If you have any questions related to FASMail Migration, please kindly take a look at the compiled FAQ below before contacting CompStaff.

-----------------------------------

Thunderbird configuration issues, preferably screenshots required for how to configure thunderbird.

• Please request IMAP access by putting helpdesk ticket @ https://helpdesk@eoas.ubc.ca

You can change your reply-to for a correspondent in the pulldown menu (at least in thunderbird), so you can keep a mail thread separated by domain

• https://support.mozilla.org/en-US/questions/1023943

Once mailbox is migrated aliases will be set up to alias requested in EOAS request form

• E-mails send to @eoas.ubc .ca or @eos.ubc.ca will not disappear as EOAS e-mail will be added as extra email address to FASmail once migration complete.

Migration will happen as batch, all eoas exchange data will be exported and new emails will be redirected to fasmail

• Date TBD

How to check if aliases work? Send yourself email and check once switchover is complete

• Date TBD, once migration complete

Can I have Reply to and compose e-mail is different?

• No

If we send email from FASmail, will the recipient see our address as @eoas.ubc.ca?

• Yes if alias is set as requested.

Once that FASmail is fully setup, are we supposed to ask people to be contacted via our @mail.ubc.ca or it is still fine to give our @eoas.ubc.ca?

• Both will work, if migration form was filled out.

Ah, so every one of my ubc-related emails will come to the same inbox? Is there a way to not have that happen?

• You will have to put in helpdesk ticket @ https://helpdesk.eoas.ubc.ca and give us request for an extra mailbox.

Does this migration mean that the EOAS webmail server is going away? Will we still be able to access email through
https://webmail.eoas.ubc.ca/ or will we need to change to the FASmail web address?

• You will have to access email via https://www.mail.ubc.ca once exchange is retired I will redirect traffic.
• If you're leaving UBC but still need access to email beyond the departure date: you can request PST via EOAS Helpdesk and supervisor can request External contact via: https://web.it.ubc.ca/forms/fasmail/ also  provide email address to forward to for example 'this is a request for an external contact for @eoas.ubc.ca address to redirect to @gmail.com'

If you did not see your questions above, please also watch recorded FAQ session:

January 20th Fasmail Migration FAQ Zoom meeting recording: https://owncloud.eoas.ubc.ca/s/BYzPidfnmgXmbTL

Update March 10th: In the case you can't get connection for your email software, please do the following: check if webmail works. If it does, remove the email account and re-add it the in email software on all of the devices that you use.

Update 12pm March 9th. All Email services are back online. Please reset your pwd @ https://exchange2.eoas.ubc.ca 

Update 9am March 9th.  Waiting to have UBC's Email relays reconfigured for the final step. Then we are back to email-normal.

Update 12pm March 8th. New email server is live @ https://exchange2.eoas.ubc.ca with all data accessible. We are now waiting for Security Assessment from UBC IT. Once complete we will require everyone to log in once into https://exchange2.eoas.ubc.ca and reset their password.

Hello everyone, 

As some of you may have heard in the news, attacks are occurring worldwide against Exchange servers and as such, all Exchange servers at UBC must be patched to protect against recent vulnerabilities identified by Microsoft.  

As a security precaution, we will be taking our Exchange email server offline for a period of time beginning at 9pm tonight while the server is being patched and assessed. When the email service resumes, you will be prompted to reset your password. 

We will keep you updated on any further action that may impact your access to email.  

 
Thank you for your patience on this matter. 

Charles and 

• This is UBC requirement since Workday is requiring it starting May 1^st 2020
• UBC is adopting this method of authentication that most other large institutions already use in order to better protect UBC against phishing, data breaches, and various security issues. 

• Anyone with an employee ID
• Undergraduate student DOES NOT require MFA.  However, summer students working within the labs as an employee with an employee ID will have to use MFA
• Visitors – not required

• Not required for MFA
• There are multiple ways to do MFA without a hardware token:
  • UBC Office phone (phone call)
  • Lab Phone (phone call)
  • Personal phones (push, phone call, software OPT, or SMS depending on age/type of phone)
  • Personal tablet (push or software OPT)

• Yes, but only for faculty and staff
• We will maintain half a dozen spares for faculty and staff in the event they lose one or it becomes defective
• Compstaff IT will hold onto the spares and take care of the distribution to faculty and staff
• ~80 faculty & 16 department staff with 6 spares
• Hardware tokens will be treated like digital keys.  Faculty and staff will get sponsored tokens, but all research / lab members will have to go to the Bookstore if they want a hardware token.  

• Departmental Staff & Faculty (Sponsored): $8 One-Time Passcode (OTP) Type or $20 USB Type for faculty and staff (only offering OTP style)
• Lab Staff (Non-Sponsored): $10 OTP Type, $25 USB Type, or $25 OTP Type for Bookstore deposit (similar to a key)
• Note on purchasing hardware tokens for the department or as individual:
  • Departmental requests are also done through the Bookstore. If managers are purchasing on behalf of their staff they can do so directly using their speedchart code.
  • Units can place a departmental order with bookstore for 5+ via phone, or email order and Pay via JV, CC or P Card. (dept.sales@ubc.ca or 604-822-8547) and deliver via campus mail.
  • Individuals will also be able to purchase online via the bookstore website with CC or P Card (No JV option online) but this is not setup yet.

• Department Staff and Faculty – Get them from Compstaff IT
• Compstaff IT will purchase the tokens from the Bookstore
• All lab personnel – Get them directly from the UBC Bookstore 

• Department Staff and Faculty – Contact Compstaff IT for replacement (use spares)
• Lab Staff – purchase another one from the UBC Bookstore Key Desk

• Department staff and faculty – Contact Compstaff IT for replacement
• Lab Staff - Visit the UBC Bookstore Key Desk for a replacement. Replacements for the tokens will be the responsibility of the user (including battery dying) unless the token is deemed defective for some reason. The OTP-type have a known battery life of 3-5 years but if a token stops working after a much shorter period of time we would be able to track that and get a new one to the user

• Cost of maintaining that many hardware tokens for 400+ people is best managed by the UBC Bookstore
• Most people will use their personal phone due to convenience
• People can decide for themselves whether they want the hardware token or not and simply use their office/lab phone or personal phone
• The department avoids paying for tokens that are never used given that the majority of users will use their phone or other method of MFA

• Contact Compstaff IT or UBC IT for assistance
• We can issue a one-time passcode or time limited passcode for the duration they are away from Vancouver and/or their device/token

• No they work offline and simply generate a 6-digit number for you to enter at time of login

• Webmail Access
• FMIS Access
• HRMS Access
• Student System Access
• Web portals that use the Campus Wide Login (CWL) login screen

• No - only web portals asking for your Campus Wide Login (CWL) will prompt you

• No

• UBC VPN – maybe, if you are signing into a specific VPN pool but depends on the department
• EOS VPN – no

• Not at this time

1. Register your personal mobile phone using Push / OTP / SMS in that order (depends on age and type of phone)
2. Register you office phone or shared lab phone (not ideal but as a backup)
3. Personal wifi-only tablets  (you can opt to setup the Duo App on their personal tablet device – Android/iOS)
4. OTP Token
5. USB Token 

• Everyone: Information sessions conducted by Compstaff IT at next Department meeting
• Lab Staff: 1-on-1 or by helpdesk FAQ, drop in training at Compstaff offices
• Department Staff: 1-on-1 training 
• Faculty: 1-on-1 training 
• Email education campaign for department similar to encryption 
• EOAS Helpdesk website listing the various recommendations and resources for UBC MFA
• Info cards come with the token at point of purchase direct the user to contact UBC IT. There is not a kiosk. There will be targeted pop-up desks throughout the months of April and May however and users will be contacted directly by their admins about the times and locations of these booths that they can walk up to and receive assistance for anything eCWL related.

• Now – May 31 - We want all of the department staff and faculty on-boarded before they leave for summer
• Summer 2019 – we will continue to nag everyone in the department for those not on-boarded this Spring
• November 2019 – The deadline whenever everyone not MFA’ing is locked out

Faculty and staff should be aware of these changes:

New Update https://it.ubc.ca/news/don%E2%80%99t-lose-your-access-adobe-software 

https://ubc.service-now.com/kb_view_customer.do?sysparm_article=KB0016127

please register your CWL with:

site-license@it.ubc.ca

They require

Name, position, cwl name and software required

On Wednesday, May 30^th at 9:00 am (PST), we will be updating our links so that course material is no longer served from arda.eos.ubc.ca.

If you have been accessing and posting course data on arda.eos.ubc.ca, please update your settings to use the new server koseu.eoas.ubc.ca. The location of your course files and the directory structure will remain the same. Your user name and password will be the same that you use when accessing your EOAS email account, i.e., to access course material on koseu.eoas.ubc.ca you will use the same user name and password as https://exchange.eoas.ubc.ca.

Why is this change occurring?

The operating system and applications on arda.eos.ubc.ca have been serving the department for many years. Over the last 18 months we have been working to identify replacement applications or move existing services to new homes so we can decommission arda.eos.ubc.ca. Moving course material from arda.eos.ubc.ca brings us one step closer to that goal.

Does this have anything to do with Canvas?

This change does not impact or have any relation to Canvas (http://lthub.ubc.ca/guides/canvas/).

Will I need to update my web pages?

If your web pages refer to “arda.eos.ubc.ca”, there is a possibility they will need to be updated. Prior to the move and after the move occurs, we will scan the existing pages for outdated links and update pages as we discover them. However, automated tools are not perfect and some links may go undetected, if you discover a broken link please email helpdesk@eoas.ubc.ca and we will prioritize those fixes in the queue.

What if I need more help or have questions?

We will be monitoring the help desk closely for the week and prioritizing any requests that come in requesting help as it relates to this change – if you have a question or identify a problem, email helpdesk@eoas.ubc.ca and we will prioritize your request.

What will happen to the files from the old server?

The files on arda.eos.ubc.ca will remain where they are for at least 30 days, however to avoid anyone accidently updating the old location after May 29^th, we will block access to those files. In other words, if you try to access your files at the old location, access will be denied.

If you have any questions or concerns, please contact the help desk via the from at https://helpdesk.eoas.ubc.ca, or by email at helpdesk@eoas.ubc.ca.

Sincerely,

Tom Yerex

“Well, we’ll not risk another frontal assault. That rabbit’s dynamite” ~ Monty Python and the Holy Grail

http://remote.eoas.ubc.ca

Kanboard (track.eoas.ubc.ca), has been upgraded to the latest stable release, version 1.0.43). A list of the new features and fixes can be found at https://kanboard.net/news/version-1.0.43.

The helpdesk.eoas.ubc.ca web site was down due to problems with a battery in a UPS unit. The site's certificate has been renewed and several updates applied to the server.

A new development web site has been set up at dev.eoas.ubc.ca. This site is intended to support ongoing development in a safe area that will not conflict with our production web sites. This site is not world-accessible, interested parties from off-campus must first use the University's myvpn.ubc.ca service (and eos context), to connect to the internal University network.

On-campus locations in the Department of Earth, Ocean and Atmospheric sciences should already have access.

The UBC mail relay service was directing some mail traffic to two unused mail servers that have been retired (earth.eos.ubc.ca and pika.eos.ubc.ca). The problem was fixed by UBC IT and the fix took hold at roughly 3:30 pm today. Some mailing list traffic and individual messages failed to deliver as a result of the problem.

The log file for www.eoas.ubc.ca was registering a number of autodiscover.xml missing entries:

The problem was traced to hub.eoas.ubc.ca, the autodiscover entries were entered with an upper-case "A", i.e., Autodiscover/Autodiscover.xml. The file has been updated and changes checked into git.

The help desk now contains a Recent changes section where up-to-date information on changes to the my.eos.ubc.ca web site will be published.