Access

Navigating access points and multiple accounts

I thought I was logged in!

If at any point you find yourself thinking this while navigating institutional websites, learning environments, email and IT systems in general, you will not be alone. These IT networks are complex and usually consist of a variety of different sites and systems, each requiring their own security and logins. Typically, you'll find you've been granted account access to:

• the student IT system
• email accounts
• the learning environment (which might include further systems with separate entry points)
• the library

These will be in addition to simply logging into your own computer or device. 

Most institutions work hard to combine systems in such a way as to make movement between them easier, and the goal is to be able to introduce a single sign-on (i.e., login). But not all have been able to reach that point yet. In many cases, it may look like you're in the same site when you move from, say, the learning environment to the library, but you may find you're asked for your login details, and you need to enter the right ones. This can be confusing! 

The best approach is to be aware of which site or system you're entering when you find yourself faced with a login page by reading around the page for clues. Also, be careful to securely store these separate account details to be able to retrieve them easily when you need them using a password locker like LastPass. 

"Be sure to connect to university networks early and make the most of university apps or intranets where information can be stored and shared easily." Paul, 3rd-year student

Protecting yourself

Your Online Identity

Cybercrime is big business and a real danger to everyone who goes online: ask anyone who has ever had their identity stolen.

There are things you can do to protect yourself.

If you use the same password for all websites or overshare on Facebook you will be a target for cybercriminals. Two important steps to keep yourself and your data safe online are:

• use strong passwords 
• control your privacy settings
• choose whether or not to accept cookies

Browse this helpful advice:

• Online Safety Basics
• Stop, Think, Connect: General Tips
• How to Create a Secure Password

Some good advice from the University of Sheffield:

Digital footprints

Your Digital Footprint is the trail of data you create when using the internet. Each and every action you take online leaves a trace, and this builds up over time to create a unique online profile, which may not be as private as you think. In fact, it should probably be considered a "Digital Tattoo" - something more or less permanent.

For more information:

• Your Digital Footprint and Why You Need to Manage It
• How to Lock Down your Facebook Privacy Settings

"One of the best things I learned was to keep my private life separate from my professional life (uni included). Lock down your social media!" Julia, 2nd-year student

Protecting your computer

Anti-malware

The first line of defence for keeping your computer and devices safe is to run anti-malware software frequently. Anti-malware software is a computer program that detects, prevents, and takes action to disarm or remove malicious software programs (also called malware), such as viruses and worms.

Computer viruses are software programs that are deliberately designed to interfere with computer operation by recording, corrupting, or deleting data, often doing their damage and then spreading to other computers throughout the internet.

To help prevent the most current viruses and malware, you must update your anti-malware software regularly. You can set up most of them to update automatically.

Follow the links below that correspond to the Operating System (OS) of your devices.

If you have time, check out this advice:

• Choosing anti-malware programs and generally keeping safe

Windows 

Recent model computers running the Windows OS will come with Windows Defender installed. Slightly older systems should have Microsoft Security Essentials.  

As a minimum:

• Turn Windows Defender Firewall on
• Keep Windows up to date

In addition, there are free and low-cost anti-malware programs that can work alongside Defender, but you want to avoid causing conflicts by running more than one at the same time (If you want to learn more). 

Apple/Mac

There are lots of options for anti-malware programs for Apple computers and devices. Here is a recent list:

• The best Mac antivirus

Android

There are also lots of options for anti-malware apps for Android. 

•   look through the choices on Google Play and choose the one that seems right for you

Protecting your data

A few tips for keeping your data secure and safe (follow links for more information):

• Use strong passwords (as explored in the next section: Protecting Yourself)
• Always log out of public computers once your session has ended, if you are returning soon after printing a document for example, lock it.
• Use a Virtual Private Network (VPN) as an added layer of protection when accessing unencrypted Wi-Fi hotspots.
• Use, update and be proactive with anti-malware scanning (as above). Even the best software can let malicious programs through.
• Be aware of the limitations of cloud storage. Although extremely useful for most data, you should not use cloud storage for storing sensitive information. 

Ask Leo is an excellent resource for friendly, easy to understand advice about safety, security and generally understanding your devices and digital environment. You may want to sign up for his weekly newsletter and download his free e-book, Staying Safe on the Internet.

"Learn how to avoid and exterminate viruses before they become a disaster! (One Who Knows From Experience)." Cal, 1st-year student

Protecting your Intellectual Property

Intellectual Property (IP)

Obtaining and sharing information online is so easy that it's not always obvious when we step over the legal line. IP is creative or intellectual work which can be considered as an asset or physical property, and the laws which protect IP are:

• copyright - writings and recordings
• trademarks - product or organisational branding
• design rights - the appearance of a product
• patents - industrial processes and inventions

More information about Intellectual Property: UK Copyright Service and How to try to avoid violating IP laws 

Copyright

Copyright is the legal protection that enables the creator of an original work to control how it is used. Copyright subsists in original works of all sorts, including:

• literary, dramatic, musical and artistic works
• web pages, computer programs, and databases
• sound recordings, films and broadcasts
• typographical arrangements of published editions
• images, diagrams, graphs and charts

As a student you you will probably need to search for digital content to adapt for your own purposes.

 This video from Common Sense Education outlines the basics of Copyright and the US term Fair Use.  You should be aware that in the UK the laws are a little different and exceptions to copyright in education come under the term Fair Dealing, which slightly different in some aspects:  

Intellectual Property Permissions

Many people openly share their digital content online, and this will be clearly labelled where you find the content. The creators or owners give away certain rights to users and often make the resources accessible through a repository. The rights you are granted as a user may or may not include permission to download, modify or use for commercial or educational purposes. In any case, you always need to credit the person who created the materials.

What kinds of permission granted to you as a user will be included in these types of licences:

• Creative Commons - Six licence types which creators can apply to their creative work in order to give certain permissions regarding re-use.
• Open Content / Open Source - Creative work that the owner permits others to copy or modify. "Open Content" includes Open Educational Resources. "Open Source" applies to software and its code.
•  GNU General Public Licence - A licence which gives users the right to 'copy, redistribute, and modify a work' but also requires any copies or derivatives to be made available under the same licence. The GNU General Public Licence is not as frequently found in the UK and is used more often with software rather than other types of content.

All rights reserved - A phrase found on some creative work indicating that the copyright holder retains their full rights regarding the work, does not allow use and especially no derivatives.

"It's so easy to just grab stuff from the internet. You need to get in the habit of checking sources and citing everything. After all, you wouldn't want people nicking your stuff!" Marco, 1st-year student