Logins and Passwords
IT will NEVER ask you to send your password through email. These are attempts to get you disclose your user name and password to an unauthorized outside party. In rare circumstances, we may ask for it verbally to troubleshoot an issue only after both parties are comfortable with whom they are speaking.
Never share your personal login password with a co-worker; even your supervisor. If your supervisor would like your same access, they should request it from IT. Sharing of your password to anyone outside of IT is a violation of the college’s Acceptable Use Policy.
Never write down your password. Use a 15+ character jingle phrase that is easily remembered.
You can reset your network/email/IntrinSIC/MySIC login at the first login prompt on boot up. However, this does not automatically change your password on other systems not listed in previous sentence even though it may have previously been the same.
Refrain from using your SIC email account for personal use. If you leave SIC, to make sure important emails are still being received by someone, your supervisor gets to decide what happens to your account. This means, in addition to your SIC business emails, your personal email could be forwarded to your supervisor. On the flip side, refrain from using your personal email for college business. All college business should be conducted through your SIC provided email account.
HR will inform IT of employee terminations. However, it is helpful for supervisors to notify us of the last work day. Otherwise, it could be till the next board meeting before an employee’s access is removed.
Notify us anytime a student worker with computer privileges leaves. HR is never informed of these terminations.
Locking Your Workstation
You should lock your workstation (Windows Key + L) anytime you are away from your desk. This will help fulfill your obligation to protect employee and/or student records. If you forget, the “system” will force an auto-lock after about ten minutes of inactivity. Hint: shaking your mouse will prevent locking when just having a discussion with someone in your office, etc.
Storage of Documents
Do not store information on your local PC. Request the IT Office to setup a network share for you to store your information. This information is backed up by the IT Office and available for recovery in the case of accidental deletion or catastrophic loss.
Email Security Rules
Never email a social security number or ask someone to email their social security number.
Never email a credit card number.
Never email a password. As we say at the bottom of all our emails: The Information Technology Office will NEVER ask you to disclose a user name and password via Email.
It is best to treat email like a billboard in the middle of a city or like Facebook; if you don’t want everyone to know a piece of information, then don’t put it in an email.