. Duplicates receive numerical sequences. 

The system will use the legal first and last names from Workday. Central HR has modified their workflow to ensure preferred names are captured during hiring.

Legal first and last names will still be used for all official and legal documents. 

Yes, but only for approved reasons: legal name changes via HR, preferred name updates in Workday, data entry corrections, privacy/safety concerns, or exceptional circumstances with approval. Submit an IT Service Centre ticket after updating Workday. 

The system automatically assigns numerical sequences (e.g., preferredFN.preferredLN2@UBC.ca) when duplicates exist.

Yes, but only to domains compliant with Information Security Standard U3. Check the approved domains list. 

For new employees, the preferredFN.preferredLN@UBC.caalias serves as both email address and M365 login username. Existing employees' logins remain unchanged. 

These processes remain unchanged and are not affected by this update. 

The IT Service Centre manages these through a modified Departmental FASmail Administrator approval process. 

Yes, for exceptional circumstances requiring approval, the modified Departmental FASmail Administrator approval process will be used through ITSC.