Working from home

On this page

• Set up your workstation
• Secure your device before you start
• Remote access to UBC services
• Communication and collaboration tools
• Remote-work security habits
• Home Use Program
• Helpful tools and support

Set up your workstation

Before starting remote work, make sure your space is practical, comfortable, and suitable for regular computer use. Whenever possible, MBIM IT recommends using a UBC-provided computer for university business. If you expect to use a personal device, review the department’s BYOD guidance first.

• Computer: Use a reliable desktop or laptop with current updates and enough storage for your work.
• Network: Use a stable internet connection and expect remote file transfers or video calls to behave differently than they do on campus.
• Audio: A headset or external microphone often improves call quality for Teams, Zoom, and support sessions.
• Camera: Most laptops include a webcam, but an external USB camera may help if you are participating in frequent meetings.

Secure your device before you start

Remote work often involves access to email, research data, administrative records, and shared documents outside the campus network. Your device should be prepared before you begin working with university systems.

• Use Enhanced CWL (multi-factor authentication) for your UBC account.
• Confirm anti-malware protection is installed and current. See UBC’s malware protection guidance.
• Encrypt your device using BitLocker, FileVault, or another supported full-disk encryption method. See the MBIM device encryption page.
• Enable automatic operating system and application updates.
• Use a strong local password and lock your screen whenever you step away.
• If you work from a personal device, make sure it follows the department’s BYOD expectations and UBC Information Security Standard U6.

Remote access to UBC services

Email, calendar, and Microsoft 365

Use approved UBC services for email, calendar, Microsoft Teams, and OneDrive. If you need department-specific guidance about your account type or setup, start with the MBIM email page.

VPN and department resources

Use myVPN (Cisco Secure Client) when you need access to department file shares, internal services, or other UBC systems that require a campus-network connection. In many cases, you do not need VPN for browser-based Microsoft 365 services such as Teams, SharePoint, OneDrive, or web email.

• Install Cisco Secure Client using the official UBC myVPN setup documents.
• Use VPN when handling department storage, shared drives, or services that are restricted to UBC network access.
• Review the MBIM network access guidance if you are unsure whether you need VPN, Wi-Fi, wired access, or device registration.
• Use UBC-approved file sharing and collaboration tools when exchanging work files remotely.

Communication and collaboration tools

Remote work depends on clear communication and dependable tools. MBIM members commonly use Microsoft Teams, Zoom, email, and shared files to stay coordinated across labs, offices, and hybrid work settings.

• Microsoft Teams: Useful for chat, meetings, shared files, and ongoing team collaboration.
• Zoom: Helpful for many meetings, presentations, and larger sessions where a broader meeting feature set is needed.
• Email: Best for formal communication, summaries, and follow-up documentation.
• Shared files: Keep meeting notes, decisions, and working documents in approved UBC storage locations.

Practical meeting habits

• Use the platform your lab, office, or audience already understands well.
• Test screen sharing, microphone, and camera settings before important meetings.
• Use headphones when possible to reduce echo and improve clarity.
• Share agendas, notes, and action items after meetings so work can continue smoothly.
• Have a backup plan if your primary meeting tool or internet connection fails.

Remote-work security habits

Working away from campus increases the importance of privacy, phishing awareness, and secure file handling. Good day-to-day habits reduce the risk of exposing university information.

• Complete the Privacy Fundamentals training.
• Use approved UBC tools to share files securely.
• Watch for phishing messages and suspicious links. If something looks wrong, do not click it.
• Protect meeting links and use privacy settings when hosting online meetings.
• Report suspicious messages to security@ubc.ca.

Home Use Program

UBC faculty and staff with FASmail accounts may be eligible for Microsoft’s Software Assurance Home Use Program (HUP). This program can provide a licensed Microsoft Office 365 subscription for installation on a non-UBC-owned computer used at home.

Program highlights

• Available to eligible UBC employees with a FASmail account.
• Provides a Microsoft Office 365 subscription at a discounted rate.
• Intended for installation on a non-UBC-owned computer.

Registering for HUP

• Go to microsoft.com/en-us/home-use-program.
• Enter your UBC email address (typically addresses ending in @ubc.ca or @mail.ubc.ca).
• Submit the request and check your inbox for the Microsoft follow-up email.
• Follow the instructions in that message to subscribe through the Home Use Program.

For more information, see UBC’s Home Use Program reference page.

Helpful tools and support

If you need broader UBC documentation, service status information, or central support, these are good starting points:

• UBC IT service catalogue
• UBC IT status page
• UBC IT support