New Arts employee IT essentials
We are thrilled to provide new Faculty of Arts employees with a curated resource of all their IT essentials. Whether you’re helping a new hire or are a new hire yourself, our guide will help you get set up.
Buying a New Computer
If you wish to buy the Faculty of Arts recommended Windows computer with extended warranty support (Dell OptiPlex, Dell Latitude), you must do it through the Arts ISIT Help Desk as there is no self-service buying portal. Please see https://isit.arts.ubc.ca/purchasing/ for details, including pricing and specs. You are also permitted to buy your own preferred computer from wherever you like, but there will be a reduction in the level of support we can provide to your computer. Please go to https://isit.arts.ubc.ca/purchasing/ to learn the differences.
If you wish to buy any Mac computer, you must do it through https://www.apple.com/ca_edu_108250/store to receive the educational pricing or visit the Apple Store and present your UBC staff ID.
Encrypting your Computer
Please note that any computers that are used for UBC work, whether it is UBC purchased or your own personal computer, must be encrypted as mandated by UBC Policy SC14.
For Windows computer, please follow https://privacymatters.ubc.ca/encrypt-my-devices/bitlocker on how to enable encryption.
For Mac computers, please follow https://privacymatters.ubc.ca/encrypt-my-devices/filevault on how to enable encryption.
Joining the UBC Wifi
Go to https://autoconnect.it.ubc.ca and follow the prompts to automatically configure your computer to use “ubcsecure”.
For your smartphone, please follow the guides on https://it.ubc.ca/services/email-voice-internet/wireless-internet-access/wireless-internet-access-setup-documents#ubcsecure.
Using the UBC VPN
You will need to be connected to the UBC VPN if you are working remotely, in order to access services like your Home Drive, Library articles, Faculty Service Centre, and more. Go to https://myvpn.ubc.ca/ and follow the prompts to install and connect to the VPN.
Setting up Multifactor Authentication
UBC uses Duo as the multifactor authentication (MFA). This is similar to how Facebook or Google asks you for a 6-digit number to log in. MFA is mandatory and you must set it up in order to log in to UBC websites containing personal information. To set up MFA, please go to https://mfadevices.id.ubc.ca/secure/ and follow the prompts. You will need to download the Duo app onto your smartphone. While there are other authentication methods available such as calling a landline or using a physical token, our recommendation is to use the Duo app, because all other methods have been problematic to our users based on our experience in supporting the entire Faculty of Arts. Duo app works the most reliably, and will cause you the least headache.
You are given a Faculty and Staff email account which you can log in with your CWL credentials. You can choose to access your email on the web browser via https://mail.ubc.ca/owa/, or if you prefer to use Mac Mail or Microsoft Outlook on your computer, you may do so by following the guides via https://it.ubc.ca/services/email-voice-internet/ubc-faculty-staff-email-fasmail/fasmail-setup-documents.
If you want to setup your smartphone to access email, please follow the guides on https://it.ubc.ca/services/email-voice-internet/ubc-faculty-staff-email-fasmail/fasmail-setup-documents. Please note that the Microsoft Outlook app for iOS and Android is banned for UBC and will not work.
Installing Microsoft Office
Microsoft Office can be installed onto your UBC purchased computer free of charge, however, this can only be performed by the Arts ISIT Help Desk. To proceed, please contact us. Please note that there is no self-service install, and there is no Office 365, nor is there Office for your iPad.
If you want Microsoft Office on your personal, non UBC purchased computer, you must buy it via https://www.microsoft.com/en-ca/workplace-discount-program?rtc=1.
Installing Adobe Acrobat or Adobe Creative Cloud
You can download and install Adobe Acrobat or Adobe Creative Cloud on your UBC purchased computer and your personal computer free of charge. Please go to https://it.ubc.ca/services/desktop-print-services/software-licensing/adobe-products to get started.
Installing Malware Protection Software
You can download and install Cisco Secure Endpoint on your UBC purchased computer and your personal computer free of charge. Please go to https://it.ubc.ca/services/cybersecurity-services/malware-protection to get started.
Browse Other Software Free to UBC
Go to https://it.ubc.ca/services/desktop-print-services/software-licensing/list-software-available to see what else is available, as well as instructions on how to acquire them. For most software, you will be going to OnTheHub, an online webstore, at https://e5.onthehub.com/WebStore/Welcome.aspx?ws=4f259259-10e4-de11-a13b-0030487d8897&vsro=8 to add the software to cart, check out the cart, and download.
Getting a Zoom Account
You are eligible for a free Zoom account with no time limits. To get an account, email firstname.lastname@example.org with your UBC email address and department name.
Logging in to Microsoft OneDrive and Microsoft Teams
UBC Faculty and Staff are automatically given a 1 TB storage on Microsoft OneDrive and a Microsoft Teams account for messaging other UBC employees. For access, go to https://portal.office.com/ and log in with your @ubc.ca email address and your CWL password. Don’t have an @ubc.ca email address? Contact the Arts ISIT Help Desk and we can check for you.
Reading UBC Policies and Standards
When you have the chance, please read through https://privacymatters.ubc.ca/resources#policies-and-guidelines, especially Policy SC14, as there are rules governing what you can and cannot do as a UBC employee.
Contacting the Arts ISIT Help Desk
If you need help with anything technology related, please contact us. https://isit.arts.ubc.ca/contact-us/