News Archives

Be on Alert: Workday Community Data Breach and Phishing Risks

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
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Be on Alert: Workday Community Data Breach and Phishing Risks

M365 Latest Updates – August 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
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M365 Latest Updates - August 2025

M365 Email Migrations Near Completion

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
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M365 Email Migrations Near Completion

Five Common Troubleshooting Issues at UBC and How to Fix Them

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
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Five Common Troubleshooting Issues at UBC and How to Fix Them

Celebrating Pride and People: Meet Fernanda Alves (she/her/hers)

Celebrating Pride and People: Meet Fernanda Alves (she/her/hers)

Each August, Pride Month invites us to honor the stories, courage, and everyday acts that make our communities stronger. This year, we're sharing the journey of Fernanda Alves: an advocate, mentor, and quiet force for inclusion at UBC. 

Originally from Florianópolis, Brazil, Fernanda moved to Kelowna in 2021 to study computer information systems, a key turning point for her. Expecting to be one of the few women in her class, she was surprised to find many women classmates and professors. It showed her there was space and power in representation. 

With encouragement from her professor, Sarah Foss, Fernanda helped organize her college's first Women in Tech panel. It wasn't a huge event, but it was important. Stories were shared, connections made, and the idea grew year after year. The panel lives on, expanding to highlight women in STEM and beyond. 

Fernanda began as a programmer analyst with UBCO IT's Web and Apps team and now supports partnerships in the Office of the Vice President, Research and Innovation. She is an advocate for women in IT and a proud member of the UBC Queer Faculty and Staff Collective. 

Fernanda's passion for inclusion comes from knowing what it feels like to not see yourself reflected in a room. She remembers how isolating it can feel when your story isn't heard or taken seriously. Fernanda's experience in tech has taught her the power of small actions. She believes trust and belonging grow when people feel safe to be themselves. In every new setting, she looks for ways to set that tone whether it's sharing her pronouns in a meeting or speaking up so others feel comfortable doing the same. 

Fernanda's advice for anyone exploring who they are while working in tech is simple: never feel you have to hide parts of yourself to succeed. "Your story, your perspective, and your questions matter. If tech is where you want to be, you belong here" she says. 

Fernanda encourages finding communities that affirm who you are and if you can't find one, create them in small ways. In college, she used to make light-hearted comments with classmates about turning to counselling services when coding got frustrating. What started in small ways opened real conversations about mental health and stress. 

"It doesn't always have to be serious. Even inviting someone for coffee can be the start of a safe space," she says. "Being yourself is your strength. It helps you, and it helps others see they're not alone too." 

When Fernanda thinks about what would help people feel they truly belong, mentorship comes first. She hopes to see more investment in programs that support underrepresented groups, especially queer and trans communities, and that bring everyone into the conversation. One simple idea she loves is a belonging check-in. Instead of a typical icebreaker at meetings, she suggests asking, "How are you feeling today? How can we support each other better?" 

Fernanda believes that "Visibility matters. Little by little, it opens doors for others to feel they belong too."

One moment that stays with her is from her first summer teaching at a kids' summer video game camp. On the first day, out of 22 students, there was only one girl. Her mother pulled Fernanda aside, worried that her daughter felt too shy and out of place to stay. Fernanda sat with her, shared her own experience as a woman in tech, and asked a colleague to check in and cheer her on. Instead of leaving, the girl stayed quietly at first, but by the end of the week, she was excited to showcase what she had built. On the last day, she hugged Fernanda and said she wanted to keep making video games. 

Fernanda never forgets that moment:

"We were the only women in that room of 21 boys. If I hadn't been there, she might have left. Inclusion starts young. It's about giving someone the courage to say, 'I belong here too.'" 

She hopes every workplace and classroom makes that feeling possible with policies, values, language, and daily care that help people show up as themselves and know they matter. 

For Fernanda, Pride should not be limited to June. She believes true inclusion happens when everyone can bring their whole self to every room, every day of the year, not just when there are rainbow flags and parades. She dreams of workplaces where asking and respecting pronouns is normal, where diverse families are reflected in benefits and policies, and where people feel safe to speak freely. 

"It's about constant and intentional care, not just a celebration" she says. Pride Month shines a light on how far communities have come, but the real goal is a world where nobody wonders if they belong because inclusion is part of everyday life. 

This month, Fernanda is proud of a commitment she made just for herself: joining a local queer run club. Sports have always been part of her life but finding a community that shares that passion hasn't always been easy. "It's more than running. It's time I keep for myself, to feel part of something and to grow my circle. I'm proud I made it non-negotiable." 

Fernanda's journey reminds us that Pride is more than a month on the calendar. Her story is a simple reminder to keep Pride alive all year. Be visible, stay kind, lift each other up, and never underestimate the power of one small act to make someone feel at home. 

UBC IT
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Celebrating Pride and People: Meet Fernanda Alves (she/her/hers)

UBC Prepares to Launch SplashAccess for IoT Devices

UBC Prepares to Launch SplashAccess for IoT Devices

UBC is moving toward a more secure and user-friendly way to connect smart devices on campus with the upcoming launch of SplashAccess. This new service will allow the community to safely connect all network-enabled equipment used in teaching, learning, administration, residence, and research.

Internet of Things (IoT) are devices that connect to a network but aren’t typical computers or phones. In a university setting, this can include smart TVs, speakers, game consoles, printers, HVAC sensors, lab instruments, digital signage, occupancy monitors, and voice assistants like Alexa or Google Home. They are used in classrooms, residence halls, offices and labs and are becoming essential to how UBC runs.

Today, there are over 2,500 IoT devices officially on UBC's Wi-Fi network, but the actual number is likely more than double that. Since 2022, the use of these devices has been growing 13-15% yearly, and future trends suggest that growth will soon hit 20%.

Until recently, there was no secure way to connect them. Many users relied on UBC-Visitor, a basic and unencrypted network that wasn’t designed to support IoT. Others created workarounds using personal routers. These methods worked but introduced problems such as security risks, network interference, device visibility to other users, and extra troubleshooting for IT.

That’s where SplashAccess comes in.

SplashAccess is a cloud-based, self-service portal that lets users register their IoT devices using their CWL. Once registered, devices are automatically placed on a secure, encrypted, and isolated network tied directly to the individual or department. This improves security, prevents devices from being exposed to others, and eliminates the need to contact IT just to get connected.

In a recent pilot, SplashAccess supported a wide range of devices across departments and faculties a wide variety of devices, including tablets, smart speakers, environmental sensors, microcomputers, 3D printers, game scoring systems, and even a data analysis interface used for nucleotide sequencing. One standout example came from Student Housing & Community Services, which needed to connect to a new fleet of Wi-Fi-enabled heat pumps. These devices didn’t work on any existing network until SplashAccess made it possible. Now, the team can monitor and manage them remotely with no on-site setup needed.

The diversity of devices and use cases highlighted the flexibility of SplashAccess and its potential to support a wide range of academic, operational, and research needs across campus. It enables smarter classrooms, supports advanced research tools, and makes campus infrastructure easier to manage. It also makes the student experience smoother, especially in residence, where connecting to Wi-Fi can now feel more like a home network.

SplashAccess is a secure, user-friendly way to connect personal and IoT devices to UBC’s Wi-Fi. It improves security, supports innovation, and makes the network easier to use for everyone from students in dorms to researchers in labs.

Geoff Armstrong, UBC Senior Wireless Network Analyst

While the solution has been selected and funding secured, SplashAccess is not yet available to the full UBC community. UBC IT teams are completing the necessary cybersecurity threat modeling, IAM integration, and feature expansion, and purchase of a 3-year contract with the vendor.

The anticipated rollout is by the end of the year, once the service meets all security and operational requirements.

Learn more about SplashAccess

UBC IT
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SplashAccess for IoT Devices

Disability Pride Month: Embracing Diversity and Fostering Equity

Disability Pride Month: Embracing Diversity and Fostering Equity

July is Disability Pride Month, to celebrate the history, achievements, and experiences of the disability community.  

Disability isn’t caused by a person's diagnosis, but arises when environments, systems, or attitudes are inaccessible or inflexible.

One in four working-age Canadians (27%) has a disability, up from 2017, with mental health and pain-related disabilities seeing the greatest increase. And with disability rates increasing with age, including temporary conditions, most of us will experience some type of disability in our lifetime.

Accessibility benefits everyone by creating environments where all can thrive. It reduces the need for individual accommodations and fosters belonging.

Workplace accessibility starts with:

  • Flexibility: Offer options and respect different work styles.
  • Communication: Share agendas early and ask about access needs.
  • Recognition: Appreciate diverse contributions and share your own accessibility needs.
  • Learning: Listen to disabled voices and engage in ongoing education.

As one UBC employee shared:

I want to connect, but neurotypical social norms can be hard. Please be open to communication differences and include everyone.

Let’s build inclusive teams by committing to accessibility in physical, digital, and social spaces.

Explore UBC’s resources to your disability-inclusion literacy:

UBC IT
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Disability Pride Month: Embracing Diversity and Fostering Equity

Inside UBC’s Digital Experience Lab (DxL)

Inside UBC’s Digital Experience Lab (DxL)

The Digital Experience Lab (DxL) has the mandate to help the IT organization safely experiment with artificial intelligence (AI) by testing and proving concepts with the intention to then scale those initiatives into future IT services. The goal is to realize value from investments in shaping concepts and ideas before transforming them into enhanced services for the UBC community. The lab has already created some AI solutions that are aimed at reducing costs, enhancing administrative functions, and creating seamless user experiences for faculty, staff, and students.

The following are examples of projects that DxL is currently focused on:

  • AI Assistant Chatbots - enhance user experience by providing instant assistance and support by enabling staff to interact with a conversational AI tool to support daily workflows, task automation, and knowledge access
  • Smart Triage - a machine learning AI-powered tool designed to automatically categorize and assign incoming service tickets to appropriate groups, making the call centre workflows faster and more resource efficient, resulting in faster ticket response.  
  • UBC LLM - a UBC-specific secure, enterprise-grade large language model (LLM) platform tailored to the university’s unique terminology, concepts, and context offering a more accurate, safe, and personalized experience for faculty and students. The tool enables users to perform conversational data analysis and generative AI tasks.

What sets DxL apart is its collaborative, multidisciplinary structure. The lab brings together members from UBC IT, including AI engineers, enterprise architects, data governance professionals, client service managers, and change management specialists along with Legal Counsel, PrISM and client stakeholders. This integrated approach ensures that each project aligns with UBC's strategic goals and complies with institutional privacy and policy standards.

As AI continues to evolve, DxL is helping UBC lead with purpose, transforming ideas into impactful solutions and building a future-ready digital campus. Through a culture of experimentation and collaboration, DxL is starting to enhance UBC service teams' functional delivery while contributing towards the digital goals of the university.

Learn more about DxL

UBC IT
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Inside UBC’s Digital Experience Lab (DxL)

UBC IT Launches AI Chatbot to Support IT Inquiries 

UBC IT Launches AI Chatbot to Support IT Inquiries 

Got an IT question? UBC faculty, staff and students can now ask a chatbot.  

The new feature appears on the lower right-hand side of every it.ubc.ca website page. Developed entirely in house by the UBC Digital Experience Lab (DxL) and IT Communications, it is UBC’s first home-grown public-facing chatbot. The chatbot, which launched June 9, is powered by Generative Artificial Intelligence (AI) and now in beta testing for three months. 

“The chatbot supports our broader Digital Ecosystem priority,” says Aarti Paul, Director, Engagement Services, UBC IT “which focuses on improving digital access for the UBC community and adoption of AI automation to create efficient and accurate self-service options for our users.” 

The aim is to make it easier for the UBC community to find tools and services quickly and seamlessly, says Frederik Kjaer Svendsen, UBC IT Senior Software Developer, who developed the chatbot. For example, if a person is looking for set-up instructions that might be deeply nested on the site or tucked away in a PDF, the chatbot can retrieve that information. For details on how to connect to wireless or set up a new email account, the chatbot can offer a step-by-step guide “from a variety of sources in an easily digestible way.” Says Svendsen, who is excited about the new tool’s potential: “We built all the interfaces and server software from scratch, so it’s our own solution. There’s no third-party provider and we are platform agnostic, so not tied to a specific supplier. That was intentional: the fewer providers you’re dependent on, the more accessible we can make it.” 

Working together with DxL, the IT Communications team assisted in designing the chatbot’s interface and user experience. Their expertise ensured that the tool would be not only functional but also intuitive and accessible for a wide range of users. From crafting the conversational tone to shaping the flow of interaction, their UX guidance was integral to making the chatbot feel like a natural extension of the IT website. 

Users can type a question or request conversation-style into a prompt. The team spent months inputting knowledge relevant to queries users might have when it comes to the IT website. The chatbot scrapes some 400 knowledge-base articles, news posts and anything publicly available on the main IT, Privacy Matters and Generative AI websites, and then supplies answers. The bot will remember questions asked throughout the session to keep the discourse moving. If a person doesn’t get the right response, repeated questions will yield more accurate information. 

“It’s a helpful UBC IT assistant,” Svendsen says.  

The development team is now soliciting feedback from users on what’s working and what’s not; how accurate the results are; and asking for suggestions on other bots that may be needed—services beyond chat that expand into augmented retrieval. The team doesn’t review the questions asked by users or the information users share with the chatbot, in adherence to a strict privacy policy. If a question doesn’t provide correct information or is not detailed enough, the team will improve it.  

“We’re trying to make it as helpful as possible,” Svendsen says. “We are always open to requests on creating new solutions. The ideas we get are quite exciting.” 

His advice to faculty, students and staff?  

“If you’re curious, go for it!” Svendsen says. “AI isn’t going away, and if used well, it can be hugely beneficial. It’s about embracing what’s here.  It’s a tool and helper to make you more efficient. It doesn’t replace the human in you.” 

For more information on an AI products or services, inspiration, guidance or questions, visit AI Services on the UBC IT website, or contact DxL to discuss at ai.it@ubc.ca 

Test out the UBC IT Chatbot and give feedback. 

 

UBC IT
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UBC's IT Chatbot

Jennifer Burns named 2025 CIO of the Year by CUCCIO!

Jennifer Burns named 2025 CIO of the Year by CUCCIO!

We're thrilled to share that Jennifer Burns, UBC’s Chief Information Officer and Associate Vice President UBC IT, has been recognized as CIO of the Year at the 2025 CUCCIO Awards. This award honours her visionary leadership, deep commitment to collaboration, and bold impact on UBC and the broader higher ed IT community. Congratulations, Jennifer! 

UBC IT
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UBC CIO Jennifer Burns accepts her award