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How To Create Accounts for Student Employees and Teaching Assistants

The process for hiring Student Employees and Teaching Assistants (TAs) has changed with the launch of Workday. Please see they follow these instructions to ensure the applicable IT Accounts and Accesses are created. For regular employee onboarding requests, please complete the Okanagan - Employee IT Onboarding form. The onboarding must come from a supervisor or department administrator (it is not possible to onboard yourself). Also, PLEASE NOTE that employees will have their Employee ID automatically affiliated with their CWL account after they are hired in Workday - this is no longer done by the user. 

Student Employees and Teaching Assistants (TA) might require the following accounts based on their position:

  • FASmail
    • A FASmail account is automatically created after an Employee ID becomes affiliated with a CWL.
    • The employee status must be active (after the employment start date).
    • A FASmail alias is not automatically created. Please see instructions section below (Accessing accounts) for more information.
  • Teams OneDrive
    • Teams and OneDrive accounts require a FASmail Alias using a first and last name (firstname.lastname@ubc.ca) and may take up to 48 hours before your Microsoft account (Teams/OneDrive) activates after you setup your FASmail alias.
    • Users are not automatically added to individual departmental Teams and will have to be added manually by the Team owner/manager.
  • Zoom
    • Zoom accounts are not provisioned by default. If the Student Employee/TA requires a Zoom account, after confirming Employee ID is linked with CWL and creating a FASmail alias, they can follow instructions under (Accessing accounts) section.

Notes & Requirements:

  • Student Employees and Teaching Assistants (TA) must already have gone through the Workday hiring process and be granted an Employee ID.
  • The employee status must be active, and the following steps can only be done after the Workday hire date (It can take up to 72 hours for some of the automated processes to complete).
  • For other accounts such as Voice Services, Computer & Hardware, Printing, or Network Drive access, please complete the Okanagan - Employee IT Onboarding form.
  • Canvas access could be impacted for Teaching Assistants who do not have their Employee ID attached to their CWL.
The Workday new hire workflow has a step where the HR Admin is required to select or create an identity. For all Student Employees, they should be selecting an existing identity via the DeDupe process as these users should already have existing CWL identities affiliated with their Student IDs.

Instructions for Student Employees and Teaching Assistants (with existing CWL accounts):

1. Go to myAccount and login with your CWL ID and Password.

2. Check if your Employee Number is displayed under Affiliation(s).

3. The Employee Number should already be affiliated with your CWL account and should be listed under Current Affiliations. If this is the case, please see Accessing Accounts section.

4. If the Employee Number is not yet affiliated with your account, it will be necessary to contact IT Service Centre to request for the affiliation to be added. 

 

Accessing accounts

 

An alias is like a shortcut to an email address. The messages still go the same place, but the address may be different or have multiple addresses to the same destination. Staff and Faculty of UBCO can Alias their email address to a First.LastName@ubc.ca  format to allow for an easy-to-use naming convention. This may be required for some access to UBCO software.  Please note that only current staff and faculty can create an email alias.  

To Alias your FASmail account, you can follow this simple five-step procedure:

  1. Go to  MyAccount.ubc.ca and login with your CWL ID and password.

  2. Click on “Add FASmail Alias” at the left menu. The left menu should look like this:

  3. You can now change your FASmail alias by following the instructions and prompts on the page.

  4. Please remember to save all your changes before exiting. Note: All changes are final. Once you exit the page, the “Add FASmail Alias” option will disappear from the menu. Make sure to save your changes before exiting the page.

If you do not see the option to "Add FASmail Alias", this means:

  • The Employee ID has not been properly associated with your CWL yet.
  • Your account is not eligible for a FASmail alias.
  • A FASmail Alias has been previously created for your account.

Teams & OneDrive

  • Teams and OneDrive accounts require a FASmail Alias using a first and last name (firstname.lastname@ubc.ca) and may take up to 48 hours before your Microsoft account (Teams/OneDrive) activates after you setup your FASmail alias.
  • Users are not automatically added to individual departmental Teams and will have to be added manually by the Team owner/manager.

 

Once service eligibility is met, you can sign in to portal.office.com

  • Sign in using your firstname.lastname@ubc.ca email and CWL password
  • You can either download MS Teams and OneDrive app on your device OR use MS Teams and OneDrive web version

 

UBC has a campus-wide license for Zoom as a platform for delivering courses online and larger meetings. Zoom is an easy-to-use video conferencing platform that offers a wide range of features. For more information on the service, please visit: https://it.ubc.ca/zoom

Zoom Eligibility

Zoom is available to all UBC Employees (faculty, staff, and paid students), for meeting and collaboration purposes, as well as for live online classes of up to 250 attendees. To meet the eligibility requirements, the meeting host must have the following:

  • CWL with an active employee status
  • An active Faculty and Staff ( FASmail ) mailbox

Ensure that Employee ID is linked with CWL

Before Student Employees and Teaching assistants can request a Zoom account,  they need to ensure that their Employee ID is affiliated with their CWL identity and they have access to FASmail by following the steps outlined in Instructions for Student Employees and Teaching Assistance (with existing CWL accounts) section.

Zoom Account Creation

After the FASmail account is created, complete the following steps to request a Zoom account:

  1. Complete the Request Access to an IT Service form 
  2. Choose Campus: UBC Okanagan 
  3. Enter Detailed Description: Zoom Account Request 
    • Be sure to include your First Name, Last Name and Email (ex. john.smith@ubc.ca)
    • If you a just recently created your firstname.lastname@ubc.ca alias, please say you've just created the alias so that AV knows to wait for the alias to enable before activating your Zoom account

New to UBC - Okanagan Employee IT Onboarding

Administrators looking to set-up additional IT services for individuals that are new to UBC can use the Okanagan Employee IT Onboardingticket form, a one-stop form with the ability to request accounts, phone service, and IT equipment. 

  1. Log into the UBC Self Service Portal - https://ubc.service-now.com/selfservice  
  2. Click on Request a Service -> Accounts & Access 
  3. Click on Okanagan - Employee IT Onboarding 

 

For more information or assistance, please contact the ITServices Helpdesk - 250.807.9000 or 855.807.9001.
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