Training

Both parts of the online Fundamentals training take approximately 20-30 minutes each. Each course contains a series of short videos and a synopsis of key points, followed by a quiz to embed your learning. The IT Professionals training takes 60-90 minutes to complete. It contains a series of short videos, activities, followed by a quiz per module. It is recommended that you book some dedicated time during the work day to complete the training.

Fundamentals Part 1 is focused on security and covers:

• Privacy and Personal Information
• Storage and Encryption of information
• Working remotely
• Transmission and Sharing of Information
• Phishing

Fundamentals Part 2 is focused on privacy and covers:

• Disclosure of Information
• Freedom of Information Requests
• Managing Records and Information
• Managing Accounts and Passwords
• Tips and Reminders

IT Professionals is focused on the UBC Information Security Standards and covers:

• Obligations of an IT Professional
• Securing & Managing Accounts and Passwords
• Protecting Systems
• Acquiring, Developing & Modifying Software Applications
• Logging & Monitoring
• Incident Response

No. Each part may be taken independently. However, it is recommended to complete Part 1 before Part 2.

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 privacy.matters@ubc.ca 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:

• computers and computer facilities
• computing hardware and equipment
• mobile computing devices such as laptop computers, smartphones, and tablet computers
• electronic storage media such as CDs, USB memory sticks, and portable hard drives
• communications gateways and networks
• email systems
• telephone and other voice systems
• software

See UBC's Information Security Standards Glossary

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 privacy.matters@ubc.ca.

Privacy & Information Security – IT Professionals training is a mandatory requirement for faculty, staff, researchers, student employees and contractors who are Technical Owners of UBC systems and University IT Support Staff.

Examples of those required to complete this training include:

• Those under the IT job family,
• Those with a technical role in the administration of information systems, or
• Those delegated responsibility for the maintenance of information systems and research as part of their role.

It should be taken after you have completed Fundamentals Part 1 and Part 2.

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.

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.

Course completions are submitted to Workday once per day. It may take a day or two after you complete the training for the records to appear. 

If more than three days have passed and you still do not see the completed courses listed in the "Certifications" section on Workday, contact the Integrated Service Centre (ISC) via the UBC Self-Service Portal.

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 Workday. You can view your certificate under the "Career" application on the Home page. 

 

In Workday, you can find your training records by:

1. Going to the "Career" application on the Home page and selecting "Certifications" OR to your Profile and clicking "Career" in the left-side menu, and then choosing "Certifications"
2. Looking for Privacy & Information Security Fundamentals Part 1 – University of British Columbia and Privacy & Information Security Fundamentals Part 2 – University of British Columbia, and/or Privacy & Information Security Training for IT Professionals – University of British Columbia

Your supervisor or designated HR representative may also request copies. HR administrators and your supervisors are able to access detailed department reports to view your completion and certificate.

Workday has a record of training completion. You can find your training records by:

1. Going to the "Career" application on the Home page and selecting "Certifications" OR to your Profile and clicking "Career" in the left-side menu, and then choosing "Certifications"
2. Looking for Privacy & Information Security Fundamentals Part 1 – University of British Columbia and Privacy & Information Security Fundamentals Part 2 – University of British Columbia

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 through your Course Dashboard in Canvas Catalog/Workplace Learning.