UBC News

Participate in Data Privacy Week at UBC: Jan. 27-31, 2020

Participate in Data Privacy Week at UBC: Jan. 27-31, 2020


International Data Privacy Day is Jan. 28, and is an international effort to empower individuals and institutions to respect privacy, safeguard data and enable trust.

To highlight the significance of data privacy at UBC, a week of programming has been developed to provide faculty and staff with more insight on recent work by the Office of University Counsel, Safety and Risk Services, and the Office of the Chief Information Officer (CIO) covering the impact technology is having on our privacy rights while underlining the importance of valuing and protecting personal information at UBC.

Events are free to attend, and will occur at UBC Vancouver and UBC Okanagan over the week of Jan. 27-31. RSVP is required by Jan. 24 due to limited seating. Visit https://privacymatters.ubc.ca/dpw2020 for the full line-up of events.

Inclusive holiday celebrations in the workplace

This winter at UBC, our community is celebrating events and holidays from around the world. Our students, staff and faculty come from many cultural backgrounds and faith identities, and at this time of year, we have an opportunity to celebrate the cultures that make up our UBC community.

Some celebratory events are coming up in the next few weeks, including Yule (Paganism), Hanukkah (Judaism), and Christmas (Christianity). In February, we will see festivities for the Lunar New Year (Confucian, Daoism, Buddhism). See the Days of Significance list to see all the events and celebrations coming up soon.

Ways to celebrate in the workplace

We have a great opportunity to celebrate the season together, in a respectful and positive way that can help build intercultural understanding.

  • Display a calendar in your workplace to raise awareness of important cultural/faith events and holidays throughout the entire year.
  • Celebrate all faiths present in your workplace.
  • Consider having a New Year’s celebration party instead of a holiday party in December.
  • Be flexible with the needs of staff around faith and/or holiday celebrations.
  • In your workplace or at celebration events, bring together decorations and food from the many cultures in your workplace, and encourage staff to share stories about their favourite traditions.
  • Be aware and respectful of religious holidays when planning events and meetings. Check the Days of Significance calendar for details.

Office decorations

Here are some tips to make your office decorations inclusive and respectful of all cultures and beliefs:

  • Aim for neutral decor in the front-facing areas of your office
  • Ensure your office is accessible and that decorations do not prevent or block access to public services.
  • Consider how your office can celebrate dates significant to all members of your workplace. Invite staff from all faith identities to be involved in the office decorating discussion.
  • Set an agreed upon limit to the number of days that your office will display decorations, and have a discussion about what other times of year you might want to decorate, in celebration of other events.
  • Use the holidays as an opportunity to build community within your office, and with the people your office serves or supports.

If you are feeling excluded as a result of office celebrations, you are encouraged to reach out to a colleague or a supervisor and have a conversation about how you feel and how you would like your culture and beliefs to be included. At UBC we should all feel comfortable to share our culture and beliefs with others. You are welcome to contact the Equity and Inclusion Office or your HR Advisor to discuss.

We hope that this advice provides some suggestions on how to foster community and inclusion at this time of year through encouraging the celebration of our many cultures and faiths on campus.

Relevant links

Next IRP HR call-in session: Top 15 things to know about Workday: Dec. 11

The next Integrated Renewal Program HR call-in session will be Dec. 11, 9:00-10:00 a.m., where the team will provide a recap of the last 15 call-in sessions. Human resources practitioners at UBC Vancouver and UBC Okanagan are welcome to join.

Agenda

  • Integrated Renewal Program (IRP) update
  • HR work stream update: what has the team been working on and what is planned for the next 30 days
  • Top 15 things to know about Workday: A recap of the last 15 call-in sessions

Not yet on the Outlook invite? If you are interested in participating in the call, email integrated.renewal@ubc.ca to be sent the invite.

IRP HR call-in session recordings

A recording of all previous IRP HR call-in sessions are available on the IRP Website under HR/Payroll Workstream Resources (https://irp.ubc.ca/resources/hr). New recordings are posted within three-to-four business days of the sessions.

Take part in the Seasonal Shutdown

The time is near for UBC’s Seasonal Shutdown. Send in an energy-saving checklist before winter break for a chance to win prizes.

Simple actions like unplugging electronic equipment and turning off lights can save thousands of dollars each year. Before you leave for the holidays:

  • Switch off electronics
  • Unplug small appliances
  • Turn off the lights
  • Close windows and blinds
  • Report any air or water leaks
  • Shut fume hood sashes
  • Shut down non-essential lab equipment

Help us save energy over this year’s seasonal closure by completing some simple actions and filling out the Shutdown Checklist.

Note: It is recommended to leave water coolers and water filters plugged in over the holidays.

 

Next IRP HR call-in session: The employee lifecycle: Hire & change job: Nov. 5

The next Integrated Renewal Program HR call-in session will be Nov. 5, 9:00-10:00 a.m., where the team will provide an overview and demo of hire and change job information in Workday. Human resources practitioners at the Vancouver and Okanagan campuses are welcome to join.

Agenda

  • Integrated Renewal Program (IRP) update
  • HR work stream update: what has the team been working on and what is planned for the next 30 days
  • Overview and demo of hire and change job in Workday

Not yet on the Outlook invite? If you are interested in participating in the call, email integrated.renewal@ubc.ca to be sent the invite.

IRP HR Call-In Session Recordings

A recording of all previous IRP HR call-in sessions are available on the IRP Website under HR/Payroll Workstream Resources (https://irp.ubc.ca/resources/hr). New recordings are posted within three-to-four business days of the sessions.

IRP Change Readiness Survey #2: Extended to Oct. 23

The Integrated Renewal Program is once again seeking feedback on the university’s change readiness. This feedback will help ensure that staff and faculty will have the support needed to be prepared for April 2020.

The deadline for the survey has been extended to Oct. 23. Please take the survey online.

If you have any questions about the program or this survey, please email integrated.renewal@ubc.ca. Visit the IRP site to see a summary results of the first survey and learn what actions were taken to help the university prepare for this important change.

Sign up for the HR Finance Workday demo #3: Oct. 30

As a reminder, IRP is hosting an HR and Finance Workday demo on Oct. 30, showcasing new material. This event is open to all. Sign up today for in-person tickets, or to get a copy of the call-in details.

Event information:

Date: Oct. 30, 2019, 10:00 a.m. – 12:00 p.m.
Location: Great Hall, The Nest (2nd Floor) [map]
Register: eventbrite.com/e/new-workday-hr-finance-system-demo-3-tickets-74350021917

IRP October round-up

HR IRP call-in session: Oct. 9

The next Integrated Renewal Program HR call-in session will be Oct. 9, 9:00-10:00 a.m. Human resources practitioners at the Vancouver and Okanagan campuses are welcome to join.

Agenda

  • Integrated Renewal Program (IRP) update
  • HR work stream update: what has the team been working on and what is planned for the next 30 days
  • The Employee Lifecycle: Faculty Recruitment

If you are interested in participating in the call, email integrated.renewal@ubc.ca to be sent the invite.

HR Finance Workday demo #3: Oct. 30

IRP is hosting a HR and Finance Workday demo on Oct. 30, showcasing new material. This event is open to all.

Event information:

Date: Oct. 30, 2019, 10:00 a.m. – 12:00 p.m.
Location: Great Hall, The Nest (2nd Floor) [map]
Register: eventbrite.com/e/new-workday-hr-finance-system-demo-3-tickets-74350021917

Workday 101

The Workday 101 course is now accessible to all faculty and staff. It is a series of short videos that provide an overview of the basic functionality and the look and feel of Workday.

To access the course:

  • Go to irp.ubc.ca/training
  • Click on “Training Courses”
  • Click on the Workday 101 link/Image
  • Log in with your CWL details
  • Click on “Enroll in Course”
  • Click on “Go to Course”

IRP change readiness survey results

As part of the process of implementing Workday at UBC, we asked you to share your thoughts on UBC’s readiness for change. You can read the results from the first survey at irp.ubc.ca/news/readiness-survey-results and learn about actions that have been taken. Look out for a second survey next week, as IRP looks to measure progress on change readiness.

Subscribe to the IRP newsletter

The IRP newsletter provides information on the project, and helps create awareness and understanding about the program. To read past issues and to subscribe, visit irp.ubc.ca/news/newsletter.html.

Enhanced CWL at UBC

Enhanced CWL at UBC

Protecting the personal information of faculty, staff, and students is a top priority for the university. As cybersecurity tools become more sophisticated, hackers are targeting users, not computers, to discover a user’s credentials.

To keep personal information at UBC secure, faculty and staff are being asked to update their Campus-Wide Login (CWL) account to an ‘Enhanced CWL’ account. This update features an additional layer of protection with multi-factor authentication (MFA) provided by Duo Security. Multi-factor authentication is a security standard across North America, providing an effective way to prevent unauthorized access to information.

While many units on campus are already enrolled, some have not yet gone through this process. Please note that Enhanced CWL will be required for all staff and faculty at UBC by Nov. 1, 2019.

FAQs and quick start videos can be found on the Enhanced CWL page at privacymatters.ubc.ca/enhancedcwl. Individuals can enroll and begin using multi-factor authentication by visiting mfadevices.id.ubc.ca.

Back to school with IT resources

Now that school is back in session, UBC IT has a reminder that you can visit their website to see all the resources available to faculty and staff. Visit it.ubc.ca/top-services-faculty-and-staff to see their full listing.

Key IT resources

HR Finance Workday demo: Oct. 1

IRP is hosting another HR and Finance Workday demo on Oct. 1. This events is open for all. Note that this event will cover the same material as the event on July 30.

At this demo, participants will learn why UBC has embarked on a journey to transform its systems and processes and how faculty and staff can expect to benefit. They will also have the opportunity to see what Workday looks like through a series of live demos.

This event will showcase:

  • Time tracking
  • Absences
  • Expenses
  • Procurement

The event will be live-streamed, and a full session recording will also be posted to the IRP website within a week after the event.

Event information:

Date: Oct. 1, 2019, 9:30 – 11:30 a.m.
Location: Great Hall, The Nest (2nd Floor) [map]
Register: irp.ubc.ca/news/register-now-workday-demo-event-october-1