Campus Wide Login FAQ

Access

Account Information

Authentication

CWL Password Update

Add Employee/Student Number in CWL myAccount

Terms of Use

Access

What is the CWL website address?

Account Information

What is the purpose of CWL?
Campus-Wide Login (CWL) is designed to give you access to UBC's online applications with the same username and password. A CWL account currently provides you with access to the Student Information System, the Library, BlackBoard Vista, Connectivity Services, and more!

For example: A CWL is present with a student throughout their entire UBC experience:

  • Prospective Students create a CWL account to find out more about UBC and to Apply to UBC
  • UBC Applicants who are accepted can convert this account into a full Student CWL account to register for classes, pay fees
  • UBC Students will continue use the account to:
  • UBC Students who become Alumni will be able to:

Who can register for CWL?
You can self-register for a Campus-Wide Login (CWL) account on the CWL website if you're a student, faculty, or staff member at UBC. Guests can be sponsored by UBC faculty or staff members to have an account created.  Eligible members from UBC affiliated institutions and continuing studies courses may also self-register for an account.
CWL's student, faculty, staff, and guest designations are defined below:

  • Students: A person enrolled or eligible for enrolment in a course at UBC. UBC Student Alumnus can register for this account as well.
  • Faculty: A member of a faculty on campus who has an employee number. If you're an instructor, but you aren't paid by UBC Human Resources, you'll need to subscribe as a guest (see Guests)
  • Staff: A staff member of the university who works on campus in a non-teaching role; he or she must also have an employee number
  • Affiliated and Continuing Studies Students
    • Theological College students
    • Eligible Continuing Studies students
  • Guests: Someone who is affiliated with UBC, but doesn't fit into one of the categories above. If you need a guest account, locate a staff or faculty member to sponsor you. The following is a list of people who would need a guest account:
    • Alumni (Faculty/Staff)
    • Professors Emeriti
    • Clinical Faculty
    • UBC Organizations
    • Exchange students
    • Contractors

How can I get my CWL Signup PIN?
The CWL Signup PIN is used to prevent others creating accounts linked to your faculty or staff identity and is only required the first time such an account is created.

If you don't know your employee number or CWL Signup PIN, please contact your department's HR administrator. (Your HR Administrator may not be aware of where to find your CWL PIN. They can find the CWL Signup PIN for current faculty/staff members in the Personal Information section of HRMS. If they have questions about how to find the PIN, they can contact: hrms.help@ubc.ca at HR for more information.

Why can't I register for CWL?
If you're having trouble registering for CWL (Campus-Wide Login), please read through the How to Create an Account tutorial or contact the IT Service Centre.

Tips:

  • Students/Alumni: Try creating your account through the Student Service Centre webpage! It's been streamlined for your convenience!
  • Employees: If you want to add your employee affiliation to your existing Student account, please log into the Management Systems Portal.Only one CWL account can have access to the Management Systems Portal, so if you have multiple CWL accounts please contact the IT Service Centre Help Desk to make this arrangement

An error you may receive during Registration:

  • Account Creation Error: The set of keywords supplied to the CWL management system did not pass the verification process by the authoritative repository. Please check that the information you supplied is correct.
    • What does this mean? Something on the page is incorrect.
      Common Reasons:
      • Students/Alumni:
        • The Student Service Centre (SSC) Password does not match with what is on Enrolment Services' system. Check out their SSC Password Help page for details.
      • Employees:
        • The birthdate or the entered CWL Signup PIN does not match with what is on the Human Resources system. Contact your local Department's Administrator to double-check.
        • You are at UBC in an non-academic capacity but have chosen the "Faculty" account registration page in error. Use the "Staff" account registration page instead.
        • You are at UBC in an academic capacity but have chosen the "Staff" account registration page in error. Use the "Faculty" account registration page instead.
      • All Groups:
        • The username you have selected is already reserved on the Netinfo/Interchange system, but the equivalent CWL account hasn't been created yet. Choose another login name.

Authentication

How can I change my username for CWL?
To change your CWL username, please contact the UBC IT Help Desk. To authorize the change in CWL username please make sure you have the following information ready when you call:

  • Username you currently have
  • Username you desire (pick 2 or 3 just in case your first choice is taken)
  • Your Student Number/Employee number (if applicable)
  • Answers to your secret questions

We will also ask you for an e-mail address and phone number to reach you at once the change has been done.

You can also opt to sign up for a second CWL account and choose the username you want. However, you may end up with multiple extraneous accounts down the road so this option is not recommended.

How do I change my password for CWL?
You can review the password requirements here.

  • Go to https://www.cwl.ubc.ca/myAccount
  • Log in using your CWL username and password
  • Click on the Change Password link on the left side of the page
    • Type in your old password in the Old Password box
    • Type in the new password in the New Password and Confirm Password boxes.
  • Click Save. You have now changed your CWL password.

What if I forgot my CWL password?
There could be a number of reasons why you can't reset the password to your CWL account:

  1. Your username may be incorrect
    • If you're receiving the following error: "The login (key=0) does not exist in the CWL system", you have either:
      • Entered your student number/employee number in error (please enter your username instead)
      • Entered a username which does not exist on the system
    • If you're not sure what your username is, contact the IT Service Centre Help Desk for assistance. Please have the following ready when contacting the IT Service
      • Student Number/Employee number (if applicable)
      • Email address used to register with
  2. The answers to your Secret Questions do not match what you registered:
    • If you know your username, you can reset your password using the Forgot your password link on the myAccount page.
    • Secret Answer crtieria:
      • Capitalization is not checked
      • Spacing must match the answer
      • All punctuation must also match
    • If you're still having trouble logging in, contact the IT Service Centre Help Desk.

What is my username for CWL?
If you've forgotten the username you created for Campus-Wide Login (CWL), please contact the IT Service Centre Help Desk to retrieve it for you. To expedite the process, please include your student number/employee number and your full name with your query.

Why can't I login to CWL?
If you are unable to log in with CWL, it may be due to 1 of 2 reasons:

  1. Your username/password combination is incorrect
  2. The CWL-integrated application you are attempting to access is restricted to certain accounts only

If your username/password works everywhere else except for a single application, it is recommended you contact the application owner directly for assistance with their site.

If you are not sure if it is your username/password, try the following steps:

  • Enter your CWL username in lowercase letters only
  • Test your username/password by logging into the myAccount CWL tool
  • If you are unable to authenticate, click on "Forgot your password?" and enter the username
    • If you have forgotten your username, please contact the UBC IT Service Centre
    • Follow the password recovery process as indicated

If you are having trouble resetting your password online:

  • Students: If you are having trouble answering all of your secret questions, you will need to contact Student Information Services to reset your password.
  • Employees/All other accounts: If you are having trouble answering your secret questions, you will need to contact the UBC IT Help Desk

What is the CWL Terms of Use Update?
The Identity Access Management (IAM) program is tasked with implementing the following changes as part of the CWL Terms of Use Update:

  • All CWL account holders now need to accept the Terms of Use for CWL accounts which includes without limitation,  Acceptable Use and Security of UBC Electronic Information and Systems - Policy #104, and the Copyright Guidelines for Faculty, Staff and Students.

When does the CWL Terms of Use Update come into effect?
The Terms of Use Update will be implemented campus wide on August 27, 2012. After this date, when you use CWL to access a web application, such as the UBC Self Service Employee Portal, Learning Management System, Student Services Centre, and Library Applications, you will see a note asking you to accept the new Terms of Use.

When will I be asked to make this change?
You will be asked to make this change the next time you log into CWL to use a web application.

What do I have to do to accept the CWL Terms of Use? Is it complicated?
When you login to CWL, there will be a note explaining the Terms of Use Update. You will be asked if you wish to be redirected to the myAccount web page to accept the account Terms of Use.

There are 2 steps:

STEP 1:
Enter CWL Login and Password on myAccount
STEP 2:
Accept CWL Terms of Use

 

Why do I have to accept the CWL account Terms of Use again?
You may be asked from time to time to accept the CWL Terms of Use again if there are changes to the Terms of Use.

Can I accept the CWL Terms of Use for my CWL account another time?
When you login to CWL, you will be presented with two options:

  1. I wish to update.
  2. Remind me next time.

You will have 3 chances to defer the update.

What is the method for counting the number of times a person bypasses the CWL Terms of Use Update?
You will see a note requesting you accept the account Terms of Use as you enter your CWL Login and password to access applications. The opportunities or chances will start as soon as you log in. Each login will count as one reminder opportunity.

What happens after I bypass the CWL Terms of Use Update the maximum allowable times?
When you have used all of your reminders to accept the CWL Terms of Use, you will not be able to access your application.

Why am I also being asked to update my CWL password?
The CWL Password Update will be implemented campus wide on October 23, 2013. After this date, you will be prompted to update your password starting on the anniversary month/day (e.g. May 15, Oct 12) when you last updated your CWL password. If you have never updated your CWL password, you will be prompted to update your password starting on the anniversary of the month/day when you created your CWL password.

Accept CWL Terms of Use and Update Password:

STEP 1:
Enter CWL Login and Password in myAccount

STEP 2:
Accept CWL Terms of Use

STEP 3:
Update CWL Password

To learn more, please review the CWL Password Update FAQ.

Who do I speak to if I have additional questions about the policies in the CWL Terms of Use?
If you have questions regarding the CWL Terms of Use update, please contact cwl.terms@ubc.ca.

What happens if I have multiple CWL accounts? Do I have to accept the Terms of Use for every CWL account?
Terms of Use acceptance applies to each person. You only have to review and accept the latest account Terms of Use once.

CWL Password Update

What is the new CWL Password Policy?
The CWL Password Update will be implemented campus-wide on October 23, 2013. After this date, you will be prompted to update your password starting on the anniversary month/day (e.g. May 15, Oct 12) when you last updated your CWL password. If you have never updated your CWL password, you will be prompted to update your password starting on the anniversary of the month/day when you created your CWL password.

Why do I have to change my CWL password?
For security reasons, you are now being asked to change your CWL password at least annually. The anniversary for your password update will always be based on the month/day when you last updated your CWL password.

For greater security, you may change your password more frequently in CWL myAccount.

What are the CWL password requirements?
All CWL account holders need to update their passwords to either a passphrase or a short complex password.

Passphrase

  • Must be 16-50 characters in length
  • Can be an easy-to-remember sentence or phrase
  • Spaces are allowed but not before or after the passphrase
  • An example: “my new cwl passphrase is so secure”

Password

  • Must be 8-15 characters in length
  • Must contain at least one upper case letter
  • Must contain at least one lower case letter
  • Must contain at least one number
  • Must contain at least one symbol: ! '"#$%&()*+,./:;<=>?@[\]^_`{|}~-
  • An example: "CompL3x!"

How will I be asked to make this change?
If you are due to update your CWL password, you will be asked to make this change the next time you log into CWL to use a web application.

How do I update my CWL password? Is it complicated?
When you login to CWL, there will be a note explaining the CWL Password Update. You will only be prompted to update your password if it is out of date. You will be asked if you wish to be redirected to the CWL myAccount webpage to update your password:

Update Password:

STEP 1:

Enter CWL Login and Password in myAccount

STEP 2:

Update CWL Password

Why am I also being asked to accept the CWL Terms of Use?
If you have not accepted the most recent CWL Terms of Use and your CWL password needs to be updated, you will be asked to and accept the Terms of Use and update your CWL password at the same time.

Accept CWL Terms of Use and Update Password:

STEP 1:

Enter CWL Login and Password in myAccount

STEP 2:

Accept CWL Terms of Use

STEP 3:

Update CWL Password

To learn more, please review the CWL Terms of Use FAQ.

Can I bypass the request to update my CWL password?

When you login to CWL, you will be presented with two options:

  1. Choose "Yes". You will be directed to myAccount to complete the process.
  2. Choose "No". You will be taken to your application.

You will have 3 chances to defer the update.

What is the method for counting the number of times I bypass the request to update my CWL password?

You will see a note requesting you change your password as you enter your CWL Login and password to access applications. The opportunities or chances will start as soon as you log in. Each login will count as one reminder opportunity.

What happens after I bypass the CWL password update the maximum allowable times?

When you have used all of your reminders to update your CWL password, you will not be able to access your application.  You will need to update your password before proceeding to your application.

Who do I speak to if I have additional questions about changing my CWL password?

If you have technical questions regarding your CWL password update, please contact the IT Service Centre Help Desk.

What happens if I have multiple CWL accounts?

If you have multiple accounts, you will need to update your password for each account.

After I change my CWL password, is there anything else that I need to do?

You need to empty the cache on all of your devices (e.g., mobile phone, personal computer, etc.) to update them with your new password.

Employee/Student Number in CWL myAccount

What is the Add Employee/Student Number page in CWL myAccount?

The Add Employee/Student Number page allows CWL account holders to identify how they are affiliated with the University by adding an Employee Number and/or a Student Number to their CWL account.

Why do I need to identify myself as an employee or student in CWL myAccount?

You use your CWL account to Log on to many University resources. Your CWL affiliations are checked determine which resources you are allowed to access.

When you enter your CWL Login to access University resources, your affiliations are checked and if you are affiliated as a student, then you are able to authenticate to student resources such as the Student Information System, Library resources etc.

If you are affiliated as an employee (i.e. faculty or staff member), then you are able to authenticate to employee resources, such as the HR Management Services Portal etc.

If you affiliated as both a student and employee, then you are able to access student and employee resources.

Where can I add an Employee or Student Number to my CWL account?

CWL account holders can identify how they are affiliated (i.e. student, employee) with the University at any time in CWL myAccount. Just select the Add Employee/Student Number option after you log on to myAccount. You can identify yourself as a student by adding your Student Number to your CWL account, or as an employee by adding an Employee Number.

How do I add an Employee or Student Number to my CWL account?

Please review the How to Add a Student or Employee Number to your CWL Account tutorial on the CWL Tutorials page.

Why am I being asked to add my Student Number to my CWL account when I try to log on to the Student Services Centre (SSC)?

You must identify yourself as a student before you can access the Student Services Centre (SSC).

What happens when I log on to the Student Services Center (SSC) and my Student Number is not associated with my CWL account?

You must identify yourself as a student before you can access the Student Services Center (SSC). When you log on to the SSC and your Student Number is not associated with your CWL account, you will receive messaging to this effect, and will be prompted to enter your Student Number.

What happens if I log on to the Management Services Portal (MSP) and my Employee Number is not associated with my CWL account?

You must identify yourself as an employee before you can access the HR Management Services Portal (MSP). When you log on the MSP and your Employee Number is not associated with your CWL account, you will receive messaging to this effect, and will be prompted to enter your Employee Number.

Who needs to identify themselves as an employee and/or a student? Doesn't the University already know this?

For Students:
Most undergraduate students are already identified as students during the SIS enrolment process; a process has been in place for several years to automatically assign a student affiliation to your CWL account when you apply to the University. There are some students who may have created a Student CWL account through the CWL Signup process (e.g. some Continuing Studies Students or Graduate Students). Anyone falling outside of these processes will be notified when they Log on to the Student Services Center, provided instructions, and asked to add their Student Number to their CWL account.

For Employees:
Most employees are already identified as an employee during the HR hiring process. Employees are prompted to enter their Employee Number when they create a Faculty/Staff CWL account. The HR Management Portal Service (MSP) only allows CWL account holders identified as employees to access the portal. If a CWL account holder tries to log on to MSP without the necessary employee affiliation, they will be prompted to enter their Employee Number.

Who can add an Employee and/or Student Number to their CWL account?

Any CWL account holder can update their CWL account to identify themselves as an employee, a student, or both.

Can I add an Employee and/or Student Number to any type of CWL account?

Yes, an affiliation of employee and/or student can be added to any type of CWL account. If affiliations are added to a CWL Basic Account, or a CWL Guest Account, the CWL Account is upgraded to a Standard Account. Please review the CWL Account Types to learn more about CWL accounts.