Working Remotely

COVID–19 — Action required: New minimum cybersecurity controls for accessing UBC systems and information

As UBC continues to navigate its response to COVID–19, we are seeing a significant increase in the volume and sophistication of cyber attacks specifically targeting universities and healthcare research facilities.

• To help protect our systems and information, the UBC Executive has mandated that increased cybersecurity controls must be implemented on servers and computers that are accessing, processing or storing Medium Risk, High Risk, or Very High-Risk information

◦ Devices that require physical access on campus:

▪ It is neither necessary nor recommended to deploy the new minimum cybersecurity controls at this time

▪ these devices can be updated once regular campus operations resume

◦ Devices located offsite/ usage at home:

Encryption must be enabled, and current anti-malware software be installed on personally-owned computers used for accessing UBC systems and information.
▪ There are many options for your choice of current anti-malware, including the installation of UBC-approved software at no cost.
▪ Details about the various options are available on the UBC Privacy Matters website or by contacting SPPH IT at spphit.support@ubc.ca

Zoom Meeting Safety Protocols/Guidelines

  • RSVP/Registration Link: Where possible, please send the zoom link only to those whom have responded with an RSVP or followed a registration link. You can use Zoom's built-in registration option tool, the instructions can be found here.
  • Enable Waiting Room: The 'waiting room' acts like a virtual lobby, and is a place that participants must 'pass through' in order to gain access to the main event.
    • This ensures that only hosts/co-hosts can allow participants access to the meeting.
    • Works best for smaller meetings, and for those without a large public presence.
  •  Use Zoom's Built-in Security Features: Once you’re in the meeting as host, click on the Security icon in the black Zoom toolbar in order to customize for our preferences:
    • This allows you to mute all participants, disable participant video, disable chat, disable commenting on shared content, and disable participants from renaming themselves
    • Suggestion is to disable participant video, mute all participants as well disable participant chat or enable chat with host/co-host only especially for larger seminars that are open to the public.
  • Enable Screen-sharing only for hosts: If you need participants to have access to screen-sharing, hosts/co-hosts can enable individual participants to share their screen when required.
  • For large seminars, you can request a Zoom Webinar: Please click here to view more information on Zoom Webinars. They are requested one week in advance for large, heavily-moderated events, but are free for all UBC FOM staff/faculty.
  • Mute participants by default, and unmute them individually when required to ask a question/participate
  • For public meetings, enable Chat with Host to only allow participants to chat directly with the host/co-host for questions
  • Assign one person to act as a moderator to ask questions to the presenter
  • Only allow people whose names you recognize into the meeting (when you have Waiting Room setup)
  • Use the End Meeting for All option in case of a meeting being disrupted. This is the best solution in case of multiple users compromising the meeting at the same time or in quick succession.
  • From the Zoom Security toolbar, select Suspend Participant Activities.
    • This pauses the meeting, disables all participant features (audio, video, screen sharing, chat) and locks down the meeting immediately.
    • This will also end the disruptive behaviour and mute the entire meeting.
    • Hosts/co-hosts can remove and block the disruptive user, and then continue on with the meeting by re-enabling all participant features.
  • If the meeting gets disrupted, contact the presenter of the meeting immediately to acknowledge what happened and to determine if the session should be rescheduled.
  • Reach out to known attendees to let them know what happened and if the meeting will be rescheduled.

Adobe Acrobat DC

VPN Access

  • In order to access any to connect to the UBC myVPN service. You can login using your UBC CWL credentials.

Voicemail Access

  • To access your voicemail, dial 604-822-2010 and press #, and enter the last 5 digits of your UBC phone number and then your voicemail password.

Email Access

  • UBC webmail link: http://mail.ubc.ca/ can be accessed from any device with an internet connection. You’ll be asked to authenticate using Duo so you may need to have your mobile device handy

Shared Drive and Workspace Access

  • Accessing shared files can be done by mapping a connection to Teamshare. This still requires a VPN connection. The SPPH Teamshare location is: \\files.ubc.ca\TEAM\SPPH\CORE (Windows) or smb://files.ubc.ca/Team/SPPH/CORE (Mac)

Your username to login is EAD\insert_your_cwl_username

On Windows, you will have to select more choices and then enter EAD\insert_your_cwl_username

On Macs, you will have to connect as a registered user then enter EAD\insert_your_cwl_username

Teaching and Canvas

  • You can access Canvas by going to this link from any device: http://canvas.ubc.ca and logging in with your CWL credentials. You will be asked to authenticate via Duo as well.

Collaboration and audio conferencing

  • To use Skype for Business for collaboration, download the Windows or Mac version depending on your system. The UBC collaboration site has information on how to sign in if you’re having issues.
  • If you are hosting a telephone meeting only via Skype for Business, you'll need your Skype for Business PIN. This was provided to you when you were provisioned with access.
  • For optimal performance please disconnect from VPN and use a wired internet connection if you plan to use the call/video options in Skype for Business
  • To reset your Skype for Business PIN, please do so here.

Please contact our IT team or create an online support ticket should you have any further questions.