Category Archives: Accounts & Access

MyVWCC MFA with a Pictograph (Dual Enrollment Students)

How to set up your pictograph

  1. Go to https://www.virginiawestern.edu.
  2. Click the MyVWCC link at the top.
  3. Enter your Username and click GO.
  4. Enter your Password and click GO.
  5. The Pictograph Authentication screen will open.
    Pictograph for multi-factor authentication
  6. Click the icon that you want to use as your authentication picture when you log in.
  7. Once you select your picture, you will be shown a confirmation screen.
    Pictograph confirmation screen
  8. If the image you selected appears on your screen, click GO.

What will you see the next time you log in to MyVWCC?

  1. Enter your username and click Go.
  2. Enter your password and click Go.
  3. Click the image you selected during the above steps.
  4. The myVWCC Applications screen will load once you select the correct image.

What if I don’t know my username or password for MyVWCC?

Click here for instructions for finding your username and/or password.

What if I already enrolled in another MFA method?

If you have already enrolled in another MFA method it will be set as your backup MFA method on March 1, 2022.

What if I have questions?

If you have questions about these steps or need help during the process, please contact the VWCC Help Desk at 540-857-7354, by email at helpdesk@virginiawestern.edu or in person at the Business Science Building (M273).

MyVWCC Multi-factor Authentication Frequently Asked Questions

What if I don’t have a smart phone?

The VCCS has provided alternative options that do not require a smart phone. All options can be viewed on the VCCS site here.

Do I need to finish the MFA setup once I start it?

Yes, if you do not finish the setup of MFA it will cause you to have login issues later.

Which MFA option should I use?

The VCCS recommends the Push MFA option (using the Rapid Identity App) as being the most secure, but any of the options can be used.

Why am I not receiving the Rapid Identity PingMe Authentication Notice on my phone?

  1. Verify that the phone’s date and time are automatically syncing.
    • If the time and date on your device is not set to automatically sync the time may be incorrect and that will cause authentication to fail for all MFA methods. Here are the locations of this setting on iPhones and Androids.
      • iPhone – Settings, General, Date & Time, the Set Automatically toggle box should be turned on.
      • Android – Settings, General Management, Date and Time, the Automatic date and toggle box should be turned on.
      • The location for the Date & Time settings may vary depending on the version of your phone’s operations system. If the paths above do not work for your phone, you will need to do a web search for the correct location.
  2. Verify that you are allowing the Rapid Identity App on your phone to send you notifications.
  3. Verify that your phone is not in Do Not Disturb mode.
  4. Some Android phones and OS combinations seem to have issues with using the PingMe Options in the Rapid Identity App.
    • Some devices on 9.x and 8.x, have issues, no higher versions have reported issues. In those cases, you will need to switch to one of the TOTP MFA options.

Please contact the Help Desk (540-857-7354) if you have questions.

My RapidIdentity App is no longer working, what should I do?

  • Try closing and reopening the app.
  • Turn the device that has the Rapid Identity app on it off and back on. If that does not work, please contact the Help Desk (540-857-7354).

How do I add or correct the phone number associated with my account?

Instructions for adding or updating your phone number are here.

Note: When adding the phone number make sure you select the Phone Type of Mobile. Other phone types will not be recognized by the MFA system.

MyVWCC Multi-factor Authentication

The Virginia Community College System (VCCS) updated the MyVWCC portal and Multi-factor Authentication (MFA) is now available to all students, faculty and staff to add another level of security to protect your information.

Set-up instructions can be found below, and answers to frequently asked questions can be found here.

Minimum Requirements

The minimum mobile device requirements for the RapidIdentity app are:

Android

  • The RapidIdentity app requires Android 8.0 and up.
  • There are no specific device restrictions published.

Apple

  • iPhone requires IOS 9.0 or later
  • Device restrictions:
    • iPhone 5S or greater
    • iPad Air or greater
    • iPod Touch 6th and 7th generation

How to Set Up MFA for MyVWCC

Before starting, make sure you have a mobile number on your SIS account. You must finish the complete setup process once started.

  1. Log into MyVWCC.
  2. Click the MFA Enrollment tile. You will be redirected to the VCCS’s Multi-factor Authentication (MFA) Setup instructions.
    Multifactor Authentication Enrollment Tile
  3. Select the MFA option that works best for you and follow the setup instructions provided.

For more information, refer to these Frequently Asked Questions or contact the Help Desk at 540-857-7354 for further assistance.

Multifactor Authentication for Dual Enrollment Students

Due to e-mail and cell phone restrictions at the high schools the VCCS will be automatically setting all Dual Enrollment students up with the Pictograph MFA method. Click here to see step-by-step login instructions for Dual Enrollment Students to setup their MyVWCC MFA.

Requesting a D-list or Shared Email Account

Do I need a d-list or a shared email account?

A d-list does not store the emails, they are forwarded to individual accounts. When you reply to an email received, it comes from your individual email, not the d-list email address.

A shared email account is a separate email account that more than one person has access to.  To access the account, you must log on through Office 365 Webmail. Replies to emails come from the shared account’s address.

To request a d-list or shared email account, you must complete a Security Access Request Form (SARF). You will receive an email from the Help Desk when the account has been created.

To request a d-list

  1. Access the electronic SARF on VWConnect (see the link above for assistance). Complete all of the information at the top of the form.
  2. For “Is this request for an existing employee?”, mark Yes. In the comment field, enter what the request is for.
  3. For “Is this a position or department change?”, mark No.
  4. For “Name Change?”, mark No.
  5. For “Replacement of VWCC Employee?”, mark No.
  6. Check the box next to D-list email account needed.
  7. Check either Yes or No for “D-list needs to receive emails from off campus?”.
  8. Select the option for D-list.
  9. In the Name of account field, enter the email address you would like.
  10. Select the names of the employees that you want to receive the email.
  11. Put the name of the supervisor at the bottom of the form. The supervisor cannot be the same person listed at the top of the form.

To request a shared email account

  1. Access the electronic SARF on VWConnect (see the link above for assistance). Complete all of the information at the top of the form.
  2. For “Is this request for an existing employee?”, mark Yes. In the comment field, enter what the request is for.
  3. For “Is this a position or department change?”, mark No.
  4. For “Name Change?”, mark No.
  5. For “Replacement of VWCC Employee?”, mark No.
  6. Check the box next to D-list email account needed.
  7. Check either Yes or No for “D-list needs to receive emails from off campus?”.
  8. Select the option for Shared Email.
  9. In the Name of account field, enter the email address you would like.
  10. Select the names of the employees that you want to have access to the account.
  11. Put the name of the supervisor at the bottom of the form. The supervisor cannot be the same person listed at the top of the form.

 

Security Access Termination

In order to comply with VCCS security audit procedures, all terminated employees that had access to the college’s information systems (including email) must be removed within 24 hours after termination. Departments/divisions that have terminated a faculty or classified staff’s employment must complete a Deletion SARF and then notify Human Resources immediately.

The Deletion SARF can be found on VWConnect (on-campus or virtual desktop access only), under links on the right side of the screen. If you believe you should have access but do not see the link, please contact the Help Desk.

Security Access Request Form (SARF)

The SARF is the college’s Security Access Request Form. This form is used to request computer and phone access for employees.

The following systems can be accessed by completing a SARF:

  • Faculty/Staff Email
  • VWCC Network
  • D-list accounts
  • Shared email accounts
  • Phone access
  • Peoplesoft/Student Information System (faculty and administrative)
  • VITA (CARS, BES, DMV, CIPPS, FINDS, and PMIS)
  • AIS
  • Pcard
  • eVA
  • WES

When should the SARF be completed?

The SARF can take a few days to process depending on what access has been requested. A week beforehand is generally early enough to have most access set up by the time the employee begins work. Some access can only be set up once the employee’s start date has arrived. Please remember that Security Awareness Training will need to be completed 30 days within their account being set up, so it is not advised to request an account too early.

Where is the SARF located?

A link to the SARF can be found on VWConnect (on-campus or virtual desktop access only) on the right side of the page. If you believe you should have access but do not see the link, please contact the Help Desk.

Hints for Completion

  • Include as much of the employee’s information at the top of the form as possible. This information is used to populate the college’s online directory, so it should be accurate.
  • The SARF can be submitted without the EmplID if it is not known.
  • If an employee needs their own phone number and voicemail, make sure you click Yes for “Phone access needed?” and that “Voicemail is needed” is selected.
  • Do not select anything in the D-list email account list for a new employee. Secondary accounts are only allowed for existing employees.
  • When the SARF is submitted, make sure you do not have any errors. Errors are highlighted in red and the SARF will not be submitted successfully until all issues are resolved.
  • The Supervisor’s Name at the bottom of the SARF should not be the same as the name submitted at the top of the SARF.

Contact the Help Desk if you have specific questions about the form or access being given.

Setting Up Access for a New Employee

This guide is to be used by supervisors to set up a new employee with network access.

Does the new employee’s office have a computer and phone?

If Yes: If the room already has a computer and phone then you should complete a SARF (see below) so that access setup can begin.

If No: If there is not a computer and phone in the office, you should still complete a SARF (see below) but after completion you also need to contact the Help Desk and request a ticket be opened for a computer and phone install. Please inform the Help Desk that you have completed a SARF.

What is a SARF and how do I complete it?

The SARF is the college’s Security Access Request Form. This form is used to request computer and phone access for employees. For more information about the SARF, please refer to Security Access Request Form (SARF).

How do I know when my new employee’s access has been set up?

A “Welcome Email” will be sent to the employee’s VWCC email account along with a copy to the supervisor. As the supervisor, you should provide the employee with a copy of the email to assist in accessing their new accounts.

What is the K: drive and how does my employee get access?

The K: drive is a network drive that is available when using academic computers located in labs and classrooms. It allows both students and instructors to see the files without having access to edit them.

In order to access the K: drive, a user must log in to their administrative account. Contact the Help Desk if a folder needs to be created.

Is there any training for new employees?

Online New Employee Information Technology Orientation

IET has an online orientation available for new employees. The orientation can be accessed here. Please let the Help Desk know when orientation has been completed.

Security Awareness Training

As part of the Commonwealth of Virginia information security standards, employees are required to complete Security Awareness Training within 30 days of receiving their welcome email. Additional information can be found on our Security Awareness Training page.

How does my employee get access to a Virtual Desktop?

All faculty and staff have access to a virtual desktop. Using a virtual desktop allows access to VWCC cloud services such as mapped drives, printer access and VWConnect from anywhere. A virtual desktop can be accessed via a variety of end users devices, such as a thin client computer, desktop computer, iPad, iPhone, or other mobile devices. All VWCC owned computers have the hosted desktop VMWare View Client installed on them. For more information, refer to our Virtual Desktop page.

Password Security & Tips

VWCC faculty, staff, and administrators have both VWCC and VCCS (MyVWCC) accounts to access a variety of systems. You are responsible for your VWCC and VCCS accounts and anything that happens with your account. Make sure your passwords are secure, so your accounts cannot be used for nefarious purposes.

Once you have established a secure password, keep your password secret. Do not share your password with others. Do not write down your password and keep it near the computer.

Password Tips

  • Always immediately change default passwords.
  • Do not use simple, obvious, or predictable passwords.
  • Include at least one number, preferably not at the end.
  • Use a varying combination of upper- and lowercase letters.
  • Do not use spaces.
  • Do not use names or nicknames of people, pets, places, or personal information that can easily be found out, such as your address, birthday, or hobbies.
  • Create passwords that are easy to remember but hard to guess.
  • Do not write your passwords down or post them to your computer monitor.
  • Never share your passwords with others.
  • Change your passwords regularly.

VWCC Password Requirements

VWCC passwords must be changed every 90 days. You will receive a reminder in your email, and when you log on to your computer.

Passwords:

  • Must not contain all or part of the user’s account username.
  • Must be at least 8 characters in length.
  • Must contain characters from 3 of the following 4 categories:
    • English uppercase characters (A through Z).
    • English lowercase characters (a through z).
    • Base 10 digits (0 through 9).
    • Non-alphanumeric characters (e.g. !` ~ ! @ # $ % & ^ * ( ) _ + { } [ ] – \ / ? : ,).
  • Should not be real words, family names, or place names.

VCCS (MyVWCC) Password Requirements

VCCS passwords must be changed on a regular basis. You will be notified upon login when your password has expired.

Passwords:

  • Must not contain all or part of the user’s account username.
  • Must be at least 8 characters in length but not more than 32.
  • Must contain at least one English uppercase letter (A through Z).
  • Must contain at least one English lowercase letter (a through z).
  • Must contain at least one number (0-9).
  • Must contain at least one special character (e.g. !` ~ ! @ # $ % & ^ * ( ) _ + { } [ ] – \ / ? : ,).
  • Should not contain family names or place names.