Best Practices

Passwords

If you use a local account that differs from your EID/password for logging in, please make sure and secure the account using a strong password following the same (or very similar) conventions to those required for our staff EIDs. See: Choosing a Strong Password

Shared Account Credentials

In general, staff user account credentials should never be shared. In some cases, however, shared accounts are in use on shared UGS workstations such as front desk workstations shared by student staff or on departmental laptops used generically by a variety of staffers. In these cases, such shared accounts should not have administrative access and the passwords should be changed periodically (i.e. in conjunction with student staffing changes). 

Information and Physical Security

Most (if not all) of our systems can be considered as having accessed Category I data which includes Social Security numbers, student information, student grades, financial information, and sensitive research data. Given the sensitive nature of such data and the possible consequences for the university if there is a breach of security, it is recommended staff take precautions to secure their computers when away from their desks/offices. 

If you are going to be away from your office and it is accessible to the public or other staff, please be sure to lock your computer screen and require a password to unlock. If you are a laptop user and you cannot secure your office door, it is recommended you have a security cable attached to your system to secure it to your desk. 

As the primary user of your university-provided computer, it is your responsibility to prevent its theft or loss. If your computer is lost of stolen, immediately notify UTPD (512-471-4441) as well as the UGS Business Office (ugs.business@austin.utexas.edu). 

The UGS Business Office will report the loss to the Information Security Office which may be able to assist with its location and recovery. If recovery is not possible, the UGS Business Office will follow the appropriate inventory removal procedures to have the lost/stolen items removed from our inventory by the office of accounting. 

In order to maintain a safe and efficient computing environment, please heed the advice and/or guidance provided by our managed ITS (MITS) support staff in order to help make sure UGS continues to adhere to both our internal IT policies and those of UT Austin, UT System, and the State of Texas. We have an excellent track record as a school in regards to IT security and the stability of our systems and network resources. By maintaining compliance with the IT policies documented and/or referenced here, we can continue to maintain our excellent record and do our part to protect the resources and data of The University of Texas at Austin.