About the Training
Why is training on privacy & information security so important?
Nearly every UBC faculty and staff member has access to confidential information, including personal and payment card data. As the loss or disclosure of this information could be very harmful, it's important for you to know how to protect it.
Who should take the training?
Privacy & Information Security – Fundamentals training is a mandatory requirement for faculty, staff, researchers, student employees and contractors who use UBC Electronic Information and Systems.
The training consists of two parts, each containing five modules with videos, a synopsis of key points, and a short quiz to embed your learning.
Not sure if this applies to you? View our FAQ to learn what 'UBC Electronic Information and Systems' includes.
How do I get started?
To get started, simply click the "Fundamentals Part 1" or "Fundamentals Part 2" buttons below. (CWL username/password required)
* Please note, the first time you take the training, you will need to enroll by clicking the "Enroll” button.
Topics covered in this training include:
Fundamentals Part 1
Fundamentals Part 2
Privacy & Personal Information
Learn to identify personal information, and the most important rules for handling it.
Disclosure of Information
Learn when you should or should not share or disclose information.
Storage & Encryption of Information
Learn how and where to store confidential information, and when it must be protected by encryption.
Freedom of Information Requests
Learn about FIPPA and FOI requests, and understand your responsibilities relating to them.
Learn what precautions you should take to protect confidential information when working away from UBC campus.
Managing Records & Information
Learn about the best practices for managing paper and electronic records.
Transmission & Sharing of Information
Learn how to securely transmit and share confidential information.
Managing Accounts & Passwords
Learn how to properly secure UBC accounts and the best practices for managing passwords.
Learn how to spot attempts to trick you into giving away confidential information.
General Privacy & Information Security Tips
Empower yourself to stay secure online and keep UBC’s private data safe.
What does the training consist of and how long does it take?
Both parts of the online training take approximately 20-30 minutes each and should be completed during the work day. Each course contains a series of short videos and a synopsis of key points, followed by a quiz to embed your learning. It is recommended that you book some dedicated time to complete the training.
What topics are covered by the training?
Each part contains five modules.
Fundamentals Part 1 is focused on security and covers:
Fundamentals Part 2 is focused on privacy and covers:
Is Fundamentals Part 1 a prerequisite for Part 2?
No. Each part may be taken independently. However, it is recommended to complete Part 1 before Part 2.
Are there other ways to take training besides online?
Yes. The online training only covers the basic information faculty and staff need to know to protect Confidential Information. UBC offers many other in-person training options on specialized issues around privacy, security, and related issues. If you would like to inquire about group training, please contact email@example.com to discuss these options.
UBC Electronic Information is electronic information needed to conduct University Business.
UBC Systems are services, devices, and facilities that are owned, leased or provided by the University, and that are used to store, process or transmit electronic information.
These include, but are not limited to:
I don’t typically work on a computer during my workday at UBC. Do I still need to take the training?
Certain segments of the employee population have been excluded from the training requirement on the basis that they have no access to UBC Electronic Information or UBC Systems, or that they have already taken equivalent training. If you don’t know if you are excluded, or if you are an Administrative Head of Unit who wishes to request exclusions of additional employees, you should contact firstname.lastname@example.org.
I understand that the training is being offered in the Canvas Catalog platform. Do I need a special account or registration to access Canvas Catalog?
As of April 15, 2020, all Fundamentals training has moved to Canvas Catalog.
If you are a current UBC faculty, staff, researcher, student employee, or contractor you will only need your Campus Wide Login (CWL) to access Canvas Catalog. You can access the online training by following the links at the top of this web page.
I enrolled but I did not complete the course in Canvas or Canvas Catalog. Do I need to restart the training?
Enrolled users should access the course via Workplace Learning. It is recommended that you bookmark this page for future workplace training requirements.
If you cannot complete the course all at once, you can log off and return later to finish viewing the videos or complete the quiz. Please note that the quiz must be completed in one sitting.
I did the training but I don’t see my completion record in the UBC HR System. What happened?
There are two common reasons why you might not see training completion records in the UBC HR system:
- You have completed the course and checked the UBC HR system shortly afterwards: Course completions are submitted to the UBC HR system once per day. It may take a day or two after you complete the training for the records to appear.
- You have not associated your CWL with your Employee ID:
Your employee record will only be updated if you complete the training using a CWL associated with your employee ID. Course completions cannot be properly associated with your employee record in the UBC HR system if you have not taken this step. Instructions for linking your CWL to your Employee ID may be found on the UBC IT web site.
If more than three days have passed and you still do not see the completed courses listed in the Course History section of the UBC HR system, contact email@example.com
How do I inform my supervisor or HR that I’ve successfully completed the training?
You will be able to access an electronic certificate acknowledging your successful completion once you’ve passed each part. Please save copies of both certificates for your own records. Your supervisor or designated HR representative may also request copies.
Your completion will also be logged automatically in the UBC HR system. HR administrators are able to access detailed department reports showing your completion.
I completed the Privacy & Information Security – Fundamentals training while it was on Connect or Canvas, but did not save or print my completion record. Can I get a copy of the completion record now?
The UBC Human Resources Management System has a record of employee completions. You may access this by logging into UBC’s Management Systems Portal, and reviewing your "Course History" under the HRMS Self Service tab. Completed training courses are typically logged a few days after course completion. Look for PRSECF (Fundamentals Part 1) and PRSEC2 (Fundamentals Part 2).
If you would like your original certificate, or there is an issue with your completion record, the following may help. If you completed:
- between November 26, 2016 to September 10, 2018, your completion certificate is no longer available as this system has been decommissioned,
- between September 10, 2018 to April 14, 2020, your completion certificate can be accessed in Canvas,
- on or after April 15, 2020, the completion certificates can be accessed in Canvas Catalog.
How to Track Training Results
Detailed Department Reporting
This ‘Training Snapshot’ report is accessible to HR managers and contains detailed employee training completion information.
Managers can check training completion reports by clicking the button below and running a Query report called: 910_TRAINING_SNAPSHOT.
This information is also visible in self-service for individuals (through the course history icon in the MY PD and Learning section) on HRMS.
Instructions on how to generate a query report
The Fundamentals training dashboard enables self-service monitoring capabilities for authorized users to monitor campus-wide completion statistics for their own departments and units.
This dashboard has been optimized to report completion statistics separately for Fundamentals Part 1 and Fundamentals Part 2.
(A CWL username/password is required to authenticate to the dashboard, hosted on the UBC Tableau service. Access to the portal is restricted to authorized users, including department champions, client service managers, and select administrative heads of unit).
Email firstname.lastname@example.org if you require access for yourself or someone in your unit, or if you experience any issues with this service.