UBC IT Guide to Working on Campus

Take stock of what is required to gain access to your office space. If necessary, ensure you have office keys, fobs or access cards readily available to you. Contact your local building administrator with any questions or concerns.

Vancouver

For further information and resources about operations and service levels for your building please visit the UBC Facilities website.

Okanagan

Facilities Management will continue to operate and maintain all campus buildings. Information on cleaning protocols are available on the HSE COVID-19 Health and Safety webpage. Questions or concerns can be submitted through the UBC Okanagan Facilities Management website.

Ensure that any equipment borrowed from UBC as part of the transition to remote work is returned and ready to use.
When connecting and powering on your computer for the first time, your computer may take a few moments to connect to the UBC network and perform pending updates.

Software

UBC IT is able to provide a variety of software programs at discounted rates and others at no cost for the university community. Statistical products, Microsoft software, and UBC administrative system software are available through IT, with the advantage of lower prices and a convenient installation process.
Further information can be found here.

Hardware

To achieve the best user experience while being fully compliant with the University Information Security Standards, we recommend using a computer provided by UBC IT. All UBC IT endpoints have been enrolled in our University Endpoint Management Service. If you are planning to use your personal device, you must adhere to the requirements listed in Information Security Standard U6.

Network

UBC Net is the standard UBC network on campus. It is important to have a network that properly meets your department or faculties' needs whether that means added security, increased speed, or being cost effective.
Further information can be found here.

Wireless

UBC hosts several wireless networks to support students, faculty and staff on campus and at partner institutions. Visit the links on the Wireless Internet Access page to find out which wireless network will best support your needs.

Your Office Phone

Basic phone service is provided to eligible faculty and staff in Internal departments as part of the bundle of IT services delivered to UBC departments.

Reminders upon your return to campus: Identify telephone configuration changes, disable forwarding on your phone (if applicable) and check voice mail settings.
Further information about phone configurations can be found here.

Audio Visual and Creative Media equipment is available to ensure appropriate broadcasting of audio and video for faculty, staff, and students. Support documentation and real-time technical support will also be available.

Audio Visual

Audio Visual Services provides AV technical user support, equipment rentals and sales, event
support, video conferencing, media/lecture capture, and live streaming services.
Further information can be found here.

Web Services

Web Services designs, develops and maintains websites and web applications for the campus community.

UBC Studios

UBC Studios offers creative media production and educational media support services including video production, graphic design, print services, and DIY studio spaces.

Emerging Media Lab

The Emerging Media Lab is an experimental space for faculty, students, and staff to evolve learning by creating tools and techniques using emerging media.

Explore the learning technology tools available for use in traditional classrooms, blended courses, and fully online learning.

Learning Technology Hub

Get help finding effective tools for your teaching, receive guidance on using the centrally supported tools at UBC (including Canvas), learn how to contact support groups, and share initiatives and governing decisions related to teaching with technology.
Further information can be found here.

Below list of top IT services that you may require while conducting research at UBC both on and off campus. If you require further assistance please contact www.it.ubc.ca/helpdesk

Advanced Research Computing

The Advanced Research Computing team provides consultation, expertise, and access to tools that support computationally intensive research.
Further information can be found here.

Research Systems (RISe)

RISe is an online research administration tool that allows researchers and administrators to manage and track applications online through to approval, certification and awarding of funds.
Further information can be found here.

EduCloud Server Service

EduCloud Server Service is a cloud computing service that offers robust computing and hosting solution based on virtualization technology.
Further information can be found here.

Data Governance

Data Governance is a discipline that enables UBC to formalize and guide behavior over the definition, production, and use of information. A consistent, repeatable, and sustainable approach to data governance is necessary in order to protect the security and integrity of UBC's data assets.
Further information can be found here.

Only have 20 minutes? We recommend taking this mandatory UBC training to learn how to protect yourself and others.  Take the Privacy Fundamentals training

Passwords are an important part of our digital lives. Have you ever considered the implications of what would happen if your password was stolen?  Learn how to protect your passwords

There are a number of ways you can protect your personal information and others. Learn more on how to protect your passwords

People who want to steal your information can be clever. A common trick used by cybercriminals is to send you an email, that appears to come from someone you trust. Phishing messages can come in many different disguises, from sophisticated deception to obvious fraud. Read more about phishing, spear-phishing and how to protect yourself against both.

To keep personal information at UBC secure, faculty and staff must update their Campus-Wide Login (CWL) account to an 'Enhanced CWL' account. Learn more about Enhanced CWL.

Dont have a CWL account?

To enroll in Enhanced CWL, you must first have an active CWL account.

• Manage CWL: https://www.myaccount.ubc.ca/myAccount
• Create New CWL: https://activate.id.ubc.ca/iamweb

Get help

Contact the IT Service Centre if you need assistance.

Protect yourself and UBC systems and data against viruses, spyware, adware, and suspicious files. Download UBC's recommended anti-virus program here. If you have purchased or installed a third-party antivirus, please check and ensure it is running. Best practice is to run a scan on your machine prior to using UBC systems.

Encryption is a method of preventing unauthorized access to electronic data. It is used to protect data on devices such as computers, laptops, cellphones, or USB sticks. It can also be used to protect data during transmission which is especially important when working remotely. Encryption is imperative for sending sensitive information, securing your documents, keeping your email private and, ultimately, it allows for peace of mind if a computer is misplaced, lost or stolen.

• Read more about encryption.
• Check if your device is already encrypted.
• Follow the steps here to self-encrypt your device(s).

Every time we share information, whether through email, collaborative cloud applications, or other transmission services, there is a risk that it will be intercepted by unauthorized parties.

Faculty and staff who access UBC Systems or share UBC data have a responsibility to protect this information, especially when it is confidential or sensitive. Learn how to share files securely.

Review UBC's policies and procedures

• UBC Statement on Respectful Environment 
• Policy GA4 – Records management 
• Policy SC14 – Information Systems  
• Security Standards 

To avoid unwelcome participants and undesirable contributions, consider sharing unique meeting IDs for each class and ask your class not to share the link.
Keep these further suggestions on hand when setting up a future virtual meeting:

• Protect the privacy of participants in meetings and confidential UBC information
• Zoom Privacy and Security Settings

You may have heard of a practice called Zoom bombing where during a Zoom session, intruders hijack the session by saying or showing inappropriate content. Zoom bombers who are successful in disrupting sessions can also post video footage of those incidents to video sharing platforms such as TikTok and YouTube. The compromised Zoom session can typically shut down by the host.
Click here to learn more about preventing Zoom bombings.

Remember: "Think before you click the link"

If you have any concerns about a message or link, don't open the message or click the link. Instead forward it to security@ubc.ca.