Working Remotely - Using a Personal Device
This article provides guidance on how to connect to the various UBCO systems from home using your personal device.
Requirements:
In order to connect to UBC Systems, your device must meet these requirements:
- Disk encryption
- See the following information
- https://privacymatters.ubc.ca/encrypt-my-devices
- Running Anti-Virus
- Most Microsoft Windows machines will have Windows Defender installed by default and activated. Please see more here about verifying this is running: https://www.microsoft.com/en-ca/windows/comprehensive-security
- Apple devices will not have antivirus installed by default. UBC currently suggests Sophos as a recommendation: https://home.sophos.com/en-us/download-mac-anti-virus.aspx
- If you have purchased or installed 3rd party antivirus, please check and ensure it is running.
- Best practice is to run a scan on your machine prior to using UBC systems.
- Recent web browser
- Chrome
- FireFox
- Safari
Further information on UBC's information security standards for working remotely can be found here: https://cio.ubc.ca/sites/cio.ubc.ca/files/documents/standards/Std%2006%20Working%20Remotely.pdf (please ensure you read and familiarize yourself with this information).
Email:
You can use webmail to access your email, which is now feature-rich. https://www.mail.ubc.ca
Guides on how to use webmail can be found here: https://it.ubc.ca/sites/it.ubc.ca/files/owausageguide9583.pdf
Microsoft Teams:
https://it.ubc.ca/services/email-voice-internet/microsoft-teams
File Shares (H,K,P Drives):
See the document below to show how to map drives from off campus over the VPN:
Access to UBC Systems:
Here is a list of applications and UBC services that require, and do not require, connection to myVPN.
VPN required |
VPN not required |
HR management system (HRMS) Financial Management System (FMS) Personal Attendance Tracking (PAT) Network drives Vancouver Homedrive and Teamshare Confluence JIRA Library
|
Canvas Student Service Centre (SISC) Faculty Service Centre (FSC) FASMail Workspace Sharepoint Help Desk |
Note that some of these applications will require enhanced CWL (multifactor authentication). Please ensure you have a factor setup that is not dependent on being at your desk (enroll a cell phone, home phone, or install the duo application). More information here: https://privacymatters.ubc.ca/secure/enhancedcwl
MyVPN:
Setup guides for MyVPN can be found here: https://it.ubc.ca/services/email-voice-internet/myvpn/setup-documents
Launch "Cisco Anyconnect"
Enter “myvpn.ok.ubc.ca” into the connection address. Note the “OK” for Okanagan.
Enter your CWL username and password
To connect to MyVPN with Enhanced CWL (departmental/research VPN pools), follow these instructions: How do I connect to VPN with Enhanced CWL
Phone/Voicemail Access from Home:
The Okanagan campus telephone system has limited capacity for remote work options. We strongly suggest identifying and using other means if possible – such as email, canvas messaging, etc. If your position absolutely relies on your phone being available, there are a few options:
- Voicemail to email: This takes a recording of the voicemail message and emails it to your inbox, where you can listen to the message. Please submit a ticket to request this feature.
- Call centres: we can enable a telephone to be taken home and connect back to campus. This is severely limited and will only be available for crucial functions. Please have your manager submit a ticket to explore this option.
More information about the common dialing instructions and accessing your voicemail off campus:
Microsoft Home Use Program:
Microsoft offers a home use program where you can purchase your own copy of Microsoft Office to use on personal devices.
How do I obtain access to the Microsoft Home Use Program (HUP) software?