January 2024

Thank you! 2023 in Review

As we start a new year we wanted to share some of the accomplishments and hard work our UBCO IT Teams achieved the last 12 months. Check out our 2023 Year in Review.

This includes the 2023 IT Holiday Open House which welcomed over 260 people. Check out our PHOTOS from this year's event and let us know if you want a copy of any of them.

Need to buy IT Gear?

Before you buy a new tech device, computer or software, please talk to IT so we can confirm it is compatible with our network and security requirements. You will need to add the INC# from your Self-Service Request to your Purchase Request in Workday to show you have approval from IT for your purchase. Here are some detailed guides to help you:

DUO Prompt Screen Change

Multi-factor authentication (MFA) is one tool UBC uses to help ensure only authorized people have access to sensitive UBC information, websites and systems. By adding MFA to applications that use UBC’s Campus-wide Login (CWL), we have strengthened security with an additional layer of protection, requiring two or more items to verify a user’s identity. 

The Duo application used for UBC's MFA has updated this service to leverage improved security practices and increase ease of use. After January 31, 2024 UBC will update the authentication pop-up screen that notifies you to verify your identify. Find out more about this change HERE. 

Workday Tickets: Tips & Tricks

Need help with Workday? The Integrated Service Centre (ISC) supports Workday at UBC and has compiled a list of recommendations on how to best access support.

Recommondations for accessing Workday Support.

Robotic Process Automation

Robotic Process Automation (RPA) is the automation of routine, rule-based and repetitive tasks found in business processes through the use of automation software.Do you have a business process that you think could be automated? If the workflow can be documented, it can be automated. CLICK HERE for benefits, pricing, and how to submit an automation request.

IRP Student Launch 2 Freeze

In advance of Launch 2, there will be a freeze on some student hiring transactions in Workday from January 23 to 28 to support the student record upload, ensure data integrity and stability for our new system. Read about Launch 2 cutover and key deadlines specific to HR HERE.

Coming soon! Remote Headless Lab Decomissioning

The headless remote lab (open lab) is scheduled for decomissioning May 2024, prior to start of Summer term. Department-based lab arrangements will remain intact.

UBC Okanagan is moving toward customizable virtual labs.  Submit a UBC Self-Service Portal ticket for consultation.

Upcoming Maintenance

  • FASmail recipient limit 
    | January 25, 2023 | 13:00-14:00 PT
    • The UBC Staff and Faculty email service, FASmail will undergo maintenance during this time to implement a further recipient limit for external email addresses between the hours of 18:00-23:59. Users should not expect any service disruption.
      Currently FASmail users are able to send a message with 3,000 external recipients per day, which poses a considerable reputational risk if an account was compromised, and able to reach 3,000 further recipients. This will augment the restriction that is already in place between 00:00 and 06:00 (max 10 recipients/message and max 100 messages per hour per sender).

      Messages sent between FASmail users will NOT be impacted by this change.

Please visit the Status Page for the most up-to-date information on planned upgrades and outages at UBC IT Status Page  

 

Upcoming Events

  • Data Privacy Week 2024
    | January 22-25, 2024 | Various times
    • Join the Privacy Matters @ UBC team to celebrate Data Privacy Week January 22-25, 2024.  The intention of Data Privacy Week @ UBC is to help spread awareness about the impact technology has on our privacy rights and underline the importance of valuing and protecting personal information. It is an opportunity for the Privacy and Information Security Management (PrISM) team to highlight key privacy issues making an impact on students and employees at UBC, and to clarify what resources are available to address these issues.
  • 30-minute Online Phishing Workshops
    | Every 2nd Wednesday of the Month | 11:00-11:30 am
    • The Information Security Management team is thrilled to invite you to our monthly 30-minute Phishing Workshops! These sessions are designed to delve into real phishing campaigns that have targeted both the university and individuals within our community.
      During each workshop, we will dissect recent phishing attempts, uncovering the tactics employed by cybercriminals as they attempt to exploit their victims. This in-depth analysis aims to empower you with the tools to recognize and thwart such malicious attempts.

      Can’t make each session? Recordings will be available in the On Demand section and will be accessible for review by anyone with a campus-wide login.
      We encourage faculty, staff, and students to join this crucial initiative. Your active participation will help strengthen our collective resilience against cyber threats.

  • Introduction to Large Language Models (LLMs)
    | February 6, 2024 | 1:00 - 2:30 pm
    • Attend this Introduction to Large Language Models (LLMs) online workshop that will focus on providing participants with a foundational understanding of LLMs, their working, and how to fine-tune a pre-trained LLM for your own data.
  • Pitfalls and Potential: Integrating Generative AI into your Research and Scholarship
    | February 15 | 1:30 - 2:30 pm

    • Interested in how Generative AI is being integrated into research and scholarship at UBC? Join UBC’s Dr. Jeff Clune and Dr. Gail Murphy in an online discussion of how to best access and use these tools ethically and to our advantage, while understanding the risks they bring.

  • M365 Teams & OneDrive Basic Training Sessions - Monthly Drop-in & Q/A
    | February 15 or March 12 | 10:00 - 11:00 am

    • UBC IT Collaboration Technology and Change & Training Teams are collaborating to offer a number of training workshops for Microsoft 365 apps, open to all UBC faculty and staff. Come join us to learn more about using M365 Teams and OneDrive for collaboration and productivity.
      In this one-hour online workshop, participants will get an overview of Teams functionality, learn about file sharing and collaborative documents in OneDrive, see demos and ask questions to our M365 experts!

    • Register for one of the available Teams & OneDrive Basic Training Workshops:

QUESTIONS?

UBCO IT Engagement Services offers a single point of contact for departments and faculties at the Okanagan campus to access the information technology support and services they need to enable exceptional learning and research. 

Learn more about our team HERE or send us an email or submit a ticket via the UBC Self-Service Portal.