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Faculty and Staff Self-Service - FAQs
Find answers to your frequently asked questions here about the faculty and staff self-service online application. If you don’t see the answer to your question below, please email us and we’ll respond or post your question and our answer here.
FAQs related to Campus Wide Login (CWL)
Q: Where can I sign up for a CWL ID?
If you currently do not have a CWL ID, or are unfamiliar with it, we encourage you to visit http://www.it.ubc.ca/cwl to find out more and sign-up as soon as possible.
Q: I have more than one CWL ID – which one do I use to access self-service?
For those who have multiple CWL IDs, you will need to designate one CWL ID for self-service. Once this is done, none of your other existing CWL IDs, or any new ones you create, will be able to access self-service.
Q: I applied for a CWL ID some time ago and I no longer remember my ID or password?
If you have forgotten your CWL ID, or your password, please visit the following ITServices site for assistance http://www.it.ubc.ca/cwl/support/faq.shtml.
Q: Will I be able to access the Faculty and Staff Self Service application from myUBC?
Yes. For those of you who use myUBC, the new Faculty and Staff Self Service will be available from the 'Management Systems Portal' channel.
For those of you who require assistance adding the Management Systems Portal channel, please visit the myUBC Help Tool at http://data.my.ubc.ca/2.5.3/prod/uportal_help/index2.html
FAQs - General
Q: Can I use self-service on campus?
Yes. Any location that has access to the university network can access Self-Service. This includes offices, libraries, the Student Union Building, etc. and virtually any other campus location. This includes both campuses (Vancouver and Okanagan) and Robson Square.
Q: Will I be able to access this application off-campus or using wireless?
Generally, the answer to this question is 'Yes'. However, a small piece of additional work is required. If you've tried self-service as per previous instructions, and it doesn't work, then you will need to install Virtual Private Network (VPN) software on your computer.
ITServices offers free Virtual Private Network (VPN) services to protect data as it travels between your computer and UBC. Using VPN increases security. The self-service application requires that all faculty and staff use the VPN service when connecting to the UBC network from a non-campus site or when using wireless.
UBC offers two VPN services – VPN Vancouver and VPN Okanagan. The VPN service used will be based on campus location and the type of service you wish to access.
To access UBC’s VPN service, you must configure your computer to use one or both of UBC’s VPN Services. To do so, you will also need a Campus Wide Login (CWL) account. Once you have your CWL account, you can configure your computer for the appropriate VPN service – visit http://www.it.ubc.ca/security/VPN.html for step-by-step instructions.
NOTE: If you work at a medical centre or hospital, VPN services may be blocked by your firewall. If you install VPN software and still have problems, please contact the IT department at your worksite and provide them with the self-service web-site address. In some cases, VPN service from a medical or hospital location may not be possible. If this is the case, please try accessing self-service from a computer at another location (ie: home).
Q: What are the browser requirements to run the self-service application?
The self-service application runs on specific browser/operating system combinations. Please visit http://www.hr.ubc.ca/Help/Browsers.html to see a table that describes the valid combinations.
Q: What are the benefits to using this self-service application?
Highlights of this new service provide for the updating and viewing of personal information in a highly secure and real-time environment, providing Faculty and Staff with direct control over important, personal information. Please visit www.hr.ubc.ca/self_serve/index.html for more information.
Q: How far back can I view my pay history online?
Faculty, staff, and student employees will be able to view their paycheques on-line back to 2001, and their compensation history (pay rate changes) back to 1992.
Q: Will this self-service online application mean that we will no longer receive our Pay Advice stubs?
Faculty, staff, and student employees will continue to receive their paper Pay Advice stubs until such time as this web-based self-service becomes widely adopted. Paper pay advices will eventually be discontinued at a future date to be determined.
Q: When I print my Pay Advice, it spans multiple pages. How can I compress this information to one page?
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There are two options to compress your Pay Advice when printing to a home or office printer:
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1. You can reduce/adjust the top, bottom, and side margins on the Page Set-up menu prior to printing or
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2. Collapse the menu bar on the left side of the Pay Advice page to reduce the information to print.
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Note: If you are using an off-site computer connected to the campus network, you may want to ensure you are printing to a local printer, and not a campus printer. You don’t want personal information to be left for all to see.
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Q: What happens when I resign or retire – am I still able to access this the Faculty and Staff Self Service application?
You will be able to access self-service features until the tax filing deadline of the year following resignation or retirement. For example, if you retire in August, you’ll continue to have access to self-service features until April 30 of the following year.
Q: Who do I contact if I am still encountering difficulties in accessing the application or need assistance with troubleshooting?
Contact our Help Desk at hrms.help@ubc.ca and let us know how we can help you.
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