Accounts, Access, Passwords and Email at Mary Baldwin

Why do Faculty/Staff have to change their password every 90 days?

How do I reset/change my password?

What if I’ve Forgotten my password?

What username/password do I use for which login screen?

How do I create a “GOOD” password?

How do I Prevent SPAM and other Email NASTIES?

How big is my email account?

Can I forward my Mary Baldwin email to another account?

How do I setup an email autoreply?

I’m leaving Mary Baldwin, can I keep my email account?

Mobile access to Mary Baldwin Email?

Why does my Email Seem to get Slower And Slower?

How Do I Recognize Virus HOAX Alerts, Scams And Chain Letters?

I cleared my “Deleted Items” folder and I need one back, how do I do that?

How do I get an email account for my campus organization?

How do I get added to a mailing list?

Campus mailing list information

How much space is on my U: Drive?

How do I access my U: Drive?

Why do Faculty/Staff have to change their password every 90 days?

Mary Baldwin has an obligation to it’s users to protect sensitive information stored on our computer systems from unauthorized access. Some of this information can be very private in nature, like student records, phone numbers, addresses, Social Security Numbers and the like.  By requiring people to change passwords every 90 days, we can make it more difficult for our passwords to be compromised and protect our information and systems.

How do I reset/change my password?

In order to change your password, you will need to use the Password Change Form 
(https://academic.marybaldwin.edu/sslscripts/password/password.asp). You will need your Mary Baldwin Username and your old password in order to change it. When choosing a new password, please remember to choose a strong password (see below for choosing a good password).

What if I’ve Forgotten my password?

Faculty and Staff must call our OIT helpdesk to reset their password.  Students can their Network password using the Password Doctor (https://academic.marybaldwin.edu/sslscripts/password/pwreset.asp). You will need to use your Mary Baldwin Username, your Mary Baldwin ID Number and the last four digits of your SSN to reset the password to your default PIN.

What username/password do I use for which login screen?

Mary Baldwin has a variety of systems that may require different logins.  To make things easier for our users, there are two basic passwords, the Mary BaldwinNET password and the user PIN.  Both of which use the same Mary Baldwin Username.

1) On Campus Computer / Network access:  Staff & Faculty must change every 90 days, students use their PIN.

2)  Online Services:  Systems, such as Blackboard, Google Apps / Email and Proxy, .  All Mary Baldwin Users will use their PIN for their passwords.

3)  Administrative System Access for offices.  This requires a seperate, unqiue username and password which are given to those users.

How do I create a “GOOD” password?

So how do you select a good password? There are two major criteria: It should be hard to guess, and it should be easy to remember. Most people (maybe even you) tend to create passwords that are not very secure. Frequent passwords are the name of a spouse, child, pet, sports team, or a birthdate followed by a number or exclamation mark. This kind of information is simply too easy to get or guess. In fact, it’s not a good idea to pick a password that is simply a dictionary word followed by a number or punctuation mark. If your current password fits this description, it should be changed.

So how can you pick a good password that is easy to remember? Here are some ideas.

  • Use two ordinary words separated by a special character or number, and mix the case. Examples include: Big$Card,My3Sons?. This approach provides more than 200 million possible passwords using 3- or 4- letter dictionary words.
  • You may also choose an acrostic-type password such as GL8tbbpmeaningGoldie Locks Ate The Baby Bear’s Porridge!” Additionally, a line of lyrics from a song or poem can provide an easy to remember sentence. For example,Ttl*HIwcomes from “Twinkle, Twinkle Little star(*), How I Wonder…
  • Another approach is Special Character Substitution.  For example, replacing $ for S, @ for A, 7 for L, 3 for E, ! for 1, etc.  A simple password such as ASimple1 would become @$impl3!
  • Considering using a Phase PHRASE rather than a password.  The longer the password the more secure, regardless of complexity.  So, take a favorite quote,including spaces as your password.  Example:  There’s no use crying over spilled milk.

Pick a password you can remember. That way you won’t ever have to write it down. Be careful when you are entering your password to access a computer. Who else is around you that may notice your keystrokes? Also, don’t share the password to your individual account with a friend. That is not only a compromise of security (even if you trust them), it is a violation of Mary Baldwin Policy. Don’t even share your password with your supervisor or system administrator.

If you ever suspect that your password has become known to someone else, CHANGE IT IMMEDIATELY! It is a good idea to change your password regularly, just in case there has been an undetected password compromise. Be aware, security monitoring techniques may track any unauthorized activity back to your account. You are responsible for your account security.

Finally, if you suspect that someone else’s password has been compromised, either communicate it to that person, or call the OIT HelpDesk. The system administrator can arrange for the password to be changed the next time the user accesses the system.

How do I Prevent SPAM and other Email NASTIES?

The best advice is to protect your email address.  Do not give your real email address to websites, make one up, and never use those websites’s handy “email to a friend” option.  Once your email address has been compromised, it is guaranteed that it will be sold to hundreds of other spammers.

The lastest SCAM is for the spammer to include a link within the spam email that offers to remove you from the list.  Clicking this only confirms that your email address is valid and makes it worth more money to others. Beware.

How big is my email account?

All Mary Baldwin Users get 25 Gigabytes of email storage and attachment sizes up to 5MB via Google Apps.

Can I forward my Mary Baldwin email to another account?

You can forward your Mary Baldwin Mail to another account, however this feature is NOT supported by Mary Baldwin.  Since we can not control other systems email filters and Spam Blockers, Mary Baldwin can not guarantee delivery to foreign accounts.  Look under settings for Forwarding.

How do I setup an email autoreply?

Look under Settings, then the General tab for the Vacation Responder.

I’m leaving Mary Baldwin, can I keep my email account?

Students who graduate from Mary Baldwin may keep their Mary Baldwin Mail account forever, however U: drive data will be removed. Non-graduating students who exit Mary Baldwin will have their Mary Baldwin Mail accounts and data in the U: drive deleted within 14 days of their exit date. Students on Leave of Absence can keep their Mary Baldwin Mail accounts. Should the Student decide not to return to Mary Baldwin, the account will be deleted.

Faculty and Staff who leave Mary Baldwin will not keep their Mary Baldwin Mail accounts unless granted official “Retiree” status. Faculty who retire and are awarded Emeritus status may request to retain their Mary Baldwin Mail account by making a formal request through the President’s office. Staff Should make a retiree status request from HR.

Mobile Access to Mary Baldwin Email?

Mary Baldwin’s partnership with Google Apps does allow anyone to access their email from any personal device. See the URL below for details:

http://support.google.com/mail/bin/answer.py?hl=en&ctx=mail&answer=75726

Why does my Email Seem to get Slower And Slower?

Most of us continue to get what seems like more and more email.  In fact, the number of email messages are increasing at roughly 300% per year! As a result, many email clients like Outlook, Outlook Express, Netscape Messenger, Eudora and others seem to keep getting slower and slower as time goes on.  There are many reasons for this, however, the most common reasons have to do with how these programs actually store emails.  Generally speaking, they are not a series of ‘individual’ files, rather one LARGE file that contains all your email messages.  Simply deleting some messages only fragments this file and can cause the program to slow down over time.

So how can you ‘SPEED UP’ your email client?  Here are some helpful tips.

  • Keep the number of emails stored per folder to under 500 messages.  If you have too many messages in a single folder, simply create a new folder and move some messages over to it.
  • Since the INBOX is where most programs start, keep the number of messages stored in it to an absolute minimum (under 100).
  • Empty your DELETED / TRASH folder often, or set it to auto-empty on exit
  • Always COMPRESS your email folders anytime you delete messages and empty the Trash / Deleted Items Folder.
  • If you have emails with file attachments, save the attached files to your ‘MY DOCUMENTS’ folder and delete the email
    message (then compress).  Many problems in email clients are due to file attachments.
  • Secure_and_Safe_Computing_Primer

How Do I Recognize Virus HOAX Alerts, Scams And Chain Letters?

Hoax Alerts and Chain Letters were created for one reason; to try to get you to send them to everyone you know! Most of these emails play on your desire to help other people. Who wouldn’t want to save a friends computer from self-destructing or helping some poor little boy/girl dying from an incurable disease. Others promise you good luck, money or a cool “surprise” if you forward it to so many people.

So how can you recognize these emails? Usually, they will have a phrase like “send this to everyone you know”, or some other variant.

A Virus Hoax will also often contain “technical sounding” language and will attempt to sound even more credible by stating that even large Companies like Microsoft, McAfee, CNN News and others claim there is NO FIX for the damage caused by this virus/worm, or it’s the WORST virus ever!. Be wary of any warning that does not include a link to an actual article about the virus on a reputable AntiVirus vendor’s or Major News Organization’s site. In particular look out for those email warnings that have no links, or simply link to a company’s main page, like www.mcafee.com. Often a simple Web Search will turn up information on whether the threat is REAL OR NOT. A good example is the SULFNBK hoax, which is still in circulation.   If you search for SULFNBK at the Google Search Site — http://www.google.com — you will find many references that identify it as a hoax. Always search before you forward such messages to anyone. Otherwise you are helping to propagate the hoax, and harming your friends in the process!

Chain Letters on the other hand, generally offer a cool surprise, good luck or even money if you pass them on. Other varieties might claim they contain SECRET information, like the now famous “Neiman-Marcus Cookie Recipe” chain letter. These chain letters can also play on your fears, superstitions and greed. If you succumb to such temptation, you have become both the victim and perpetrator of these tedious practical jokes.

When in Doubt, Don’t Send It Out.

I cleared my “Deleted Items” folder and I need one back, how do I do that?

Unfortunately, the email is completely deleted and gone forever.  We strongly recommend that you back up your emails when you can.  You can do this in Outlook by going to File->Archive.  Always be absolutely sure that you won’t be needing any deleted emails before clearing the “Deleted Items” folder.

How do I get an email account for my campus organization?

Offical Campus organizations can request email distribution lists for their members.  These lists are must be requested for and maintained by the Advisor for that group.

How do I get added to a mailing list?

For Department lists, contact the department head.  For Mary Baldwin Emergency communication lists like ALL-RCW, RCW-Students and All-Fac-Staff-Adj lists, the Vice President for your area must make the request. You may subscribe or unsubscribe to our Announcements Digest at any time by visiting http://www.marybaldwin.edu/forums/

Mary Baldwin Mailing List Guidelines

Faculty/Staff Lists

all-faculty@marybaldwin.edu
Audience: All current faculty.
Membership Options: Mandatory for all current faculty.
Digest format not permitted.
Posting Privileges: All members of the mailing list from marybaldwin.edu accounts only.
Appropriate Uses: Announcements of a serious nature, including messages that are related
to the health, safety, welfare, employment, or academic well-being of
more than 80% of the entire faculty and staff, and messages that are
essential to effective job performance.
Inappropriate Uses: All other uses including for sale/wanted posts, solicitations, incendiary
or discriminatory opinion/editorial messages, commercial notices,
notices unrelated to Mary Baldwin business, event notices and ticket sales,
and general discussions.
Attachments: Up to 200K
Direct questions, concerns and policy appeals to the Office of Information Technology.

 

all-staff@marybaldwin.edu
Audience: All current staff.
Membership Options: Mandatory for all current staff.
Digest format not permitted.
Posting Privileges: All members of the mailing list from marybaldwin.edu accounts only.
Appropriate Uses: Announcements of a serious nature, including messages that are related
to the health, safety, welfare, employment, or academic well-being of
more than 80% of the entire faculty and staff, and messages that are
essential to effective job performance.
Inappropriate Uses: All other uses including for sale/wanted posts, solicitations, incendiary
or discriminatory opinion/editorial messages, commercial notices,
notices unrelated to Mary Baldwin business, event notices and ticket sales,
and general discussions.
Attachments: Up to 200K
Direct questions, concerns and policy appeals to the Office of Information Technology.

Student Lists

RCW-student@marybaldwin.edu
Audience: All currently-enrolled students
Membership Options: Mandatory for all students.
Digest format not permitted.
Posting Privileges: Restricted to Representatives from the Office of Student Life, President’s Office, and Dean of Academic Affairs.
Appropriate Uses: Announcements of a serious nature, including messages that are
related to the health, safety, welfare, employment, or academic
well-being of more than 80% of the entire student body.
Submit message for approval and forwarding by DOSL office.
Inappropriate Uses: All other uses including for sale/wanted posts, solicitations,
incendiary or discriminatory opinion/editorial messages, notices
unrelated to Mary Baldwin business, and general discussions.
Attachments: Not permitted.
Direct questions, concerns and policy appeals to the Office of Information Technology.

EMERGENCY RESTRICTED LISTS

BAM – Baldwin Alert Message
Audience: All current faculty and staff
Membership Options: Mandatory for all current faculty and staff.
Digest format not permitted.
Posting Privileges: Restricted to Mary Baldwin Emergency Response Team.
Appropriate Uses: Announcements of EXTREME DANGER EMERGENCIES, including messages that are related
to the health, safety, welfare, employment, or academic well-being of
the entire campus.
Inappropriate Uses: All other uses are prohibited.
Attachments: Not permitted.
Direct questions, concerns and policy appeals to the Office of Information Technology who will forward them to the ERT.

all-faculty-staff@marybaldwin.edu, All-RCW@marybaldwin.edu, and Campus-Wide Voicemail
Audience: All current faculty and staff
Membership Options: Mandatory for all current faculty and staff.
Digest format not permitted.
Posting Privileges: Restricted to President’s Executive Staff and/or their designees*,
key campus services.**
Appropriate Uses: Announcements of a very serious nature, including messages that are related
to the health, safety, welfare, employment, or academic well-being of
more than 80% of the entire faculty and staff, and messages that are
essential to effective job performance.
Inappropriate Uses: All other uses including for sale/wanted posts, solicitations, incendiary
or discriminatory opinion/editorial messages, commercial notices,
notices unrelated to Mary Baldwin business, event notices and ticket sales,
and general discussions.
Attachments: Not permitted.
Direct questions, concerns and policy appeals to the Office of Information Technology.

Notes

* Individuals permitted to post to mandatory mailing lists may designate an additional contact (such as an administrative assistant) to post to a given list.

** For mailing list purposes, key campus services include the Director of Physical Plant, Chief of Campus Security, University Relations, and/or Human Resources.

U: Drives

On-campus faculty and staff  are given 500MB of Network Drive Space. This storage space is automatically mapped to your local machines as Drive U: when you log on to the Mary BaldwinNET domain.

This space is provided as a resource to access files from any computer you logon to, and to act as a backup for any “Critical” documents or files you may have.  Items in your U: Drive are backed-up by OIT. As always, we advise that you backup your critical data often to multiple media.

Departments are given shared folders on the Mary Baldwinnetwork. Contact the System Administrator for more information. All students, faculty and staff are given 20 Gb of Google storage space. This space is available to you any time you are logged into the Mary Baldwin Mail/Google Docs system.

To map your PC to your U: Drive, follow the instructions here: http://www.marybaldwin.edu/oit/mapping-the-u-drive-on-personal-computers/

Faculty and Staff may have access to their U: Drives from off-campus if they have a Mary Baldwin Laptop. A short movie showing how to connect to your U: Drive from home is here:  https://docs.google.com/a/marybaldwin.edu/file/d/0B1whPX_clrpGalBIOTl5NDBwRTA/edit?usp=sharing

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