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General IT On-boarding

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On-Boarding Process Overview

 

Starting in early 2017, departments and schools in Applied Science are integrating with AccessUBC. AccessUBC is the process for auto-provisioning of many IT services for incoming new employee and the auto de-provisioning of these services for employee who are leaving UBC. This process facilitates on-boarding by expediting the creation of role eligible accounts and provisioning of key services for the user.  More importantly, it enables the University to manage the de-provisioning of accounts and reduce the risk of unauthorized users who are no longer employed in departments accessing UBC services. 

The general IT on-boarding and off-boarding process of an employee in most departments can be simplified into 4 key process steps, with each step having key triggers, data inputs and process steps to achieve the desired outputs (access to requested services). This guide can assists administrators during their on/off-boarding process. Some variations of steps and requests may take place within departments based on their requirements and the services they provide. The general key steps include:

  1. Hire Employee 
  2. On-Board Services
  3. Change Services
  4. Off-Board Services

 

Hire Employee

 

   

 

Steps:

  • Assignment of Employee ID

On-board Services

 

   

 

Steps:

  • Provision via AccessUBC
  • Provision IT manual services

 

Change Services 

 

   

 

Optional requests:

  • Extend term
  • Add services
  • Remove services

Off-board Services

 

   

 

Steps:

  • De-provision via AccessUBC
  • De-provision manual IT services

 


Hire Employee

 

They can be several methods of hiring depending on the type of employee. Each one follows slightly different approval workflow as a precursor before obtaining an Employee ID.  The key step to obtaining the Employee ID is the entry in Early Employee ID Assignment (Early ID module) whether it is within the ePAF or ISIS system or as a separate HRMS module. By assigning the Employee ID this then initiates the start of IT services on-boarding via AccessUBC.

Required step: Early ID to assign the new or reuse of existing Employee ID

Special considerations:

More information

There are 4 typical ways for hiring a new employee. 

  • via paper based form 
  • via eRecruit system
  • via ePAF system
  • via ISIS (Integrated Sessional Information System)

In the provisioning of IT services, the key part is for a new hire to obtain an Employee ID. A module was created called Early Employee ID Assignment (Early ID) which provides a convenient way to assign employee ID by department in order to initiate IT services provisioning in advance of the employee start date. If an employee is a prior UBC employee then the previous ID is reused. This Early ID module is embedded as part of ePAF and ISIS and as a stand-alone module in HRMS.

HIRING METHOD EMPLOYEE TYPE APPROVALs & SYSTEM ENTRY

Paper based form

 

For paid Faculty positions

 

  • Approval by Department/Dean; Approval by Faculty Relations/VP Academics
  • Hiring data entered in HRMS.
  • HRMS screen for Early ID assignment can be used at any point during the process rather than waiting for the hiring data to be entered into HRMS by Payroll 

eRecruit

 

For posted positions (per Agreement or when there is no candidate identified)

  • Approval by Department
  • Department completes "Prepare for Hire" Early ID assigns Employee ID
ePAF For positions that do not need posting (candidate has been identified)
  • Approval by Department
  • Department completes Early ID assignment of Employee ID before ePAF submitted to HR
ISIS

For hiring Sessional Instructors

  • Approval by Department; Approval by Faculty Relations
  • Department completes Early ID assignment of Employee ID before transaction submitted to Facluty Relations

Additional information from UBC Human Resources website:

 


On-Board IT Services

 

There are multiple steps for on-boarding IT services:

  1. Provision via AccessUBC (via Simplified Sign-up)
  2. Provision IT manual services

An on-boarding checklist is also provided to outline the services to provision and details of the access requirements. In addition to the manual request to the Department IT, the Administration Office may also need to put in request via on-line portal (voice services via Pinnacle) or by contacting other groups on campus (e.g. SISC access).

 

Provision via AccessUBC (Simplified Sign-Up)

AccessUBC is the automatic provisioning and de-provisioning of IT services. Once an Employee ID is assigned, a nightly batch process initiates an email to the new employee to take them through the Simplified Sign-Up process. As part of this process, the employee completes the account creation process for many enterprise and faculty selected services.  They include:

  • CWL ID
  • EAD account
  • FASmail account and alias
  • myVPN (UBC)
  • Home Drive storage allocation
  • Workspace storage allocation
  • UBC Directory entry

With the Employee ID in HRMS, additional Applied Science services are updated to include the new employee as part of the IT on-boarding, such as:

  • Sympa Mailing List
  • APSC SharePoint
More Info
Service DESCRIPTION
CWL ID
  • Campus Wide Login ID is the primary unique identifier for user that allows access to many of UBC services.
EAD Account
  • Enterprise Active Directory (EAD) is one of the components of the Identity and Access Management Program (IAM) at UBC. EAD is a directory service used for authentication and authorization to centrally managed services such as FASmail, HomeDrive, Workspace, etc. Your EAD account user name and password are synched to be the same as your CWL login.

Email

FASmail

  • All faculty and staff are automatically provisioned with FASmail during on-boarding via AccessUBC.
  • All graduate students are eligible for FASmail as most conduct additional teaching or research work for the university.
  • Graduate students with staff appointment in the HR System will be automatically provisioned with an email account.
  • Graduate students without staff appointment in the HR system will need to have their email manually requested and provisioned.
  • A user FASmail account is the default primary email listed in the HRMS database. The primary email can be changed by modifying the information in the HRMS.
  • The FASmail account mailbox name is in the format CWL_ID@mail.ubc.ca

Alias

  • Default FASmail account alias is in the format firstname.lastname@ubc.ca for all UBC FASmail user.  However, user is able to change their first name, if desired, as part of the Simplified Sign-Up process.
  • Department can choose to provide their members with the department subdomain @dept.ubc.ca, if available. Creation of a user@dept.ubc.ca alias would be a manual process if one were to be created.
  • Most departments in Applied Science offer their department subdomain only to their staff and faculty only. However, some departments extend this offering to their graduate students.
UBC Directory
  • All new employees are automatically entered into the UBC Directory for the department employment group as part of AccessUBC. 
  • Each department has the option to display or hide these new entries for their group. Most groups selected to hide their new entry since a large number of grad students are included in on-boarding.
  • For groups who chose the Display Option, it is a manual process to hide employees that are not to be displayed (e.g. new graduate student).
  • For groups who chose the Hidden Option, it is a manual process to display employees that are to be displayed (e.g. new faculty or office staff).
myVPN
  • UBC Virtual Private Network (VPN) service is provisioned automatically via AccessUBC. VPN connection uses encryption to protect data and prevent others from listening-in on the data that is transferred between your computer and the campus network.
Storage Service Allocation
  • HomeDrive : User is automatically allocated 20GB of storage hosted at UBC at no cost. Additional storage may be requested. 
  • WorkSpace : User is automatically allocated 20GB of storage hosted at UBC at not cost. Additional storage may be requested.
Mailing List
  • Sympa Mailing List has predefined groups generated from HRMS and SISC records. When a new employee is on-boarded in Applied Science, they are included in their appropriate group memberships.  This is a separate on-boarding process from AccessUBC.
SharePoint
  • APSC SharePoint access is provided to any new Applied Science employee as a separate process from AccessUBC.They are able to access the main pages only which are open to all staff. Further permissions need to be requested in the on-boarding checklist for additional access to group sites. 

 

 

Provision Manual IT Services

After AccessUBC provisioning, an on-boarding checklist for additional Faculty and Department services needs to be submited with the IT help form to the Department IT. Services could include access to application, generic email, network file shares, and printers. In addition, request could include the consultation and request for new device for the employee. All standard requests are included in the checklist:

On-boarding Checklists:

  • New Employee On-Boarding Checklist form
  • Sponsored Guest On-Boarding Checklist form
    List of Common Department Services
    • Departmental LDAP Account (ECE, MECH, CHBE)
    • FileShare & TeamShare
    • VPN pool
    • Private wireless access
    • Printers & photocopiers
    • Department Applications
    • Remote compute access
    • Other
    List of Common Faculty Services
    • APSC SharePoint groups 
    • Sympa Mailing List
    • IT Orientation
    List of Enterprise Services
    • Encryption services
    • FASmail generic account
    • FASmail resource booking
    • Unified Messaging (via FASmail)
    • UBC Mailing List
    • Enterprise systems access request
    Computer Hardware and Software Provisioning

    Once a new employee hire is confirmed, please contact your Dept IT to initiate the consultation process for new hardware and software provisioning. Some lead time is required and consultation with both the new employee and IT is recommended to ensure all requirements are addressed. All new provisioned mobile devices will need to be encrypted as part UBC privacy and information security policy.

    Hardware Catalogue

    Software Catalogue

    IT Introduction and Orientation 

    We provide the opportunity for new employee to get acquianted with the IT Team at APSC. In a short session, we can provide the following information:

    • Services in the IT @ APSC website catalogue
    • Privacy Matters, ways to protect personal information on their devices and where to get training
    • Research related services, as appropriate
    • Support contact information

       


      Change Services 

       

      During the employee's term of the employment or appointment, changes to services may be made including:

      1. Extending or shortening the employment term
      2. Adding/removing access to services (e.g. generic email account, access to application)
      3. Sponsoring multiple guests (batch)

      These requests can be made by submiting a ticket to your Department IT.

       


       Off-Board IT Services

       

      When an employee’s term is ending, the manager or HR needs to notify their Department IT to revoke appropriate access to services in a timely manner.  The off-boarding of IT services follows these steps:

      1. Auto de-provision via AccessUBC
      2. Manual request to de-provision access via Deparment IT

      Any inquiries or time sensitive request related to off-boarding can be consulted with IT.Engagement@apsc.ubc.ca

       

       

      De-Provision via AccessUBC 

      Upon the end of the work term the following services will be automatically de-provisioned for the employee by AccessUBC. 

      • CWL ID
      • EAD Account
      • FASmail 
      • myVPN (UBC)
      • Home Drive 
      • Workspace 
      • UBC Directory 

      For Sessional Instructors there are grace periods after their term ends, and for those returning there is no disruption of services.

      Departments have a choice in terms of the type and frequency of notification for employee upcoming term ending. This provides opportunity for the manager and HR contact to make a term extension well in advance.

      More Information

      Notification to department designated contacts

      The following are generated in regards to the offboarding of employees:

      • Every 30 days, upcoming appointments that are ending in the next 45 days are reported to the department HR contact. This report is usually sent on the 3rd of each month.
      • 14 days prior to the end of the work term, a notification is sent to the HR contact.
      • 3 days prior to the end of the work term, a notification is sent to the HR contact.
      • The day after the end of the work term, a final notification is send to the HR contact.

      Note: there are 3 notification options available for the reports above for Department to chose:

      1. Send to both the department HR contact and employee’s manager
      2. Send to department HR contact only
      3. Send to summary roll-up report only to department HR contact (not recommended)

      Grace periods for Sessional Instructors

      • If the Sessional Instructor IS NOT returning, 1 month grace period is in place before accounts are disabled.
      • If the Sessional Instructor IS returning, no account removal will occur.

      Note: the default grace period is set from HR. Extensions of the grace period may be requested prior to the end of the employee’s term.

       

       

      De-provision Manual IT Services

      Similar to the manual request for IT services, the same request will be required to revoke access to those services by submitting a ticket to the Department IT. A checklist can be used to note services to be revoked for employee and sponsored guest.

      For any time sensitive request, please notify IT.Engagement@apsc.ubc.ca.

      Off-boarding Checklists:

      • Employee Off-Boarding Checklist form
      • Sponsored Guest Off-Boarding Checklist form

       


      Special On-Boarding Considerations 

       

      Sessional Instructor Considerations

      There are tree types of conditions when a Sessional Instructor is employeed at UBC:

      1. Initial Appointment: is first-time the Sessional Instructor starts with the department.
      2. Continuing Sessionals: is when the Sessional Instructor is a long serving employee who has earned the right to a specific course entitlement and credit load.
      3. Non-Continuing Sessionals: is when the Sessional Instructor is an existing employee who has yet to achieve continuing status.
      INITIAL ApPOINTMENT CONTINUING SESSIONALS NON-CONTINUING SESSIONALS
      • For the Sessional Instructor process, the department is able to provide access to services for "lead work" (as early as 9 months) and for "lag work" with additional grace period (4 weeks after the end of term).
      • Access to the Learning Management System (Connect) can be initiated as soon as a CWL ID is created via the Simplified Sign Up process. It does require their TA assignment to be recorded in SISC as part of this process.
      • The services for continuing sessionals will continue as long as they are indicated in HRMS to be returning.
      • No off-boarding and on-boarding in between school terms.
      • With AccessUBC, there is flexibility to provide extension to services with grace period provided as a standard HR setup.
      • Lead up work up to 9 months before start date.
      • Lag work up to 4 weeks after term end date.
      • Extensions can be made anytime before the work term end date.
      Student Employee Considerations

      There are two scenarios of student employees:

      1. Student Employee

      • A student employee is a graduate research assistance, or teaching assistant
      • Upon hiring and the assignment of an Employee ID via Early ID, the student will be emailed automatically and asked to associate their new employee ID with their existing CWL via https://myaccount.ubc.ca.

      2. New Employee (has existing non-employee CWL)

      • An employee that happens to be a current/former student 
      • Dept HR enters new hire into "Early ID" to assign employee ID and this flags existing non-employee CWL by same email address
      • Employee is emailed automatically and asked to associate Employee ID with existing CWL via https://myaccount.ubc.ca

      More information:

      Hiring Solutions Considerations

      When hiring a temporary staff from Hiring Solutions (previously called Staff Finder), the employee can continue to use his/her existing CWL ID and Employee ID.

       

      Transfer of Employee from another Department Considerations

      A user may be changing positions within UBC and their on-boarding process will be follow a modified process as they already have many of the core services in active status (CWL ID, EAD account, FASmail, myVPN, etc.). For these cases, notification of their prior services will need to be noted in the checklist in order to modify these existing services.

       

      Sponsored Guest Considerations

      A user can be sponsored by an employee for up to 13 months which can be extended or renewed by the sponsor.  A notification to the user and the sponsor will be provided in advance (typically 1 month's notice).  As a guest, user is automatically entitled to the following services with their CWL ID:

      • UBC Wireless
      • UBC Software Download site
      • Internet Access Ports 
      • myVPN (UBC)
      • Student Service Centre (SSC)
      • My Library Account 

       

       

        More Information on AccessUBC 

         

        What is AccessUBC?
        • AccessUBC is the process for auto-provisioning of IT services for incoming new employee and the auto de-provisioning of IT services for employee who are leaving UBC. This process facilitates on-boarding by expediting the creation of role eligible accounts and provisioning of key services for the user.  More importantly, it enables the University to manage the de-provisioning of accounts and reduce the risk of authorized users who are no longer employeed in departments accessing UBC services.

         

        ​​What is Changing with AccessUBC?
        • Faster end-to-end onboarding from start (accepting position) to finish (employee logs into services).
        • A new Simplified Sign-Up step by new employee to initiate the IT services provisioning of CWL ID and FASmail (pin no longer required for their CWL setup).  Simplified Sign Up initiated after employee ID (new or existing) assigned via Early ID via a nightly batch process. New service auto-provisioning as part of "birthright" (CWL ID, EAD, myVPN, myVPN, HomeDrive, WorkSpace, UBC Directory entry, etc).
        • New employee does not have to change password for EAD account synchronization. Although a password change is still needed when associating employeeID with a non-employee CWL account.
        • UBC Directory will be updated with new employee information (although some departments may have chosen to hide new employees by default). UBC Directory Admin can manually change display toggle of each entry.
        • Off-boarding notification is sent to Departmental HR contact to allow for ample time to change term end date and changes to service access.
        • For the Sessional Instructors process, the Department is able to provide access to services for "lead work" (as early as 9 months) and for "lag work" with additional grace period (4 weeks after the end of term).
        • AccessUBC web portal (https://access.ubc.ca) allows departmental managers to view their employee status and sponsor guest easily.

         

        What does the Simplified Sign Up look like for the user?
        • Employee will receive an email as follows: email-sample
        • Employee will initiate simplified CWL signup as shown in this video

         

        What does the Sponsored Guest steps look like for the user?
        • Sponsored guest step by step sample guidelines.

         

        What is the timeline from Early ID Employeed ID Assignment to the Simplified Sign-Up email to user?

        AccessUBC receives database updates from HRMS nightly. When the necessary Early ID Employee ID assignment is completed there will be a delay when the employee receives the email for Simplified Sign Up. Once the user completes the Simplified Sign Up process, FASmail and the other services will be available shortly thereafter. Typically, whole process would take 1-2 days depending on the user's response time.

         

         

        Other Non-IT Services 

         

        UBC Card - Handled by University Community Services

        The UBC Card can now be ordered online if the employee is not on campus to go to the UBC Bookstore.  Details can be found at: https://services.ubccard.ubc.ca/

         

        Keys and Door Access - Handled by Department Office

        Employees will need to contact their Department Administrator that provides FOB and Key Access for the building that they need access to.  The information the ACSM Administrator (typically HR Administrator), needs to know is the UBC Card ID, EmployeeID, and sometimes additional information (e.g. reason for access).