PASSWORD PROTECTION POLICY

Passwords are an important aspect of computer security. A poorly chosen password may result in unauthorized access and/or exploitation of UNIS's resources. All users, including faculty, staff, admin, students, volunteers, contractors and vendors with access to UNIS systems, are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords.

The purpose of this policy is to establish a standard for creation of strong passwords, the protection of those passwords, and the frequency of change.

The scope of this policy includes all employees who have, or are responsible for, an account (or any form of access that supports or requires a password) on any system that resides at any UNIS facility, has access to the UNIS network, or stores any non- public UNIS information.

• All user-level and system-level passwords must conform to the Password Construction Guidelines.

• Users must not use the same password for UNIS accounts as for other non-UNIS access.

• Where possible, users must not use the same password for various UNIS access needs.

• User accounts that have system-level privileges granted through group memberships or programs such as sudo must have a unique password from all other accounts held by that user to access system-level privileges.

• All system-level passwords (for example, root, enable, NT admin, application administration accounts, and so on) must be changed on at least a quarterly basis.

• User-level passwords (staff/administration) must be changed at least every six months. The recommended change interval is every four months.

• User-level passwords (faculty) must be changed at least every year. The recommended change interval is every 6 months.

• Password cracking or guessing may be performed on a periodic or random basis by the IT Team or its delegates. If a password is guessed or cracked during one of these scans, the user will be required to change it to be in compliance with the Password Construction Guidelines.

• Passwords must not be shared with anyone. All passwords are to be treated as sensitive, Confidential UNIS information.

• Passwords must not be inserted into email messages, SMS, or other forms of electronic communication.

• Passwords must not be revealed over the phone to anyone.

• Passwords are not available to the Technology Department - be extremely careful when asked for

• Do not reveal a password on questionnaires or security forms.

• Do not hint at the format of a password (for example, "my family name").

• Do not share UNIS passwords with anyone, including administrative assistants, secretaries, managers, co-workers while on vacation, and family members.

• Do not write passwords down and store them anywhere in your office. Do not store passwords in a file on a computer system or mobile devices (phone, tablet) without encryption.

• Any user suspecting that his/her password may have been compromised must report the incident to the Technology Department and change all passwords immediately.

• Use a Password Manager whenever possible. Reach out to the Technology Department for suggestions.

Application developers must ensure that their programs contain the following security precautions:

• Applications must support authentication of individual users, not groups.

• Applications must not store passwords in clear text or in any easily reversible form.

• Applications must not transmit passwords in clear text over the network.

• Applications must provide for some sort of role management, such that one user can take over the functions of another without having to know the other's password.

Passphrases are generally used for public/private key authentication. A public/private key system defines a mathematical relationship between the public key that is known by all, and the private key, that is known only to the user. Without the passphrase to "unlock" the private key, the user cannot gain access.

Passphrases are not the same as passwords. A passphrase is a longer version of a password and is, therefore, more secure. A passphrase is typically composed of multiple words. Because of this, a passphrase is more secure against "dictionary attacks."

All of the rules above that apply to passwords apply to passphrases.

Google Apps includes a two-factor authentication capability called “2–step verification” which can greatly reduce the likelihood of a user account becoming compromised, helping to prevent unauthorized account logins. Two-step verification requires two independent factors for authentication: a password, plus a one-time use code delivered to a cell phone. This additional code is generated on the user’s smartphone (iPhone, BlackBerry, or Android device) via an app, or via SMS text message or voice call. All the server-side components are fully integrated into Google Apps.

The following users must turn on 2-step verification:

• UNIS Leadership team

• Students Support and Success team

• HR Team

• IT Team

• Business Team

• Security Team

All UNIS users will eventually be required to use 2FA for insurance purposes. If you would prefer a hardware key, please contact IT for next steps.

The IT team will verify compliance to this policy through various methods, including but not limited to, periodic walkthroughs, business tool reports, internal and external audits, and feedback to the policy owner.

Any exception to the policy must be approved by the IT Team in advance.

Employee found to have violated this policy will be asked to comply and will be guided in the process by an IT Specialist.

• Password Construction Guidelines

• The policy is subject to change: any faculty/staff/admin/student can request modification in order to enhance their experience with Technology at UNIS. Exception to this policy will be considered on a one-to-one basis.

• This policy was partially created by or for the SANS Institute for the Internet community.