Difference between revisions of "Password Guides"

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== Computing Account Guide for Middlebury College ==
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This article is a guide to the various accounts available on the computing systems at Middlebury College. There are sections in this article devoted to the following computing systems which explain what they are used for and what type of credentials are necessary to access them.
*'''File servers''' '''(\middfiles) '''(storage space for personal and departmental documents)
*'''E-mail '''(our Exchange system)
*'''BannerWeb '''(portal to Banner records for the layperson)
*'''Banner INB '''(administrative access to Banner records)
*'''Hyperion '''(reporting system for Banner data)
==== File Servers (middfiles) ====
All faculty, staff and students at Middlebury College have a folder on our file servers for personal file storage and may also have access to folders with departmental files, and/or folders on the classes server. These servers are organized under the namespace '''middfiles'''.
*Students and faculty use '''middfiles\classes''' for course-related file sharing.
*Organizational and departmental file storage folders '''middfiles\orgs'''.
==== E-mail ====
Exchange is the messaging/e-mail service for Middlebury College. Most faculty, staff and student body members use Microsoft Outlook, WebMail, or Entourage as their interface to Exchange. Your username and password for e-mail are the same as for file server access. Use the '''Activate '''procedure ('''[http://go.middlebury.edu/activate go/activate]''') on the Web to set your password. To do so, you must know your College ID # and BannerWeb PIN, but there is no need to know your current file server password.
===== Choosing a Secure Password for File Servers and E-mail =====
It is critically important to choose secure passwords for computing systems at Middlebury College. There are numerous sophisticated password-guessing programs accessible via the Internet that can try thousands of likely passwords in an attempt to access your account.
Anyone who acquires your password can act on your behalf. This might include reading your email, gaining access to other sensitive information, sending embarrassing or illegal messages from your account, accessing/deleting your files on a file server, or editing your web pages. Access to an account is often the first step for someone to gain system-wide access. So choosing a secure password is important for the security of your own account, the integrity of college computing systems, and the institution as a whole.
When choosing a password to academic systems you must choose one that has the following properties:
*at least 8 characters long
*contain at least 1 upper case character
*contain at least 1 lower case character
*contain at least 1 numeric digit
<nowiki>contain at least 1 of these special characters ~ ^ * _ ? \ . /! + - { } [ ]</nowiki>
*must not contain any special characters not listed above
*contain no spaces
Here are two good strategies to make it easy to pick a secure password:
*Combine two short words with special characters and numbers: '''its4fun!''' or '''in2this1*'''.
*Create an acronym of a phrase, such as: '''Wawg2d??''' for '''When are we going to dinner??'''
===== Setting Passwords for File Servers and E-mail =====
To set your passwords for file servers use the '''Activate''' procedure on the web. You must know your College ID number and BannerWeb PIN to use Activate. Since there is no need to know your current password, you can use this procedure to reset your password if you forget it. This password expires in 6 months.
#Start a web browser such as Internet Explorer.
#In the '''Address''' field of your browser, type '''go/activate''', then press '''Enter'''. the first screen for the '''Activate Account or Reset Password '''program displays.
#In the '''ID''' field, type your eight-digit College ID number.
#In the '''PIN''' field, type your '''BannerWeb PIN'''
<nowiki>; this is the confidential 6-digit number you use to identify yourself in BannerWeb.</nowiki>
#Click '''Logon'''
<nowiki>; the </nowiki>
'''Agreement Statement for Responsible Computing''' displays.
#Read the statement carefully. You must agree to abide by these guidelines before you will be allowed to set your passwords. Click to bullet the '''Agree''' radio button and then click '''Submit'''.
#'''Note your username in red lettering at the top of the next screen!'''
#In the '''Enter New Password''' field type your new password. Your password must be at least 8 characters long and contain at least 1 uppercase character, 1 lowercase character, at least 1 numeric digit, and at least one of the special characters listed (and no other). Do not use spaces.
#Retype your password in the '''Confirm New Password''' field (it displays as bullets).
#Click '''Continue'''.If you have made no mistakes, a confirmation message displays.
#Restart your computer.
==== BannerWeb ====
BannerWeb is a general-use web interface to Banner data.
*Employees use it to report their time, approve time as a supervisor or proxy, view benefits information, view leave history or balances, job information, pay stubs, and W-2 forms.
*Students use it to register for classes, view their records, evaluate courses, track volunteer service, apply for and track financial aid, and much more.
You must know your College ID number and your current BannerWeb PIN to change the BannerWeb PIN. Remember, your BannerWeb PIN is a six-digit number that you set for yourself the first time you logged into BannerWeb with your default initial PIN (your birth date in MMDDYY format).
#Start a web browser.
#On the Middlebury College homepage click '''BannerWeb''' on the navigation ribbon at the bottom of the page, or in the Address field of your browser type '''go/bw '''and press '''Enter'''.
#The User Login page for BannerWeb will display. Do the following:
##In the '''User ID '''field, type your 8-digit College ID number.
##In the '''PIN''' field, type your 6-digit BannerWeb PIN.
##Click '''Login'''. You will be logged into BannerWeb. 
#Click the '''Personal Information '''tab or the '''Personal Information '''link.
#Click '''Change Your PIN'''. The '''Change PIN '''page opens. Do the following:
##In the '''Enter Old PIN''' field, type your BannerWeb PIN.
##In the '''Enter New PIN '''field, type a new BannerWeb PIN.<br/> '''Note:''' Your BannerWeb PIN must be a 6-digit number.
##In the '''Re-enter New PIN''' field, retype your new BannerWeb PIN.
##Click '''Change PIN''', if everything was done correctly, the system indicates that your BannerWeb PIN was changed. 
==== Banner INB ====
Banner INB is the administrative interface to Banner data (there are separate databases for Production, Practice, Preproduction and Development). If you have privileges to use Banner INB, your Middlebury College username gives you access but your password may be different than your file server and e-mail password. Your Banner INB password expires in 6 months. If you have forgotten your password or your account is locked, please call the Helpdesk at x2200 for assistance. You must know your Banner INB password in order to change it. To change your Banner INB password do the following:
#Start Banner INB and log in as usual.
#On the main menu page click '''Change Banner Password'''. The '''Oracle Password Change Form GUAPSWD '''opens.
##In the '''Oracle Password '''field type your Banner INB password.
##In the '''New Oracle Password '''field type a new password following the guidelines in the ''Choosing a Secure Password'' section of this document.
##In the '''Verify Password '''field type your new password again.
##Click [[File:Save icon.PNG|RTENOTITLE]] ('''Save''') to save your new password.
##If your password is accepted the message '''Password has been changed, reconnecting''' appears. Click '''OK''' to finish the password change and return to the main menu. 
'''Note: '''Your Banner INB password expires in 6 months. You will receive a warning 7 days before the password expires when you log into Banner INB. You must call the Helpdesk at x2200 if the Banner INB password expires, your forget it, or the account becomes locked.
==== Hyperion ====
Hyperion is the reporting application that interfaces to the Reporting Database (a static copy of the Banner Production database from the day before). Two passwords may be required to request a report. The first logon request requires your file server/e-mail password. When certain reports are requested, another login dialog box opens and the Banner INB password is needed to proceed. The usernames for both logins are the same but the Banner INB password can differ from the file server/e-mail password.
Users of Hyperion do not necessarily use Banner INB on a regular basis. If your Banner INB password is within 7 days of expiring you are locked out of Hyperion.
== Setting Your Password for Academic Computer Systems ==
Your '''Username''' and '''Password '''is the same for your file server spaces and e-mail at Middlebury College. The combination of your '''Username''' and '''Password''' is required to keep the data in your computer accounts secure. Please do not share your password with anyone.
Authentication systems for administrative computing systems (Banner INB, BannerWeb, and Hyperion) are different.
You can learn your Username and set your Password for academic systems using Middlebury’s '''Activate '''web page. You must know your 8-digit '''College ID '''number and '''BannerWeb PIN''' to use this program.
#In the '''Address '''field of your web browser, type '''go/activate''' (use the address '''[http://go.middlebury.edu/activate http://go.middlebury.edu/activate]''' if you are off campus) and press '''Enter'''. The '''Activate '''web page displays.
#In the '''ID '''field, type your 8-digit College ID number (use leading zeros to complete 8 digits).
#In the '''PIN''' field, type your 6-digit BannerWeb PIN. '''Note: '''Your BannerWeb PIN is initially set to your birth date in MMDDYY format (e.g., a birth date of June 7, 1984 = 060784). You are forced to change this number the first time you log into BannerWeb.
#Click '''Logon'''.
#You will be asked to agree to the '''Agreement Statement for Responsible Computing'''. Read the statement, then do the following:
##Click the '''Agree''' radio button to bullet it.
##Click '''Submit'''. The web page will change and your campus-wide '''Username''' will be displayed at the top of the page (see example at below).<br/> Your username is: jklinger 
#In the '''Enter New Password''' field, type your new password. Your new password must:
#*be at least 8 characters long
#*contain at least 1 uppercase character
#*contain at least 1 lowercase character
#*contain at least 1 numeric digit
<nowiki>contain at least 1 of these special characters ~ ^ * _ ? \ . / ! + - { } [ ] </nowiki>
#*contain no spaces
#In the '''Confirm New Password '''field, type your new password again.
#Click '''Continue'''.
#*If you typed an invalid password or the confirmation did not match, an error message and you must try again.
#*For successful password changes, a confirmation message displays indicating how much time must elapse before you can use your new password on each system. 
'''Notes:''' You should restart your computer immediately.
If you forget your password, you can use Middlebury’s Account Activation program to set a new one.
== Password Controls for INB ==
Guarding the data integrity and reputation of the college, as well as protecting confidential information of students and employees, are critical reasons for implementing password controls for INB.
*Must be between 8 and 30 alphanumeric characters in length.
*Must contain both upper/lower case characters and at least one digit (e.g., a-z, A-Z, 0-9).
*Must contain at least one special character in this list: '''~ ^ * _&nbsp;? \ . /&nbsp;! + - {'''
<nowiki>} [ ]</nowiki>
'''(see the FAQ's below for more details).'''
*Have a life of 6 months and cannot be reused for at least 1 year.
*Have a 7 day grace period after expiration.
*Will lock you out after 3 failed login attempts (after which the account will automatically be unlocked after 3 days).
In addition, Idle Timeout Sessions is enabled. If Banner is left idle for 1 hour, you must log into Banner again.
==== '''Password Controls FAQ's''' ====
'''''How do I change my password after it expires?'''''<br/> You will get a warning message in Banner when your password expires. If you are in the grace period, go to GUAPSWD in Banner to change your password. If your grace period has expired, you will automatically be required to change your password.
'''''What happens if I enter an incorrect password?'''''<br/> After 3 failed attempts, your account will be locked.&nbsp; Please contact the Helpdesk to request that your account be unlocked.&nbsp; (Note that the Helpdesk staff do not have the authority to unlock passwords and they will need to route the request to the appropriate staff in LIS.)
'''''If I change my password in production, are other databases updated with the new password?'''''<br/> No, the change is only made to the database you are logged into. However, for those using the reporting database (for Hyperion), the password change will automatically be triggered when you change your password in the production database.
'''''Are there any limitations in using Banner during the grace period?'''''<br/> Yes, there is. Currently Banner validates your password every time you run a process through job submission. However if your password has expired, Banner does not consider your password valid during the grace period. Therefore, if you are running jobs in Banner, it is important that you change the password as soon as you get the expiration message. Also note that the password expires 6 months from '''the time''' you change your password. If you changed your password at 10:00 AM today, it will expire at 10:00 AM 6 months from now. Hyperion, Intellecheck, and Evisions will '''not''' accept passwords during the grace period.We are looking into creating a Hyperion query advising those who are close to their expiry date.
'''''Are any other applications affected by this change?'''''<br/> When you make a password change in Banner, you must use that password in Hyperion (for Banner security, not the Hyperion login), Intellecheck, and Evisions.
'''''Are there any other any naming convention restrictions?'''''
:The following special characters may be used:<br/> '''~ ^ *&nbsp;? \ /&nbsp;! + - {'''
<nowiki>} [ ]</nowiki>
:The following special characters may '''not''' be used:
<nowiki>: <br>@ $ & “ ( ) , < > ` ; = #</nowiki>
'''(and blank spaces)
:The password verification function will not allow a user to use a restricted character.
:In addition to requiring the use of at least one special character and one number, certain character substitutions are not allowed. '''''For example:'''''
:If someone tries to use M!DD1BURY as a password, it will fail because we perform standard character substitution decoding before we perform a dictionary check.
:Other examples include:
'''Also a password should not contain:'''
*personal information, names of family, etc.
*personal information such as addresses, social security and phone numbers.
*any representation of the user's birthday.
*a word found in a dictionary (English or foreign).
*a common usage word.
*a word in any language, slang, dialect, jargon, etc.
*names of famous people, characters in TV shows or movies.
*name of family, pets, friends, co-workers, fantasy characters, etc.
*"Middlebury College", "middlebury"
*any derivation alphabetic or numerical pattern such as aaabbb, qwerty, zyxwvuts, 123321, etc.
*any of the above spelled backwards
[[Category:Security]] [[Category:BannerWeb PIN]] [[Category:Hyperion Passwords]] [[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Outdated]]

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