News Archives

A Faster, Easier Way to Recover Your MFA Access Is Coming

August 22, 2025

A Faster, Easier Way to Recover Your MFA Access Is Coming

On August 27, 2025, UBC IT will introduce a recovery option for MFA access through the existing MFA Device Management Portal. This will enable users to securely restore their MFA access if they’ve lost or replaced their phone, without calling the IT Service Centre. 

This change is in direct response to feedback from students, faculty, and staff who asked for quicker, more modern ways to resolve urgent access issues. While IT Service Centre support will remain available, the self-service option gives users more flexibility and control and gets them back online faster. 

What’s Changing? 

A new option on the MFA Device Management Portal will provide users with a secure and convenient alternative to restore access to their MFA credentials. If you’ve lost or replaced your phone, you will now have a faster, self-service option to restore your MFA access by confirming your account using SMS codes. 

This change is part of our ongoing efforts to: 

  • Give you more ways to manage your account when it’s convenient for you.  
  • Modernize UBC’s digital services so they’re faster and easier to use. 
  • Reduce wait times when you’re locked out. 

IT Service Centre Support Remains Available 

This change is designed to increase options for restoring access, not replace our current IT Service Centre support. For those that prefer speaking to a live agent, the IT Service Centre will continue to assist those who need support for MFA. UBC IT is not taking away any services; we’re simply adding more ways to help everyone faster. 

When is the Change Happening?  

The MFA self-service recovery option will be launching on August 27, 2025.

Until this feature is live in the MFA Device Management Portal, users can continue to restore MFA access through the IT Service Centre by calling 604-822-2008. 

 For more information about this change, visit https://www.it.ubc.ca/mfa-recovery  

UBC IT Fri, 08/22/2025 - 15:18
MFA Self-serve recovery

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Changes to UBCO Campus Phone Service Billing

April 30, 2025

UBC Okanagan is making improvements to the billing process for campus telephone services, effective May 2025. This change is part of a broader effort to modernize communications and improve cost management across the university. 

Billing changes in May will only affect phone service charges that have been billed for in previous periods, including employees who have transitioned to the new softphone service model, or have requested a new service, move or change in service since April 2025.  

What’s Changing? 

  • Monthly Billing:
    Departments will move from quarterly to monthly billing for all campus phone lines. Charges will be based on the number of active phone lines in your department as of the second Wednesday of each month. 
  • Workday Integration:
    Instead of receiving PDF invoices, all phone service charges will now be processed automatically through Workday as an Internal Service Delivery (ISD). Charges will be auto-approved through this system.  Each service charge will be itemized as a transaction in the ledger, improving readability and tracking. 
  • How to Review Charges:
    Departments can review their monthly phone charges directly in Workday by running the “Ledger Summary – Distributed” report.

    • Navigate to: Expenses → Supplies and Sundries | Internal → Utilities → Telecommunication Charges.
    • Click on the month you wish to view, or year-to-date (YTD) for a rollup of all charges. 

Why the Change? 

  • The new billing process is designed to provide more timely and transparent cost information to departments, making it easier to track and manage expenses. 
  • This update supports the university’s shift toward flexible, hybrid work models and ensures a sustainable approach to communication costs. 

What You Need to Do: 

  • Review your department’s phone lines and consider whether all are still needed. Cancelling unused lines can help reduce costs under the new model. 
  • Familiarize yourself with the new Workday reporting process to stay on top of your department’s telecommunications spending.

Looking Ahead: 

  • UBCO IT is working toward transitioning all campus phone lines to a new software-based phone service, Softphone, by mid-2026. More information about this service and how it works will be shared as the migration progresses. 

Questions or Support: 

  • For questions about billing or how to access reports in Workday, please submit a ticket  
  • For updates on upcoming changes to phone services, stay tuned for future announcements. 

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Share content wirelessly in UBCO Meeting Rooms

January 13, 2025

You can now present/share content wirelessly in UBCO meeting rooms using AirPlay for Mac computers and iPhone/iPads or Miracast for Windows devices.

This removes the need to plug in an HDMI cable (directly or through a dongle) and allows you to wirelessly share your screen to either the in-room display or within a video conference call.

To use this new feature your device will need to be connected to the ubcsecure wireless network in one of the following rooms:

  • ADM: 002d, 006a, 013, 013j, 103i, 119
  • ARTS: 276
  • ASC: 412
  • EME: 2124, 3112, 3124, 3284, 4116, 4143, 4218, 4245, 4289
  • LIB: 314d
  • UNC: 321, 325a, 334
  • SCI: 253, 331
  • IA1: 115
  • OM2: 138
  • Landmark 4: 637, 650

In Cisco dual display meeting rooms (those who two display screens), both screens can now be utilized during a meeting or video call. Note: when no content is shared you will see the participants on both screens.

View the full Generic Cisco Usage Guide for more details on sharing content in a meeting room.

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Privacy Matters @ UBC Symposium 2025 – Event Recap

November 5, 2025

Privacy Matters @ UBC Symposium 2025 – Event Recap

On October 29, nearly 420 UBC faculty and staff from across campus and online came together for the 8th annual Privacy Matters @ UBC Symposium — a vibrant day of learning, dialogue, and shared commitment to privacy and cybersecurity.  

Key moments from the day included: 

  • Opening remarks by Acting Chief Information Security Officer (CISO) Larry Carson, offering insights into UBC’s evolving cybersecurity landscape.
  • Thought-provoking panel discussions on risk management, data governance, and the intersection of cybersecurity with research and medicine.
  • A look into the Faculty of Medicine’s approach to cybersecurity governance, showcasing a practical, collaborative, and scalable model.
  • Engaging sessions such as a live theatre skit on travel security and a forward-looking exploration of quantum computing’s implications for data protection.
  • Practical strategies for enhancing cybersecurity communication and aligning privacy practices with emerging AI technologies. 

The Symposium concluded with the Champions Award Ceremony, recognizing UBC faculty and staff who demonstrate exceptional leadership in advancing privacy and cybersecurity across the university. This year’s award recipients included Chatty Lagura, Stephen MacDonald, and David Johnston. Among them, Johnston was named the Grand Prize Winner, receiving a $500 UBC Bookstore gift card in recognition of his outstanding contributions. 

Thank you to all who attended and contributed to the success of this year’s event. 

Access session recordings and resources through Privacy Matters on Demand, available on the Privacy Matters @ UBC website. 

Discover how the Privacy Matters Champions Network supports a culture of privacy at UBC. 

UBC IT
Presenter speaks at the Privacy Matters @ UBC Symposium

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UBC is improving how duplicate student accounts are managed

October 28, 2025

UBC is improving how duplicate student accounts are managed

UBC has introduced enhancements to its Duplicate Record Merge process. These improvements, implemented on September 25, 2025, help ensure that each student, applicant, and learner has a single, verified UBC identity record. 

Through this record merge process, some users may receive an email from the new UBC Identity Verification domain ‘@verify.id.ubc.ca’ asking them to verify their identity (see sample below). This process is part of UBC’s ongoing effort to maintain secure and accurate student data information across multiple systems.  

UBC account verification UI screenshot

These enhancements help: 

  • Reduce data duplication and improve system integrity across all UBC applications
  • Minimize access issues caused by duplicate accounts/records
  • Strengthen account security and streamline future access to all UBC services 

In most cases, once a user completes the self-verification process, any verified identity duplicates can be merged either automatically or manually.  Access to some UBC systems may be limited while a merge is in progress. 

For more information and answers to common questions, please visit the Duplicate Record Merge FAQs 

UBC IT
Two UBC students on phone

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October Phishing Workshop Recap

October 15, 2025

October Phishing Workshop Recap

Phishing via Teams 
Phishing is generally conducted from emails; however, UBC has faced its first case of Phishing via Teams. Claiming to be part of UBC’s IT support team, a cybercriminal attempted to convince a staff member to share their screen and allow remote control. These “Living off the Land” (LOTL) attacks are a type of cyberattack that relies on already installed software (Teams) to carry out malicious activity, making it harder to detect. 

Fortunately, the staff member realized something was off and reported the situation. The Cybersecurity team was then able to contain the threat.  

Fake Invoice 
Sixteen staff members reported receiving fake invoices from cybercriminals impersonating UBC members. At a glance, these fake invoice pdfs were indistinguishable from real invoices.  

What can I do to protect myself? 

  • Be cautious of unsolicited requests: Legitimate UBC IT staff will never ask you to grant remote control of your screen through Teams or any other platform without prior communication. 
  • Check who you’re talking to: If someone claims to be IT support, double-check their email address or Teams profile before responding. 
    If you’re unsure, contact IT directly through official channels. 
  • Report suspicious activity right away: If something feels off, trust your instincts. Report it immediately to UBC Cybersecurity at security@ubc.ca. Quick reporting is often the difference between stopping an attack and a successful compromise. 

UBC IT
Stylized depiction of phishing email

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UBC Launches VMware Cloud Migration Project Website

September 16, 2025

UBC Launches VMware Cloud Migration Project Website

UBC is preparing for an important transition in how we deliver EduCloud services. Over the next year, we will be moving to a hybrid cloud model that combines an updated on-premises platform with public cloud services. This change is driven by the need to adapt to shifts in technology availability, ensure cost-effectiveness, and position UBC with a more flexible, secure, and future-ready IT foundation. 

To help the community stay informed and supported throughout this transition, we have launched the official Cloud Migration Project Website. 

On the site, you’ll find: 

  • A clear overview of what’s changing (and what’s not)
  • Project timelines and milestones
  • FAQs by user group
  • Training resources and key contacts
  • A feedback channel to share your questions and input 

We encourage you to explore the site, bookmark it, and check back regularly as new information and resources are added. 

Visit the Cloud Migration Project Website 

UBC IT
New VMWare Cloud Migration Website

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UBCO Wi-Fi Gets Major Upgrades

September 11, 2025

This summer, UBCO’s IT Network team wrapped up a two-year campus-wide Wi-Fi upgrade project—bringing faster, more reliable wireless internet to students, faculty, and staff. 

What’s New? 

  • Upgraded Wireless Access Points (WAPs) now support faster speeds and lower latency in most academic spaces.

  • Many buildings—including Fipke, Library, Arts, Arts & Sciences, and the Commons Study Hall—received new or enhanced WAPs with Wi-Fi 6e and 7 capabilities.
     
  • People with newer devices accessing wifi in high-density areas like lecture halls and study spaces will see the biggest improvements (note: COM 201 updates are coming soon).

  • Several student residences received refreshed wifi access and network hardware, with shared spaces and kitchens next in line.
  • If you’re on Telus, Koodo, or Public Mobile, expect better mobile service thanks to a new Telus tower installed on campus.


Wifi issues? 

  • For optimal performance, connect to UBC Secure—not UBC Visitor or Eduroam. Visitor and Eduroam route through Vancouver, causing slower speeds and higher latency. 
  • Experiencing dropped connections? Try toggling Airplane Mode or turning Wi-Fi off for 10 seconds to reconnect to the nearest access point. 

Support 

Learn More: 

  • Wireless Coverage Map- https://it.ubc.ca/sites/default/files/ubco_wireless_map_2023.pdf 

Thanks to the Networking team for keeping UBCO connected and future-ready! 

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Automating Email Alias Management: Important Changes Starting October 15

September 10, 2025

Automating Email Alias Management: Important Changes Starting October 15

As UBC completes its transition to Microsoft Exchange Online, we are implementing automated email alias management for faculty and staff accounts (@ubc.ca), effective October 15, 2025. This change affects how email aliases are created and managed across the university.

What's Changing

Beginning October 15, email alias management will be automated.

New Employees: Will receive automated preferredfirstname.preferredlastname@ubc.ca (preferredFN.preferredLN@UBC.ca) aliases based on the Enterprise Data Governance Naming Standards, and their preferred first and last names captured in Workday during the hiring process. Central HR has modified their workflowto ensure that preferred names are captured during this process. If a preferred name is not set in Workday, then the legal first and last names are used. If there are duplicates of the same first and last name, then a numerical sequence is assigned (e.g., preferredFN.preferredLN2@UBC.ca).

The preferredFN.preferredLN@UBC.ca is also used as username login for the M365 environment.

Existing Employees: Email alias modifications will require IT Service Desk tickets under the following circumstances only:

  • Legal name changes processed through HR
  • Preferred name updates documented in Workday
  • Correction of data entry errors, if exists
  • Privacy or safety concerns
  • Other exceptional circumstances with appropriate approval

Department Administrators: Will no longer manage preferredFN.preferredLN@UBC.ca aliases through the UBC Directory interface.

Alias Forwarding: preferredFN.preferredLN@UBC.ca will be tied exclusively to FASmail mailboxes and used as login IDs for the M365 service. Users can forward email from their M365 FASmail mailbox to approved domains that are compliant with the Information Security Standard (U3). For more information around email forwarding, see Assessed FASmail Forwarding Domains for a list of compliant email forwarding domains.

CWL My Account/Simplified Sign Up: Manual alias selection option during account setup will be removed.

Why This Change

This transition:

  • Streamlines automatic onboarding processes for new employees
  • Facilitates direct access to Microsoft 365 and Exchange Online cloud environment for the eligible users when joining UBC
  • Avoids risks associated with users changing their email login credentials
  • Improves security/identity management
  • Ensures consistency with UBC's data governance standards

What This Means for Departments

  • HR teams should ensure accurate name information is entered in Workday at hiring
  • After October 15, users who wish to change their preferredFN.preferredLN@UBC.ca alias should be directed to update their preferred name in Workday, then to submit a ticket to the IT Service Centre
  • Exceptional alias changes will be managed by the ITSC through a modified Departmental FASmail Administrator approval process

Not Affected

Find Out More

Visit the Email Alias Management page on the M365@UBC site for more details about this change, and Data Standards | Office of the CIO for more information about UBC’s naming standards.

UBC IT
Automating Email Alias Management: Important Changes Starting October 15

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Congratulations to the newest members of UBC’s Milestone Club

September 5, 2025

Congratulations to the newest members of UBC’s Milestone Club

The UBC 25 Year Club was established in 1971 by President Walter Gage to recognize non-faculty staff with 25 years of uninterrupted or accumulated service. In 2004, the club began recognizing active staff who have reached the additional milestone of 35 years of service, and in 2013 staff members with 40 years of active service were included in the recognition program. In 2020 in celebration of the 50th anniversary of the 25 Year Club, a 50-year recognition level was introduced. 

This year’s new inductions have just been announced. Congratulations to all recognized UBC IT staff: 

25 Year Club: 

  • John Ng 

  • Sarah Gardner 

  • David Gold 

  • Heather Johnson 

  • Tom Ziemianski

  • Yolanda Gonzales

35 Year Club: 

  • Gordon Ellis 

  • Jeremy Gordon 

40 Year Club: 

  • Karen Beattie 

UBC IT
UBC 25 Year Club Banner

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Welcome back to a new school year!

August 25, 2025

Welcome back to a new school year!

With a new academic year upon us, UBC offers helpful IT resources you may require for your studies at UBC: 

  • M365: Students are eligible for a Microsoft 365 subscription which includes the Microsoft Office Suite. 
  • Student email:  Students are eligible to sign up for a @student.ubc.ca email address. 
  • Workday Student: Access your student records, registration information, transcripts, and grades. 
  • Canvas: Canvas provides a secure, online classroom for each of your courses at UBC. 
  • Service Status Page: Find live updates on the status of our services including outages and maintenance. 
  • UBC IT Help Desk: Contact us if you need help with any of our services.
     
  • UBC IT Chatbot: Find quick answers and support 24/7 through the IT chatbot, located at the bottom right of every UBC IT webpage. 

  • Workday: Workday is UBC’s system for finance and HR processes - access your pay, book vacation, get tax information all in one place. 

  • UBC Survey Tool: Create surveys with this Canadian-hosted solution with enterprise features.  

  • Research Services: Discover services that support UBC researchers including high performance computing, research data management, and more. 

  • Working Remotely: Find out what you need to work from off-campus.  

  • MS Teams: Conduct virtual meetings, share work documents, and chat with your colleagues with MS Teams. 

Please remember to stay safe online! Use strong, unique passwords for each of your accounts, enable two-factor authentication, and stay vigilant against phishing scams. Find out what you can do to stay safe online at Privacy Matters@UBC.   

To learn more about the top IT services for students, visit it.ubc.ca/students. 

To learn more about the top IT services for faculty and staff, visit it.ubc.ca/facultyandstaff. 

UBC IT
Back to school for students faculty and staff

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Be on Alert: Workday Community Data Breach and Phishing Risks

August 20, 2025

Be on Alert: Workday Community Data Breach and Phishing Risks

The UBC Integrated Service Centre and the UBC Cybersecurity team are aware of recent news regarding a data breach involving Workday Community. Workday Community is Workday's official online platform where customers get support and access resources about Workday products. It is used only by staff providing technical Workday support across UBC, and is completely separate from UBC's Workday system, which manages HR, student, and finance data.

Please note:

  • This breach affects Workday Community only. It does not involve the UBC Workday system.
  • Workday Community does not contain any UBC Workday data.
  • CWL accounts are not compromised.
  • UBC Workday data is not compromised.

Attackers may attempt to exploit the publicity of this breach to launch phishing campaigns. Be extra vigilant, particularly with emails or messages claiming to be about Workday account security. These may urge you to click on a link to "recover your password" or "secure your account".

What you should do:

  • Always be aware of emails with a yellow banner stating [CAUTION: Non-UBC Email].
  • Never click links or provide your CWL credentials to non-UBC websites.
  • If you receive a suspicious email, or if you believe you may have entered your credentials into a fraudulent site, report it immediately to UBC Cybersecurity at security@ubc.ca.
  • Remember: UBC will never contact you to request your password or MFA code.

UBC is conducting a thorough review and will provide direct communication to any affected parties as necessary.

UBC IT
Be on Alert: Workday Community Data Breach and Phishing Risks

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