Computing Services FAQ’s

Directors and above have access to the security application in OnBase. They must complete the application with the new employee together. For myWNC and Starfish access FERPA training with the Registrar is required in addition to the security application.

In the top right-hand corner click your account icon and then click Google Account>Security>2-step verification. If adding your college email account on your phone be sure you use a passcode on your phone an install the Google Gmail app for your email versus the native iPhone and Android apps.

Malware is malicious software designed to infiltrate or cause damage without the user’s knowledge or permission.  Viruses, worm, trains, ransomware, and spyware are all considered malware.

Spammers, Spoofers, Phishers, and hackers will try any method possible to entice you to open an attachment or click a link.  The most common trick is to pretend the email is from someone you know.

Email attachments and links are popular methods for installing malware on computers.  Take the time to understand what to do when you get an email that has an attachment or link.

Attachments can be one of two things:

• The actual file or document designated in the email
• A copy of the expected attachment that malware embedded in it.

Links are underlined phrases in email message that simplify going to a specified website.  Clicking on a link can cause one of three things to happen:

• The link opens the correct webpage referred to in the email
• The link activates a malware program embedded in the email message.
• The link is spoofed and opens a webpage similar to the correct page, but with malware embedded in it.

Once installed, malware will immediately send an email message with the same infected attachment to all the email addresses listed on the newly-infected computer.  Those recipients will more than likely open the email attachments as well since they think you are the one sending it.   This can quickly overrun every computer on the network.

Here are a few suggestions on how to be a super sleuth if you receive a suspicious email:

• If there are numerous typos, delete the email
• If you know the senders address and you know the extension is not correct, delete the email
• Make sure the link makes sense and isn’t misspelled
• Copy and paste the link address into a web browser instead of clicking it, or don’t use the link and go to the website on your own accord (preferred method)
• Potentially dangerous executable attachments including but not limited to (.ade, .adp, .bas, .bat, .chm, .cmd, .com, .cpl, .crt, .exe, .hlp, .hta, .inf, .ins, .isp, .js, .jse, .mdb, .mde, .msc, .msi, .msp, .mst, .pcd, .pif, .reg, .scr, .sct, .shb, .shs, .vb, .vbe, .vbs, .wsc, .wsf, and .wsh) and encrypted ZIP attachments containing such files will be rejected. All other attachments passing virus scanning will be delivered normally.

No legit business will request login names and passwords.  Never provide this information.

When in doubt contact the sender and confirm they sent the email.  If their computer is infected, there’s a good chance they have no clue the email was sent by them.

Keeping passwords private, secure, and unbreakable is the most important step you can take for safer computing.  The next important step is remembering passwords because almost everything you do on a computer requires a password, and every site has a different password combination requirement.

The password struggle is real for all of us.  Seems every day a new password is required or needs to be changed.  You need to simplify your password library so it’s manageable.  Listed below are some helpful suggestions on password maintenance.

• The 8/4 rule: minimum 8 characters and include each of the 4:
  • UPPER case
  • Lower case
  • Symbols
  • Numbers
• Use passphrases versus one word. Create a few different phrases to use and be sure they are ones that make you smile every time you type them
• Develop a personal password formula and system for changing and remembering your passwords
• Create a few passwords and categorize use by most secure to least secure depending on the site
• If your password is compromised and that password is used for other accounts that store sensitive data, you should immediately change the password.

Poor, weak passwords have the following characteristics:

• The password contains less than eight characters and no more than 20 characters
• The password is a word found in a dictionary (English or foreign)
• The password is a common usage word such as:
  • Names of family, pets, friends, co-workers, fantasy characters, etc…
  • Computer terms and names, commands, sites, companies, hardware, software
  • The words “Western Nevada College”, “Carson”, “WNC” or any derivation
  • Birthdays and other personal information such as addresses and phone numbers
  • Word or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc…
  • Any of the above spelled backwards
  • Any of the above preceded or followed by a digit (e.g., secret1, 1secret).

Strong passwords have the following characteristics:

• Contain both upper and lower case characters (e.g., a-z, A-Z)
• Have digits and punctuation characters as well as letters e.g., 0-9, !@#$%^&*()_+|~-=\`{}[]:”;'<>?,./)
• Are at least eight alphanumeric characters long. The strongest is a passphrase (Ohmy1stubbedmyt0e)
• Are not words in any language, slang, dialect, jargon, etc…
• Are not based on personal information, names of family, etc.

 

Passwords should never be written down or stored on-line. Try to create passwords that can be easily remembered. One way to do this is create a password based on a song title, affirmation, or other phrase. For example, the phrase might be: “This May Be One Way To Remember” and the password could be: “TmB1w2R!” or “Tmb1W>r~” or some other variation.
NOTE: Do not use either of these examples as passwords.

• Do not reveal a password over the phone to ANYONE
• Do not reveal a password in an email message
• Do not reveal a password to your supervisor
• Do not talk about a password in front of others
• Do not hint at the format of a password (e.g., “my family name”)
• Do not reveal a password on questionnaires or security forms
• Do not share a password with family members
• Do not reveal a password to co-workers while on vacation
• Do not use the “Remember Password” feature of applications (e.g., Internet Explorer, Firefox, etc…).  Consider having to remember your password a good memory test!
• Do not write passwords down or store them anywhere in your office. Do not store passwords in a file on ANY computer system without encryption.
• If someone demands a password, refer them to this document or have them call the Computing Services.
• Change passwords at least once every six (6) months.
• When changing a password, do not use a password you have used for that system within the last year.
• If an account or password is suspected to have been compromised, report the incident to Computing Services and change all passwords.

NRS 603A.040 defines PII as follows:
“Personal information” defined.

1. “Personal information” means a natural person’s first name or first initial and last name in combination with any one or more of the following data elements, when the name and data elements are not encrypted:
• Social security number.
• Driver’s license number, driver authorization card number or identification card number.
• Account number, credit card number or debit card number, in combination with any required security code, access code or password that would permit access to the person’s financial account.
• A medical identification number or a health insurance identification number.
• A user name, unique identifier or electronic mail address in combination with a password, access code or security question and answer that would permit access to an online account.
2. The term does not include the last four digits of a social security number, the last four digits of a driver’s license number, the last four digits of a driver authorization card number or the last four digits of an identification card number or publicly available information that is lawfully made available to the general public from federal, state or local governmental records.

If personally identifiable information is being stored as defined in NRS 603A.040 FERPA the data is required to be stored on an encrypted device. This is extremely important for those that store and/or transport data on external devices such as flashdrives, laptops, and hard drives. Encrypted devices can be purchased online or at most office supply chains.

If the problem stops an employee from doing their assigned duties call 775-445-4290. If the problem isn’t causing the work flow to stop then submit a Computing Services work order for assistance.

Workloads vary for Technicians depending on the time of year. Technicians have expertise in certain areas of IT. For the overall efficiency of the department the IT Supervisor will dispatch the Technician that can resolve the issue promptly.

Leaving messages and/or calling every Technician when needing assistance creates a bottleneck in customer service for the Technicians. We can’t provide great customer service when employees leave messages for assistance when the Technician is out sick/annual. Time is wasted by Technicians when they return calls after being absent because most issues have been resolved. Calling every Technician when needing assistance causes workflow to stop while all of them are responding to one employees call.

For overall efficiency and prompt service call 775-445-4290 when you have a break/fix issue that stops you from doing assigned duties.

Supervisor or Departmental Assistant will submit an electronic incoming employee located here:  https://intranet.wnc.edu/forms/hr/incoming/.  This information generates a work request within Computing Services that will begin the processing for:

• A workstation with printing capabilities if needed
• A WNCAnywhere network account with the exception of faculty. Faculty accounts are automatically created and login information sent to Departmental Assistants or Supervisors.
• A WNC Gmail account if requested
• Access to shared data folders if requested
• Faculty/staff assignment to college email groups

• An email account is created after the employee contract is processed in the HR system, or volunteer paperwork has been processed. All requests for email accounts must be submitted in a Computing Services work order by the new employees Supervisor or Department Assistant.
• WNCAnywhere accounts for Staff are created after the employee contract is processed in the HR system. All requests for WNCAnywhere accounts must be submitted in a Computing Services work order by the new employees Supervisor or Department Assistant.
• New faculty WNCAnywhere accounts are automatically generated when faculty are linked to their course in the system. The login information is sent to the Department Assistant when the account is created.

Wireless, library database, computer login, WestNet, and myWNC.  Gmail accounts are not linked to the WNCAnywhere account so the password may or may not be the same depending on what the employee chooses.

New employees receive temporary WNCAnywhere login information.  To complete the setup of the account, click the WNCAnywhere button and complete account setup on the WNC Anywhere Login page. If new employees cannot complete the account setup call 445-4290 or email WNC.IT.Personnel@wnc.edu for assistance.

Complete a password reset.

The Department Assistant or Supervisor will need to request the WNCAnywhere password reset for the employee through Computing Services.  After the WNCAnywhere account has been updated the employee needs to login to myWNC to update their preferred email address.

Department Assistants or Supervisors can call 4290 or email WNC.IT.Personnel@wnc.edu to request a reset for their employees.  Computing Services will not provide password information over the telephone.

Gmail will only keep the attachment in the primary thread of an email.  In order to keep an attachment in an email you must forward, not reply.

Existing or new Supervisor or Departmental Assistant submits an electronic outgoing employee form located here:  https://intranet.wnc.edu/forms/hr/outgoing/.  This form will generate a work request within Computing Services that will begin the process for:

• Account adjustments if necessary.
• Equipment ownership transfers and setup if necessary.

Supervisor or Departmental Assistant submits an electronic outgoing employee form located here:  https://intranet.wnc.edu/forms/hr/outgoing/.  This form will generate a work request within Computing Services that will begin the process for:

• Account deletion for all systems. If Emeritus status is granted, an email will be sent to the employee regarding keeping college email and WNCAnywhere account.
• If employee has assigned equipment, the equipment will be picked up by Computing Services. College portable devices must be returned to Department Assistant or Supervisor upon termination.

The employee that is requesting access for the guest account(s) must submit a wireless guest account form attached to a Computing Services work order at least one week in advance of date(s) access is needed.

Supervisors can request an account for permanent full or part time employees.  Faculty report issues to Departmental Assistants who create the work orders on their behalf.  All other employees must have Departmental Supervisors or Assistants submit work orders on their behalf.

Employee and students can use the wireless network for portable devices. Personal equipment cannot be used on the college network.  The threat posed by machines not updated with protective anti-virus software may affect other users of the network and our network security of data, etc.  Therefore, employees are not allowed to plug in personal equipment to any network drop at WNC.

WNC is not licensed to install personal software not belonging to the college on employee machines.  College-owned software is not licensed for home use unless it is installed on a machine owned by WNC, typically a laptop.

Does WNC have discounted software offers for students and staff?

• Employees that have a WNC email address are eligible for a Microsoft Office home use discount. Email IT.Personnel@wnc.edu for details
• Students can contact the UNR Bookstore to check on software discounts.

WNC is contracted with Encompass for service and repair of most black and white laser printers.  If there is an Encompass sticker on the printer, then toner replacements and service calls for black and white printers are free of charge.  There are 800 numbers on the stickers to call for toner replacements and servicing.  Encompass will provide discount pricing toner and service/repair for color laser jet printers.

bcc: all.college@wnc.edu. Do not put he address in the “To:” field. When replying to an all college email be sure to select “Reply” versus “Reply to all”.

WNC supports and has established standards for HP and Apple computers, laptops, and printer products.  Exceptions must be approved by Computing Services prior to purchase.

The Request and Justification for Printer Purchase form must be completed and approved.  The form is located on the Computing Services intranet site.  If approved the Department Assistant or Supervisor submits a Computing Services work order for a quote.  The completed approval form needs to be attached to the work order.  Computing Services will provide a quote and complete the install.

Computing Services maintains a supply of computers for the college community.  Department Assistants or Supervisors can submit a Computing Services work order to request an evaluation of a workstation.  If the Computing Service Technician deems an upgrade is necessary, a computer upgrade will be granted.  If the Technician recommends hardware upgrades versus a new computer, then quotes will be provided for hardware.

The Department Assistant or Supervisor can submit a work order to request a quote.  All equipment is standardized for purchasing.  Exceptions can be requested, however, Computing Services has the final approval for all laptop purchases.

Computing Services has a surplus of 17” monitors.  If the request is for a larger monitor the requestor must purchase the monitor.  The Department Assistant or Supervisor can submit a work order to request a quote or a surplus monitor.

Quotes are good for 30 days. A new quote must be requested if expired.

• Software cannot but purchased with a credit card. Exceptions must be pre-approved by Computing Services prior to purchase.
• If hardware purchase is under $100 (mouse, keyboard, webcam) then a credit card can be used. All purchases over $100 and all printer purchases require a purchase order.  Exceptions must be pre-approved by Computing Services prior to purchase.

Good news! Microsoft has recently made changes to the Home Use Program (HUP) benefit that you should know about:

1. Ability to purchase both versions of Office:
   WNC employees are eligible to buy Office for their personal devices through the HUP benefit. Employees will be allowed to purchase 1 copy of Office Professional Plus 2016 AND 1 copy of Office Home and Business 2016 for Mac. Previously, employees could purchase only one version of Office when using the HUP benefit, and can now purchase both.
2. Change to Employee Authentication and Program Codes:
   By default, employees are no longer required to enter a program code to validate their eligibility. Microsoft will only require college email validation for access to the HUP site.

HUP Program Updates Frequently Asked Questions (FAQ):

• Does this qualify for employees that already purchased 1 version of HUP?
  Yes. Employees that have already purchased one copy of either product will still be eligible to purchase a copy of other the product.
• What is the price for each product?
  Office can be purchased for PCs and Mac for the price of 9.95 USD each.
• Where do employees find the Microsoft Home Use Program offer to purchase Office?
  https://www.microsofthup.com/hupus/home.aspx?culture=en-US
• Are all employees eligible for the home use offer?
  The Home Use Program is available to WNC employees that have a WNC email account. Employees are eligible to purchase these Office applications for use on a personal device during the term of their employment. This offer expires upon termination of employment with the covered organization.

Requests for software must be submitted in advance for testing and install. The entire lab needs to be closed in order to install new software so no new software can be installed after a semester begins. If software is needed for the Fall semester the deadline to request the install is May 1 prior to the Fall semester. Software needed for the Spring semester needs to be requested by December 1 prior to the Spring semester.

All lab, classroom, and public computers are setup to return to original settings that are configured by the Lab Manager upon startup. Computers are programmed to logoff nightly at 11:00 p.m. and when started again all changes and documents loaded previously are removed automatically.

Instructors and students can load software and save documents, however, upon reboot of the computer(s) all software and documents are removed. Computers are automatically shut down at 11:00 nightly. If software without any special configurations is needed for a one-day course, then the instructor can install the software. Keep in mind if Lanschool is not installed the software would have to be installed individually on each computer if the entire class needs access to it.

Requests for new technology in labs and public computers requires a Computing Services work order and completion of a Technology Request form located here: https://intranet.wnc.edu/committees/technology/. The work order starts the process of obtaining quotes and/or testing. The Technology Request forms are submitted to the Budget Committee for consideration and approval. If approved the requester needs to be sure a Lab request is submitted by May 1 for the upcoming Fall semester, or December 1 for the upcoming Spring semester. If approved the Technology Committee will purchase the software/hardware and the Lab Manager will schedule the install.

Submit a work order in advance with the dates and location.

Submit a work order requesting a quote.  There is a cost to the department to additional network connections.

Computing Services needs to be involved if the remodel involves equipment moves, lab furniture, podium purchases, or infrastructure upgrades.  Submit a work order in advance of the project so a member of the Computing Services team can assist in the successful completion of your project.

Yes, submit a work order.  Some equipment requires special configurations and should be approved by the Network Administrator in advance.