Update Your UBC Email Address

Update or verify your UBC email address in your personal record.

Self-Service Quick Steps

  1. Log in to Faculty & Staff Self-Service with your CWL (using VPN if you are off-campus)
  2. Click on Email Address in the myPersonal Info section.
  3. Add an email address by clicking on the Add an Email Address button.
    1. For a business email address, select the Business email type.
    2. For a personal email address, select the Primary, Other 1 or Other 2 email types.
  4. Enter the email address and hit SAVE.

Note: If your business address is incorrect and greyed out, please read the below information to submit corrections.

Links:

Detailed Instructions

Adding an Email Address

Self-Service users:

  • Log in to Faculty & Staff Self-Service with your CWL (using VPN if you are off-campus)
  • Click on the “Email Addresses” icon in the myPersonal Info section.
  • Add an email address by clicking on the “Add an Email Address” button.
  • For a business email address, select the “Business” email type.
  • For a personal email address, select the “Primary”, “Other 1” or “Other 2” email types.
  • Enter the email address.
  • The “Preferred” checkbox must be clicked to identify your preferred email address. For active employees, your preferred email must be your “Business” email. If no “Business” email is present, or if you are terminated or retired, you may choose any of your other email addresses.
  • Click “Save.”
Admin users:

  • Log in to MSP with your CWL (using VPN if you are off-campus)
  • Go into HRMS Live and using the left-side menu, click on Workforce Administration, Personal Information, Biographical, Modify a Person.
  • Enter an employee ID or name and click the Search button.
  • Go to the Contact Information tab.
  • Click the ‘+’ button to the right of the email addresses to add a new email.
  • For a business email address, select the “Business” email type.
  • For a personal email address, select the “Primary”, “Other 1” or “Other 2” email types.
  • Enter the email address.
  • The “Preferred” checkbox must be clicked to identify the preferred email address. For active employees, the preferred email must be the “Business” email. If no “Business” email is present, or if the employee is terminated or retired, you may choose any of the other email addresses.
  • Click “Save.”

Updating an Email Address

Self-Service users:

  • Log in to Faculty & Staff Self-Service with your CWL (using VPN if you are off-campus)
  • Click on the “Email Addresses” icon in the myPersonal Info section.
  • Identify the existing email address you’d like to change.
  • Type over the existing email address.
  • “Business” emails may not be updated under some circumstances. See FAQs below for more info.
  • The “Preferred” checkbox must be clicked to identify your preferred email address. For active employees, your preferred email must be your “Business” email. If no “Business” email is present, or if you are terminated or retired, you may choose any of your other email addresses.
  • Click “Save.”
Admin users:

  • Log in to MSP with your CWL (using VPN if you are off-campus)
  • Go into HRMS Live and using the left-side menu, click on Workforce Administration, Personal Information, Biographical, Modify a Person.
  • Enter an employee ID or name and click the Search button.
  • Go to the Contact Information tab.
  • Identify the existing email address you’d like to change.
  • Type over the existing email address.
  • “Business” emails may not be updated under some circumstances. See FAQs below for more info.
  • The “Preferred” checkbox must be clicked to identify the preferred email address. For active employees, the preferred email must be the “Business” email. If no “Business” email is present, or if the employee is terminated or retired, you may choose any of the other email addresses.
  • Click “Save.”

Deleting an Email Address

Self-Service users:

  • Log in to Faculty & Staff Self-Service with your CWL (using VPN if you are off-campus)
  • Click on the “Email Addresses” icon in the myPersonal Info section.
  • Identify the existing email address you’d like to delete.
  • Click the “Delete” button to the right of the email you’d like to delete.
  • “Business” emails may not be deleted under some circumstances. See FAQs below for more info.
  • The “Preferred” checkbox must be clicked on for one of your remaining emails to identify your preferred email address. For active employees, your preferred email must be your “Business” email. If no “Business” email is present, or if you are terminated or retired, you may choose any of your other email addresses.
  • Click “Save.”
Admin users:

  • Log in to MSP with your CWL (using VPN if you are off-campus)
  • Go into HRMS Live and using the left-side menu, click on Workforce Administration, Personal Information, Biographical, Modify a Person.
  • Enter an employee ID or name and click the Search button.
  • Go to the Contact Information tab.
  • Identify the existing email address you’d like to delete..
  • Click the “Delete” button to the right of the email you’d like to delete.
  • “Business” emails may not be deleted under some circumstances. See FAQs below for more info.
  • The “Preferred” checkbox must be clicked on for one of your remaining emails to identify the preferred email address. For active employees, the preferred email must be the “Business” email. If no “Business” email is present, or if the employee is terminated or retired, you may choose any of the other email addresses.
  • Click “Save.”

Contact

Contact UBC HR at hrms.support@ubc.ca for help or to for more information.

Email Records in HRMS

Where are Email Addresses Maintained?

Employees can maintain email addresses themselves via Faculty and Staff Self-Service, or Department Administrators can do this on behalf of their employees using their HRMS administrator access.

Business emails are instantly auto-synched between HRMS and FMS. There is no longer a need to update emails multiple places. Personal emails are only maintained in HRMS and not synched with FMS.

What Type of Email Addresses can be Stored in HRMS?

HRMS stores both business and personal email addresses. These can be updated and managed by you via the Faculty and Staff Self-Service Portal, or by your department administrator. Business email addresses updated in HRMS will instantly update all places in both HRMS and FMS where business email addresses are used.

Are Email Addresses Automatically Added into HRMS For You?

Business email:

When the “Business” email field was created in HRMS, it was initially populated from existing sources of business emails (HRMS, FMS and IT). This provided a good starting base of “Business” emails.

On a go-forward basis, we try to maintain new “Business” emails automatically. When you start at UBC you are provided with a UBC email address. Approximately 3/4 of UBC departments use an email service called FASmail. FASmail email accounts are updated automatically into the “Business” email in HRMS.

For departments not using FASmail, some “Business” email addresses can be updated automatically into HRMS. But the majority must be entered by you or your department administrator. You can use the Faculty and Staff Self-Service Portal to update your own records.

Personal email:

There are three non-business email fields in HRMS Self-Service. They are called Primary, Other 1 and Other 2. In most cases, the personal email address you provided when hired is automatically updated into HRMS Self-Service as the “Primary” email address.

Why is it Important to Keep Your Business Email Address Up to Date?

All university communications are done via the “Business” email address recorded in HRMS. Missing or incorrect “Business” email addresses prevent the University from communicating effectively and providing you with important information.

In order to ensure the successful delivery of important University emails, we recommend UBC Faculty and Staff review their “Business” email address periodically to ensure it is up to date. A convenient time for this might be when downloading your T4 in the spring.

What about Personal Email Addresses?

The University avoids using personal email addresses for communication when possible. However, your department may need to contact you via a personal email under some circumstances (eg: post retirement or termination). Your “first choice” personal email should be stored in the “Primary” email address field. Additional personal emails can be stored in Other 1 and Other 2.

Email Suffixes Recognized for UBC Business Email Purposes

In addition to emails that end in ubc.ca, the following email suffixes are recognized for business purposes:

  • @bccancer.bc.ca
  • @bccdc.ca
  • @bccrc.ca
  • @cfri.ca
  • @cupe116.com
  • @cupe2950.ca
  • @cw.bc.ca
  • @fraserhealth.ca
  • @hiphealth.ca
  • @ic-impacts.com
  • @icord.org
  • @interiorhealth.ca
  • @mitacs.ca
  • @neurodevnet.ca
  • @paragontesting.ca
  • @pims.math.ca
  • @prionetcanada.ca
  • @providencehealth.bc.ca
  • @rucbc.ca
  • @triumf.ca
  • @ubcpress.ca
  • @vch.ca
  • @viha.ca

FAQs

Q. You are on a Workflow Profile page (either HRMS or FMS) and can see your Workflow email address, but it’s not updatable.

A. Emails addresses can only be updated in Faculty & Staff Self-Service. Business emails updated in Self-Service will update your Workflow email in both HRMS and FMS instantly.

Q. You get an error message saying your email address is not valid.

A. Email addresses are checked to ensure they are in the correct format. Look for a missing/extra @ or period. Emails must be in the format “abc@example.xyz“.

Q. You get an error message saying at least one entry must be selected as the preferred email.

A. The “Preferred” checkbox must be clicked for your preferred email address. This will always default (and cannot be changed) to your “Business” email. If no “Business” email is present, we recommend setting this to your “Primary” personal email.

Q. You get an error message saying your Business email is not a recognized business email address.

A. The Business email must end in “ubc.ca”, or be one of the other email suffixes officially recognized for UBC business purposes (see list at bottom of this page). Please contact our support team at hrms.support@ubc.ca if you feel your business email suffix should be included in this list.

Q. You get an error message saying inactive employees are not permitted to update/add business emails.

A. If you get this error message, contact your department administrator or our support team at hrms.support@ubc.ca to do the update for you.

Q. The Business email is greyed out (not updatable).

A. The Business email field is greyed out if you have a FASmail mailbox. FASmail email addresses are automatically updated into Self-Service for you and are not updatable once loaded.

Q. Why is my Business email greyed out in Self-Service, but the email address listed does not appear to be a FASmail address?

A. This happens when you have both FASmail and non-FASmail email accounts at the same time, and an administrator has configured your FASmail mailbox to use your department’s email address. Read more below to see if this is right for you.

Q. I didn’t realize I had a FASmail account. Why do I have one?

A. Most UBC departments use FASmail. Departments not using FASmail will typically not request FASmail mailboxes for faculty and staff unless requested for a specific reason such as:

  1. The user needs to be added to a FASmail distribution list.
  2. The user needs to be able to view the availability of someone else on FASmail and/or uses the calendaring functionality in FASmail.
  3. The user wants a FASmail mailbox.
  4. The user wants to use Unified Messaging (integrated Voicemail and Email)
  5. The user was migrated from an @interchange.ubc.ca or @exchange.ubc.ca address
  6. It may be recommended when setting up other services such as Workspace.

Q. I have both FASmail and non-FASmail UBC Email accounts. I would like to use my FASmail mailbox for my day-to-day email. How can I add my non-FASmail UBC email address as the Business Email in Self-Service?

A. Do the following:

  1. Set up email forwarding from your non-FASmail mailbox to your FASmail mailbox.
  2. Contact the IT Service Centre to have your department’s email address added to your FASmail mailbox as the sending email address.

This will automatically update your Business Email with your non-FASmail UBC email address. Please note that it may take a day for the Business Email address field to update in Self-Service.

Q. I have both FASmail and non-FASmail UBC Email accounts. I would like to use my non-FASmail UBC mailbox for my day-to-day email. How can I add my non-FASmail UBC email address as the Business Email in Self-Service?

A. Do the following:

  1. Contact your departmental “UBC Directory Administrator” and arrange for a lastname@ubc.ca email alias if you don’t have one already. Ensure that this address is pointing to your non-FASmail UBC email address.
  2. Set up email forwarding from your FASmail mailbox to your lastname@ubc.ca email address. Please refer to the link http://it.ubc.ca/services/email-voice-internet/ubc-faculty-staff-email-fasmail/fasmail-how-set-email-forwarding on how to set up email forwarding in FASmail.
  3. Contact the IT Service Centre to have your department’s email address added to your FASmail mailbox as the sending email address.

This will automatically update your Business Email with your non-FASmail email address. Please note that it may take a day for the Business Email address field to update in Self-Service.

Q. I have both FASmail and non-FASmail accounts, but I don’t need the FASmail account. How do I remove my FASmail mailbox?

A. Do the following:

  1. Contact your department to request the removal of your FASmail mailbox if it’s not needed.

Note that sometimes FASmail mailboxes are required if you need to be on a FASmail mailing list.

Q. You can update your Business email, but it reverts back to the old value a day or two later.

A. This may occur if two conditions are present:

  • You data-enter a legitimate, non-FASmail email such as example@ubc.ca
  • You were later issued a UBC FASmail account.

This occurs because UBC FASmail accounts are loaded into HRMS Self-Service nightly and override your non-FASmail email.