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The IT Communications team used Synthesia, a video creation platform powered by artificial intelligence, to produce engaging instructional videos for students, faculty, and staff. The short, easy-to-follow instructional videos were used to support the UBC community through technology transitions such as the move to our new email system, M365 Microsoft Exchange Online. The videos transformed routine migration email content into an engaging learning experience, covering a range of topics from email migration preparation, to re-connecting and navigating the new email system with confidence.  

Why use Synthesia? 
Creating videos is one of the most effective ways to support users, but traditional video production can be time-consuming, labour intensive, and require specialized AV teams to produce. With Synthesia, our goal was to empower our team members, regardless of video editing experience, to produce professional-quality, engaging videos quickly and efficiently. We wanted our team to create content faster, have consistent voice and branding, and create a more dynamic support experience for our users. 

Reception has been positive. Diana Yoon,the M365 Senior Project Manager at Enterprise Digital Transformation and Automation commented:  

“The AI-assisted videos made it easier for users to understand the value the new M365 email service provides and what changed from their old email platform. It also helped that the team was able to produce the videos quickly and cost-effectively.” 

Plans for Synthesia in the Future 
The IT Comms team is exploring new ways to use Synthesia beyond IT support, expanding into areas like cybersecurity awareness (training on phishing, MFA, and data protection), onboarding for HR and administrative processes, and storytelling to showcase new IT initiatives and share with the university community. 

View our Synthesia video 

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. 

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. 

Watch the Phishing Workshop Recording 

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 

View the full list of inductees