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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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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M365 Latest Updates – August 2025

August 15, 2025

M365 Latest Updates - August 2025

We have some important updates to share with you as we continue our transition to the Microsoft 365 cloud environment.

New M365 Portal & Teams Experience

Microsoft has refreshed the web experience when you reach portal.office.com, now called the Microsoft 365 Copilot Chat. Copilot Chat is easier to find and use online, with controls to pin/unpin online versions of Microsoft OneDrive, Word, Excel and PowerPoint, amongst others.

Microsoft has also updated Teams with new customizable views that allow you to combine your Chats and Teams apps into a single app for a cleaner and simplified experience. Visit The new chat and channels experience in Microsoft Teams - Microsoft Support for details on this change. 

Need to learn more?

The M365@UBC team provides Copilot Chat and Advanced M365 Productivity training sessions monthly. Register here: General Training for Microsoft 365 | UBC IT

Microsoft Bookings: Personal Pages Launch August 18

We're launching Microsoft Bookings to the UBC community on August 18, starting with Personal Bookings pages. Personal pages are great for student advising, office hours, and one-to-one consultations; no back-and-forth scheduling needed.

Shared Bookings pages will follow later this year once additional testing is completed. Shared pages allow users to book a time slot with one of many individuals offering a service, such as counselling sessions.

Get Started

Create a Personal Bookings meeting type: 
https://ubc.service-now.com/kb_view.do?sysparm_article=KB0019519

Share your Personal Bookings page & meeting types: 
https://ubc.service-now.com/kb_view.do?sysparm_article=KB0019521

Safer by Design: Removing Access to the Microsoft 365 Add-Ins Store August 21

To reduce risk and improve compliance, the M365@UBC team will remove access to the public Microsoft 365 Office Add-Ins Store for Word, Excel, and PowerPoint web add-ins on August 21. This restores our previous control that prevented installing unvetted third-party add-ins directly from the store.

Why this change?

Some store add-ins can read or modify document content and may transmit data to third-party services. Disabling direct store installs helps protect university data and ensures add-ins are evaluated case-by-case before being enabled.

What to expect?

  • The Add-Ins Store will be unavailable for installing new web add-ins.
  • Previously installed add-ins may behave differently depending on the app and platform, and how it was installed. Unauthorized web add-ins will no longer work.
  • Authorized Add-ins will appear in the Admin-Managed section when adding Add-ins in Word, Excel and PowerPoint.
  • You may see inconsistencies between web and desktop for certain add-ins; this is a vendor limitation we're tracking.

Note: This change applies to web add-ins (cloud extensions for Word/Excel/PowerPoint). It does not apply to traditional local (COM) add-ins installed on your computer.

If you rely on a web add-in: 
We'll provide a request path for business-critical add-ins. Requests with a clear business need - where lack of access blocks essential work — will be prioritized for review and implementation.

Need help?

The UBC IT Helpdesk is here for you. Call 604.822.2008 or submit a support ticket at it.ubc.ca/selfservice.

Stay tuned for more updates as we navigate the M365 environment to help you do your work easier.

UBC IT
M365 Latest Updates - August 2025

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M365 Email Migrations Near Completion

August 15, 2025

M365 Email Migrations Near Completion

We're in the final laps of the M365 Email migration project and have a lot to share. Below you'll find where we're at, what's changing, and what (if anything) you need to do. Thanks to everyone across UBC who helped us get this far.

Exchange Online Migration: In the Home Stretch

  • 90% complete as of today.
  • 32,675 mailboxes migrated, with 1,272 queued in upcoming waves.
  • Thank you for your patience and teamwork as we wrap up the last phase.

What you can do

Watch for your migration notice and the post-migration tips from the M365@UBC team. If you've already moved, you're all set! More info: Exchange Online Migration | UBC IT

Legacy Alumni Email Transition: Complete

The legacy alumni email service has now been retired as part of UBC's broader work to strengthen security, modernize access controls, and align with Microsoft licensing. Over 2,200 eligible alumni enrolled in Alumni Email Forwarding, which activated August 12, 2025.

What's next?

Our focus shifts to students and graduates within the 18-month grace period. We'll share timelines and details well ahead of any changes. For more information visit: Alumni Email Transition - M365@UBC | UBC IT

Emeriti Email Migration: MFA Complete; Migration August 19

With support from the Emeriti College and the UBC Helpdesk teams, multi-factor authentication (MFA) is now enabled for all UBC Emeriti. The Emeriti migration to Microsoft Exchange Online is scheduled for August 19.

What Emeriti need to do?

Look out for and review the email sent to you with details about the migration and your new login information.

UBC IT
M365 Email Migrations Near Completion

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Five Common Troubleshooting Issues at UBC and How to Fix Them

August 13, 2025

Five Common Troubleshooting Issues at UBC and How to Fix Them

Whether you're trying to log into Canvas before class or open your FASmail after a vacation, we wanted to share a few quick fixes with you of the most common tech issues at UBC have quick fixes. We spoke with Dustin from ITSC to identify five of the most common ticket topics submitted by staff and students, along with tips on how to resolve them.

Conclusion

A little knowledge can save time and help reduce wait times for everyone. So, the next time something stops working, take a breath and try a few quick fixes, including checking it.ubc.ca for a possible solution. And if that doesn’t help, the IT Service Centre is always here to support you.

UBC IT
Five Common Troubleshooting Issues at UBC and How to Fix Them

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