What are some of the simple, everyday technology habits that help protect systems, data, and digital resources at YSU?

Individual user habits play a critical role in preventing accidental data exposure, unauthorized access, and security incidents.

Everyday Habits That Improve Security at YSU

🔒 Lock Your Screen
Why it matters:  Unlocked, unattended devices are a common source of unauthorized access.
Best practices:

• Lock your computer when stepping away, even briefly
• Log out completely on shared or public workstations

Locking your PC helps protect your privacy and prevents unauthorized access when you step away. You can do this instantly or set it to happen automatically.

Method 1: Using the Start Menu (Windows Device)

1. Click the Start button or press the Windows logo key.
2. Click your user profile picture.
3. Select Lock from the menu.

Method 2: Using a Keyboard Shortcut

1. Press Windows logo key + L simultaneously to lock the screen immediately.

Method 3: Using Ctrl + Alt + Delete

1. Press Ctrl + Alt + Delete together.
2. Click Lock on the options screen.

Method 4: Using Command Prompt

1. Open Command Prompt via search.
2. Type Rundll32.exe user32.dll,LockWorkStation and press Enter.

Method 5: Automatically with Dynamic Lock

1. Pair your smartphone with your PC via Bluetooth.
2. Open Settings and go to Accounts > Sign-in options.
3. Scroll to Dynamic Lock and check Allow Windows to automatically lock your device when you’re away

✉️ Protect Information When Emailing or Messaging

Why it matters:
Email and messaging tools are among the most common ways sensitive university information is accidentally shared or exposed. A moment of attention before sending a message can prevent data loss, privacy violations, and security incidents

Best practices:

• Double‑check recipients before sending emails or messages, especially when using “Reply All.”
• Be cautious with auto complete when entering email addresses; similar names can lead to messages going to the wrong person.
• Avoid including sensitive information (such as passwords, student data, or personal identifiers) unless absolutely necessary.
• Pause before sending to ensure attachments are correct and appropriate for the recipient.
• Use approved university tools for sharing files and information instead of placing sensitive content directly in email bodies.
  • YSU Email (Microsoft Outlook / Office 365)
    Official university email system for university communication.
  • Microsoft OneDrive
    Secure cloud storage for individual files with controlled sharing options.
  • Microsoft SharePoint
    Team and department file storage and collaboration with permission‑based access.
  • Microsoft Teams
    Approved platform for chat, meetings, file sharing, and collaboration.

🔑 Protect Your Password

Why it matters:
Your log in credentials provide access to multiple university systems.

Do/Don’t: Protect Your YSU Login

✅ Do

• Keep your YSU Login ID and password private
• Use a unique password for YSU systems
• Use multifactor authentication (MFA) when prompted
• Change your password immediately if you believe it’s compromised

❌ Don’t

• Share your YSU password with co workers, classmates, or IT staff
• Reuse your YSU password on non university websites
• Write down passwords or keep them near your workspace
• Save passwords in unsecured files, notes, or browsers

📁 Protect Your Files

Why it matters:
Improper file storage or sharing can result in data loss or over‑exposure.

Do/Don’t: Store and Share Files at YSU

✅ Do

• Use approved YSU storage tools (OneDrive, SharePoint, or Teams)
• Share files using secure links with appropriate access permissions
• Limit access to only those who need the information
• Remove sharing access when projects or collaborations end

❌ Don’t

• Store important university files only on local or personal devices
• Share sensitive information through email attachments when secure links are available
• Leave shared files accessible longer than necessary
• Use personal cloud storage or unapproved tools for YSU data

👀 Protect Your Physical Workspace

Why it matters:

Security includes physical awareness, not just digital tools. An unattended or exposed workspace can allow unauthorized access to university information

 Do/Don’t: Secure Your Workspace at YSU

✅Do

• Lock your screen when leaving your desk, even briefly
• Keep ID badges, notes, and work materials secured
• Be alert to shoulder‑surfing in shared spaces

❌ Don’t

• Leave computers unlocked or logged in unattended
• Leave sensitive documents or notes visible
• Share workspaces without logging out of university systems

🤝 A Shared Responsibility

YSU provides secure systems, tools, and support—but security depends on everyday actions taken by students, faculty, and staff. Consistent habits help protect:

• University systems and services
• Institutional and personal data
• Students, faculty, and staff

Small actions, practiced daily, make a meaningful difference in keeping YSU’s digital environment secure.

Technology Training Information

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