Working from home presents additional security and privacy concerns that are not present when physically at work. ITS has recommendations to ensure you are keeping both WVU data and your own devices safe.
Access and Store Data Securely
- Keep work data on work computers. Employees are strongly urged to use a University-owned computer to access University data, as these devices have protections that may not exist on your personal machines. If your only option is to use a personal device, make sure it meets the Bring Your Own Device Standard, has anti-virus protection installed, and is running the latest version of its software. If you have previously accessed sensitive data using a personal device, ITS suggests downloading Spirion to remove it.
- Use the campus VPN to securely access sensitive data or resources that are only available on-campus . Never use public Wi-Fi to login to University systems. Use LiquidFiles to transfer Sensitive Data electronically rather than email or a USB device. Remember, Sensitive Data must be stored on a network drive and never sent via email. Always disconnect from the VPN when access to protected resources is no longer required.
- Use only approved technology services. WVU has a variety of approved tools for teaching remotely and working remotely. University business should be conducted using WVU email accounts and approved technology services only. Store files on your OneDrive or Google Drive for easy access from both on and off-campus. Social media and online chat should never be used to discuss sensitive or confidential information, like grades.
- Review your Duo settings. Print backup codes in case you lose, forget, replace or run down the charge on your smart phone or tablet. You can also purchase a Duo Digipass display token through WVU Barnes & Noble stores.
Know the risks and the rules round dealing with University data
- Review the WVU Login Responsibility Statement, and remember that you should only access and use personal and confidential data that is directly relevant to your job duties. All employees sign this agreement annually when updating your Login password.
- Use WVU-owned computers whenever possible because they comply with the University-Owned Equipment Standard. Employees should never use personally owned devices to access and store sensitive data.
- Understand what constitutes confidential, personally identifiable and sensitive information by reviewing the Sensitive Data Protection Policy.
Protect Personal Data
- Be skeptical! Criminals will try to trick you into giving information by creating a sense of urgency or fear, pressuring you to ignore security policies or posing as a legitimate University employee. Frequently check the latest scams and avoid clicking on emails from unknown senders. If you accidentally fall for a scam and provide your WVU Login credentials, change your password immediately at login.wvu.edu.
- Keep data private. Never request a student or employee health record unless it’s directly related to your work in a University medical setting. Never disclose or speculate about someone else’s health status. Never take paper documents containing confidential information home without first consulting with your supervisor, and never leave your laptop unattended in a public setting or in your vehicle.
- Report issues promptly. If you experience or suspect unauthorized access to University data, contact Information Security Services immediately at firstname.lastname@example.org
Create a Cyber Secure Home
- Secure your home Wi-Fi. Limit access to only people you know, especially if you live in a densely populated area such as an apartment complex. Ensure your network is encrypted. If you haven’t already, change the default administrator password for your router. To remove any devices that have previously connected, including your own, change the Wi-Fi password and then reconnect.
- Use unique passphrases. Passphrases combine letters, numbers and special characters, and are tough for someone else to guess but easy for you to remember, like “IL0veC0untryMus1c!”. Enable multi-factor authentication whenever possible.
- Secure your workspace. Position monitors so that only you can see them. Don’t let family and friends use your WVU-owned device, as they may accidently erase or modify information, or infect the machine. Turn off or remove smart listening devices such as Alexa from your home work area.