Category Archives: Services

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.

Clearing the Auto-Complete Email Address Cache in Outlook

Outlook has an automatic completion list for any email address that you try to type into the To or CC fields. This feature does not pull from the contacts or address book, because you may have tried to email somebody that isn’t in your contact list.

The problem arises when you put in a bad address, and then every time you go to type in the email address, the incorrect one appears in the auto-complete list.

To remove an email address from your auto-complete list:

  1. In the To: or CC: field, begin typing in the address that shows up incorrectly.
  2. A list of email addresses that match what you have typed will appear in a dropdown list below the field.
  3. Click the X next to the address you wish to delete.

How to Classify Quarantined Email Messages

If you receive a Spam Quarantine Summary email from Barracuda, follow the directions below to decide if you want to Deliver, Delete, Whitelist, Classify as Spam, etc.

  • Deliver: Delivers the selected message to your standard email box. Note: If you want to classify a message or add it to your whitelist, make sure to do so before delivering the message to your inbox. Once the Barracuda Spam firewall delivers a message, it is removed from your quarantine list.
  • Whitelist: Adds the selected message to your whitelist, so all future emails from this sender are not quarantined unless the message contains a virus or banned attachment type. The Barracuda Spam Firewall adds the sending email address exactly as it appears in the message to your personal whitelist.
  • Whitelist/Not Spam: Performs the functions of both Whitelist and Classify as Not Spam at the same time.
  • Delete: Deletes the selected message from your quarantine list. The main reason to delete messages is to help you keep track of which quarantine messages you have reviewed.
  • Classify as Spam: Classifies the selected message as spam.
  • Classify as Not Spam: Classifies the selected message as not spam. Note: Some bulk commercial email may be considered useful by some users and spam by others. Instead of classifying bulk commercial email, it may be more effective to add it to your whitelist (if you wish to receive such messages) or blacklist (if you prefer not to receive them).

When you receive a Spam Quarantine Summary email from Barracuda:

  1. If you would like to just delete all the messages, click the DELETE ALL DISPLAYED EMAILS link in the email. This will open a browser window, where the messages will be deleted.
  2. If you wish to more thoroughly classify the messages or inspect them further, click the View your entire Quarantine Inbox or manage your preferences link at the bottom of your email.
  3. Use the checkboxes next to each message or the links (Deliver, Whitelist, Delete) following each message to classify each message. You can use the checkboxes to select more than one message at a time.
  4. When you are finished, click the Log Off link in the upper right corner.

You will receive an email from Barracuda whenever you have messages that have been quarantined.

Please contact the Help Desk if you have any questions.

Virtual Machines/Hosted Desktops

In addition to physical desktops and laptops, the college offers virtual machines/hosted desktops through our private cloud.

Jump to: 

About Virtual Machines/Hosted Desktops

What is a virtual machine?

A virtual machine is a Windows computer, just like a dedicated laptop or desktop, but it is running on a shared hardware platform. This “computer” is actually located in the college data center, hosted on a cluster of servers.

What benefits come from using a virtual machine?

When you access your virtual machine, you are technically connecting to a computer that is internal to the college network. The enhanced security measures in place on the virtual machine offer better protection from malware and other security risks. Virtual machines are expendable and facilitate quick recovery if there is any issue in the computer. If there is a problem, it can be replaced quickly without an office visit from a technician. There is no physical PC hardware to fail in the office. The biggest benefit is Access Anywhere!

What is Access Anywhere?

As long as you have a device with access to the internet and that is: capable of running a web browser; a thin client; or a PC with the VMWare Horizon Client installed, you can access your virtual machine. Excellent performance is available with the lowest cost cable and DSL options as well as MiFi hotspots. There is no need to worry about security when connecting from an open wifi network like that provided at a conference, hotel, or other convenience location, as the connection back to the college is fully encrypted and secured using SSL.

Why does the college use virtual desktops?

There are several reasons why virtual desktops are used at VWCC. Management of the large group of computers needed by the campus community is more efficient using the virtual desktop system. Pooled resources are available to the user community as a whole, facilitating sharing of resources. Improved security, faster problem resolution, energy efficiency, flexibility and audit compliance are all factors in the decision to use virtual systems. Office relocations are able to be done without moving computer equipment. The ability to access the hosted desktop from anywhere on or off campus allows end user mobility with minimal expenditure of resources. Another key benefit is that the virtual systems have a small carbon footprint and generate minimal eWaste demonstrating the college’s regard for the environment. Since there is no actual data residing on the thin client and it is not functional without connection to the college network, theft and data security are not concerns. Access to multiple virtual machines can be provided to facilitate transition from one version of Windows to another.

What is the benefit of connecting at home?

By connecting to your virtual machine from home, you will have access to all resources internal to VWCC. The desktop is the same as the one you use every day. All applications, documents, and your recent work history are all in that machine. You can simply disconnect at work, leaving the machine where you were working, go home, and resume at the same place where you left off. Disconnect from home and when you return to work, the machine is right where you left off. For those with older, lower powered computers, remote access to a powerful virtual machine eliminates the need to upgrade. The browser or Horizon Client provides remote control over the virtual machine in the same manner as the thin client.

Note: This option is only available for exempt personnel unless specifically approved through your supervisor and Human Resources.

How much disk space does a virtual machine have?

Virtual machines are configured with 60GB of hard drive space for the C: drive. This can be increased if needed. Note: Best practice is to store important data on network drives or in My Documents, which is redirected to a network location. Storing data on the local drive creates multiple problems and is not supported.

How to Access Your Virtual Machine

Your virtual machine can be accessed from any thin client on campus, a VWCC desktop or laptop PC, from home via web browser on another computer, or by using the VMWare Horizon Client on another computer (even a Mac!). The virtual PC actually works like an application when it is accessed from another computer, and can be minimized like any other application. It can also be accessed from an Android tablet, iPad, or phone (though it may be cumbersome due to the screen size). Special keys and tools allow replication of the mouse on devices that don’t have one.

How to Access Your Virtual Desktop on campus

How to Access Your Virtual Desktop from Off-Campus

What is a thin client?

A thin client is a device that provides a remote connection to the virtual desktop. The device is designed to communicate with the virtual computer using specialized protocols that make the thin client appear to be a fully functional computer. In the vast majority of cases, thin clients meet the needs of information work tasks, saving the college money and reducing energy costs as well as eWaste.

Is a thin client slower than a regular computer?

A thin client is not a computer, but a device that remotely accesses the virtual machine so speed is not comparable. A standard template is used to build a machine for a typical knowledge worker using Office applications, web browsing, and email. Performance problems are not typical and should be reported to the Help Desk for analysis. In some cases, the virtual machine needs to be given more resources to match the applications in use by the system user.

Using & Troubleshooting Your Virtual Machine

On Mondays, my virtual machine always has to boot up. Why?

Each weekend, all virtual machines are shut down and restarted. This sets them up to get updates and forces a complete login process, which is used to deliver configuration changes.

Why does it take a long time for a virtual machine to boot up?

The virtual desktop boots like any other desktop. The typical boot time is under 2 minutes for Windows 7 machines. Physical machines have a comparable boot time. The virtual desktop does not need to be shut down every day. Powering all the virtual machines in the system all the time takes resources, so the option to boot them up was chosen to conserve power when the machines are not in use.

Note: To avoid having to boot up each morning, simply disconnect rather than shut down at the end of the day.

Can I use a USB stick on a virtual machine?

Yes, you can. On a thin client this is natively supported as it would be on any PC. Virtual machines will connect to the USB stick or any USB device. Note: If you are accessing a virtual machine from home, formatting the stick with the FAT32 filesystem will make it work faster.

Are the drive mappings the same on a virtual PC, laptop, and full desktop?

Drives are mapped based on user id and department as well as participation in special collaboration groups. Open Windows Explorer or My Computer and review your drive mappings. You will see your normal drive configuration as well as additional drives that appear with a number in the description (the ID number of your campus workstation, or some other nomenclature if accessing from a home PC). The local computer name is attached to the drive description to show you where the drive resides. As you look at the drives and explore the content, you will be able to see the additional resources that are available.

What is the recommended way to end a virtual session?

  • Disconnect and log off each day — this closes all files in an orderly fashion.
  • If you use the virtual machine frequently (daily Monday to Thursday) you may also disconnect. It will be ready to go when you sign back in without a reboot. It is recommended that you save files in any open application such as Excel or Word to make sure you saved your work.
  • On Friday, disconnect and log off or shut down.

Can I use my thin client to charge my phone?

Technically, yes. Practically, this is not recommended. The thin client is a computing device designed to consume a low amount of power. It was not designed to be a phone charger. Charging high power consumption devices or using a USB hub to plug multiple devices into the unit will create an under voltage problem on the thin client.

I have used a dual monitor configuration before, can I use 2 monitors on a thin client?

Yes, you can. Dual monitors are available for thin clients.

When I do a CTRL-ALT-DEL while in the hosted desktop connected from a PC or laptop, it prompts me to use CTRL-ALT-INS instead. Why?

This only happens when you use the VMWare Horizon Client on a PC to access your virtual machine.  This does not happen on a thin client. The virtual machine uses CTRL-ALT-INS instead of CTRL-ALT-DEL to distinguish between what this key combination does in each computer. It is cumbersome and a bit confusing, but using the incorrect combination results in a prompt telling the user what to do, so there is no problem if the wrong sequence is entered.

If I have question about using a virtual machine or have an issue with my present configuration, what do I do?

Open a work request with IET through the Help Desk. An analyst will be happy to work with you to obtain a solution.

Network Access

All computers at Virginia Western are connected to the college Local Area Network. The network consists of wired and wireless connections. Users are placed into various network segments based on their identity and connection method, wired or wireless. Security mechanisms are in place to provide access to internal and external resources based on the rule of least privilege, which means that users are subdivided into security zones that prevent their computers from accessing resources that do not pertain to their specific needs.

Additional Information

Importing Calendar Date Files into Outlook

Outlook allows you to save calendar dates into a file (with a suffix of .ics), that can then be imported into an Outlook calendar. This is useful for loading standard dates into your Outlook calendar without having to enter them manually. Some calendar date files that have been created at VWCC are:

  • Full-Time and Part-Time Timesheet Due and Manager Approval Due Dates
  • Campus Police Timesheets Due
  • Campus Police Manager Approval Due Dates
  • VWCC Holidays
  • Academic Calendars by semester

To import a calendar date file into your default Outlook calendar:

  1. Open Outlook and select File > Open & Export.
  2. From the Open menu, select Import/Export.
  3. Select Import an iCalendar (.ics) or vCalendar file (.vcs) and press Next.

  4. Navigate to H:\Install_Points\Calendars and select the date file you wish to import and hit OK.
  5. When prompted, press the Import button.

The dates from the selected file will now appear on your Outlook calendar.

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.