Chrome has been updated. As part of the update, a pop up appears when you login
This pop up is simply reminding you that Mount Royal University is managing your MRU Workspace account and that we have access to it. This new pop up is part of Google’s new privacy features. There hasn’t been any changes to your account, the University has always had access to it. The pop up isn’t malicious and your computer has not been hacked.
Click to select Keep local browsing data to save your current bookmarks. Then click the Continue button to close the pop up and use Chrome/Google Workspace as usual.
It was just another day for an MRU staffer. He was fielding calls and sorting through emails when he received an invite to a conference. He just needed to double check the session time. However, it was listed with a different time zone than his. It was early in the morning and his brain wasn’t fully functioning so he was unable to covert the time in his head. He Googled “time zone converter” and clicked the first link listed in the search results.
As soon as the webpage loaded, mayhem erupted on his computer. Three hundred and seventy four pop-ups appeared. Big scary alerts with flashing arrows pointing to a button said he had a virus. Click here said the button to remove the virus. You must click NOW flashed across the screen. Everything that could light up and flash was lit up and flashing. His computer screen looked like a slot machine that was about to pay out, only this pay out was malware not money.
He started to panic. He thought, “What do I do, what do I do? What did Bernadette say to do in training”. Then he remembered the first step.
Don’t touch anything
“Okay”, he thought, “I wont touch anything. what did she say to do next?”
Disconnect from the Internet
“Right.” He dug around behind his computer and yanked the network cable out from the back of it. “Okay, what is next?”
Contact the IT Service Desk
He picked up the phone and called the Service Desk. It took almost no time at all and a technician was there checking his computer. Thankfully, there was no harm done. Because he had followed his training and did not click on anything on the webpage the malware was never loaded onto his machine.
He was immediately grateful for the training he received. Had he forgotten to not touch anything on the screen, he would have lost a lot of his day and his data, getting his computer reimaged. While he knew the training was helpful, he didn’t realize just how much until he found himself experiencing a cyberattack. He was so glad he had taken his annual training. He was never going to consider it a waste of time again.
With the latest zero day threat PrintNightmare, putting printing on pause across the globe; it has become more important than ever to to keep your devices updated. While there is no update yet available to patch this vulnerability, it is a good idea to make sure your computer is ready when it is released.
The best way to do that is to ensure automatic updates on your Windows machine is enabled. MRU devices are automatically updated when you connect to the network so you don’t have to worry about them. This is a system setting controlled by ITS and it can’t be changed. However, you can mess with automatic updates on your home machine. You can pause them on a Windows 10 machine and turn them off all together on a Windows 8 machine. It is strongly recommended that if you have paused the updates or tuned them off , you enable them again. This ensures that as soon as the patch for PrintNightmare is available, it will be downloaded.
If you have a Windows 7 or older machine, the automatic updates feature is not an option, you will have to check for and download the update manually. For the most part, operating systems of this age don’t receive updates anymore and are vulnerable to attack. Which is why it is a good idea to upgrade to a newer one. The exception is when a really, really nasty vulnerability comes along. PrintNightmare falls into this category. Even Windows XP will receive a patch for this one. However, you Windows 98 and 95 holdouts are out of luck.
To complete the installation process, you have to restart your machine. This is true for MRU devices as well as your home machine. Depending on how your version of Windows is set up, you may or may not be notified that a restart is required. So it is a good idea to restart your machine daily. Daily restarts ensure that you both have the latest security patch downloaded and it has been installed as well. Also, it takes less time to restart a machine that has only one update to install versus one that has five. In just a few minutes you can save hours of heartache. Restart your machine and save your data.
With criminals constantly coming up with new ways to hack into our systems, keeping your devices updated with the latest security patches is more important than ever. When you are on campus keeping your workstation up to date and secure is easy. Shut down your machine at the end of the day Friday and start it up Monday morning. However once you are working from home and your computer is always on keeping your machine updated isn’t so straight forward.
If you are remoting in to an MRU workstation you can’t shut it down. Instead, logout of the workstation and disconnect from GlobalProtect at the end of each work day. The updates are downloaded in the background as you work. Once you log out, your workstation is automatically restarted to install them.
If you have an MRU laptop assigned to you, it is setup to automatically download updates as you work. Once the updates are downloaded you are prompted to restart your machine to install them. As long as you don’t ignore the prompts, you are good to go. If you choose to ignore them and call the Service Desk for support, you won’t be helped until you restart your machine.
If you are using your personal computer, make sure you have automatic updates enabled on Windows/Mac OS and all your applications. From the Windows Start menu, select Settings>Updates and security to check your Windows update settings. On a Mac, select System Preferences>Software Update and click the Automatic Updates checkbox. Just like MRU laptops, updates are downloaded in the background and you are asked to restart your machine to install them.
Once you know what to do, installing your security patches is pretty easy. While it can be annoying, it is well worth your time. With a little bit of effort you make it exponentially more difficult for attackers to compromise your data and mess with your life.
When we tabulated our survey results, we were delighted to find a significant reduction in password sharing on campus. However, our victory lap did not last long. Password sharing is happening less but there are scary numbers of people logging in and letting someone else use their account.
We understand that you have guests that come on campus and need wifi access, that you have new employees that you need to train and that sometimes a colleague’s or friend’s account isn’t working. However regardless of the reason, credentials should not be shared. Your credentials are only for your use. They give you exactly what you need to have access to, no more and no less. This protects you, your colleagues and the institution.
Stop for a minute and think about all the things only you can access with your login credentials that no one else has access to. Do you really want someone else to be able to access those things? Think about how embarrassing, uncomfortable or alarmed you would feel if a colleague or friend started exploring. I know what you are thinking, I can trust them. They wouldn’t do anything malicious with my account.
Regularly we hear about horror stories of friendships gone wrong, bitter colleagues, bad breakups and the resulting fallout. When things go bad it is impossible to predict how someone will react. You would be unpleasantly surprised to know the damage that has been caused when these things occur.
Even if letting someone else use your account doesn’t result in data armageddon, it is against the Acceptable Use of Computing and Communication Resources Policy. The good news is there is no reason to do so. IT Services can arrange access for anyone for any reason. We have a solution for every situation. Find yours in the Credential Use Guidelines. If you aren’t sure what to do, just call the IT Service Desk and let them know what your time frame is. They will get back to you right away and provide you with a solution.
Don’t give up control by logging in for someone else. Reserve your account for your use only, not the other 114 people who are looking for access.
This quarter our main message has been Keep your Password Secret. The reason is, sharing your password is against our Acceptable Use Policy (AUP) and puts yourself and our network at risk. The purpose of keeping your password secret is to prevent other people from having access to information and applications that they shouldn’t as well as to provide accountability.
Much to my surprise, it has been discovered that employees are logging into applications, workstations and systems with their own credentials and then letting someone else use those same applications, workstations and systems. While they are indeed keeping their passwords secret, they are still violating our AUP and exposing themselves to the same risks just as if they had just handed over their password. They risk is not just the loss of data, but also being held accountable for something that they did not do.
That is exactly what happened this week. A supervisor logged into an application using their credentials and then let their reports use the application. While one of the reports was using the system, they made changes to data they were not authorized to make. Because the supervisor’s credentials were used, they were questioned about the changes. The supervisor denies they made the changes, however there is no way to track who in fact made them.
I am also aware of similar situations occurring when guests are brought on campus. Some departments have been asking their administrative assistants to login to a workstation and then turn the workstation over to a guest speaker. This is also a violation of the AUP.
If you have a guest coming to speak on campus, they are required to bring their own laptop and then connect to the visitor WiFi, MRvisitor. If they do not have a laptop, they can borrow one from the library. At no point are visitors allowed to have access to our internal WiFi, MRsecure, our workstations or computers stored in smart cabinets.
Repeatedly sharing passwords or logging in and letting others use workstations or applications will result in your account being locked down. If you have any questions regarding the sharing of passwords or credentials, please refer to our AUP or contact the IT Service Desk at 403-440-6000.
A new phishing email is showing up in MRU Inboxes and Spam folders. It looks like this:
The first question you should ask is why would you receive an email about unread messages? However, if the panic over missing out on 2 messages throws common sense out the window, a glance at the sender’s email address should alert you. If you miss that clue and click on the REVIEW NOW link in a desperate attempt to avoid missing out, it takes you to this web page:
If you have gotten to this point, there is a good chance you will think that MRU has a secret email service outside of Gmail that you weren’t aware of. As a result, you will have no issues with entering your Mount Royal login credentials to access the mysterious messages. That is exactly what the hackers are hoping you will do. Once you do, Bob is your uncle, and they have control of your Gmail.
Let me assure you that the only email messages you will every receive from Mount Royal University will come through and be received via Gmail. You will never have to login to another email service to receive messages.
If this or a similar emails show up in your Inbox or Spam folder, delete them. If you ever have questions about the legitimacy of an email that you have received from us, please forward the email to firstname.lastname@example.org and we will be happy to investigate for you.
At Mount Royal University, we now have lots of diligent users reporting phishing emails to email@example.com. The IT security team is over the moon with the wonderful responses we are getting. However, we are getting quite a few that people find in their Spam folder. So I thought I would take a moment to explain how your Spam folder works and what to do with the emails that find their way there.
First off, for those who have no idea what I am talking about, your Spam folder is found in Gmail. Email that Google thinks is malicious or spam is sent there. Often its links and/or attachments are disabled or removed. Google determines if an email is malicious or spam using a variety of criteria. Examples of this criteria include containing known malware or phishing links.
Occasionally newsletters you subscribe to or emails from vendors can end up in the Spam folder by accident. That is why the emails aren’t deleted outright. You have the opportunity to scan through the folder and check and make sure nothing that you actually want to receive has made its way there.
As the Spam folder can fill up pretty quickly with hundreds of emails, I usually recommend that once a week you take a quick scan through your spam and then delete its contents. This prevents you from getting overwhelmed with an overloaded folder.
If you find a phishing email in your Spam folder, Google already knows about it and doesn’t need to be notified. However if you find one that is especially concerning and think the Mount Royal Community should be warned, please forward it to firstname.lastname@example.org. When you do, let us know that it came from your Spam folder so we know who needs to be notified.
For more information about the Spam folder, how to mark or unmark messages as spam and other spam related questions, check out Gmail Help.
With compromised passwords floating around the dark web like masses of lemmings, two-factor authentication is moving from nice-to-have to a must. Unfortunately, the most commonly used second factor is a SMS text message. Although this method is easy for account providers to implement, it can also be compromised.
Fortunately, more and more account providers are recognizing this and they are integrating with authenticator apps. An authenticator app is a phone app that either generates an authorization code for you or provides the user with a prompt they can respond to. As the phone number is not used to deliver the code, the 2FA cannot be bypassed by a SIM swap.
There are several well known authenticator apps on the market. The top ones are Google Authenticator, Microsoft Authenticator, 1Password, LastPass Authenticator and Authy. All are free to try out. For the most part, they work pretty much the same way. You set them up by either scaning a QR code or entering a key to register your account with the app. When you go to login, the code appears in the app with a count down showing you how long it is valid for. You enter the code and shazam, you are in!
What sets them apart are the added features. Lets start with Google Authenticator. As it is free, simple to use. As it is by Google it is often highly rated by reviewers. However, the devil is in the details and one huge detail is you cannot backup your authenticator keys. This is a big problem if you get a new phone. It is also the reason why it is so poorly rated on the Apple Store. No one wants to spend days re-authenticating dozens of sites. This puts it squarely in the category of ugly.
Next up is Microsoft Authenticator. It works pretty much like the Google one for non Microsoft accounts. However, with Microsoft accounts you can use your phone’s biometrics or PIN to login instead of entering a password. This is a slick feature if you use a lot of Microsoft products and its free. Unlike Google Authenticator you can backup your authorization keys, but you must have a Microsoft account to do it. I put this one in the good category for Microsoft users and in the bad category for everyone else.
On to 1Password. This app is actually a password manager with an authenticator built in. If you are looking for a full feature password solution, this would be your tool. It is free to try, but you have to purchase it once your trial is over. Like the Microsoft app you can backup your keys and it generates authentication codes for its second factor. This one is also rated good.
We finally arrive at my favorite, LastPass Authenticator. The free version functions on its own like the Microsoft and Google products. However, if you purchase the LastPass password manager you can backup your keys plus you get this nice little feature that lets you respond to a prompt instead of entering in a code. Winner, winner chicken dinner!! No more entering codes puts this one at the top of my list. Not only is it a full feature password solution, but it makes securing your accounts way less work.
Lastly, is Authy. This little app is free to use, does the job and you can backup your codes. It is a solid solution that is always highly rated. if you don’t want to pay for an authenticator, this is your app. It definitely falls on the good side.
As determining which app is better for you can largely depend on your personal likes and dislikes I recommend you try them out before you commit long term.
On a final note, although authenticator apps may be more secure they still use your phone for the authentication process. If you lose your phone or forget it, you won’t be able to get into your account. Therefore before you enable any type of phone based two-factor authentication, make sure you can print off backup codes and store them in your wallet or purse. If you lose or forget your phone, you can use the the codes to get into your account. Not all accounts have backup codes, the LastPass password manager is one of them, so do your homework before you enable 2FA.
Two-factor authentication (2FA) and it’s cousin, two-step verification is available on a variety of accounts such as Google, Facebook, LinkedIn, Yahoo, Twitter and Instagram. When it is enabled, after you successfully enter your password on a strange computer you are asked to respond to a prompt or enter a verification code sent to your phone. This ensures that even if your password is compromised, your account will stay secure. That is unless the criminal has your phone as well.
If that is the case, you are having one heck of a day and require support that is outside the scope of this article. I hope your phone is password protected and I wish you good luck. I digress. Back to why enabling 2 FA has become so important.
Last month we saw enormous lists of login credentials popup on the dark web. While previously miscreants had to purchase this valuable information, these large collections of usernames and passwords are now available for free. Aspiring Kevin Mitniks the world over can now try their hand at cybercrime, no upfront credential purchase needed.
As a result we have seen a big jump in credential stuffing attacks. Some of them on home security cameras with terrifying results. Ideally you should have a unique password for each account. However if this particular habit has not yet been entrenched, two-factor authentication will save your bacon
Although registering your email on Have I Been Pwned, will let you know if your password has been compromised, it takes time before a data breach shows up on their radar. With 2FA as soon as you receive a verification code or prompt on your phone, you know someone has stolen your password. This early warning system allows you to change the passwords on your accounts that don’t have 2FA before any damage is done.
Hopefully I have convinced you that two-factor authentication is no longer something that is nice to have, but is essential to securing your data. The next question is, “How do I start using it?”. Thankfully, there is this really great quick reference guide that walks you through the steps on how to enable 2FA on your Mount Royal email account. And yes, I wrote it…that’s why it’s really great. If you have any questions or need some help with the process, please feel free to contact me.
You can also come down to Main Street on March 13, April 10 or May 7. I will be there with my prize wheel. If you talk to me about two-factor authentication, you can spin and win.