New Employee Password Management Solution

As we go into the Thanksgiving break, I have the opportunity to share an actual password-related email.  You’ve seen dozens of fake messages, but this is a real, legitimate email from me, Bruce Griffin – Chief Technology Officer.  I’m going to point out a few ways you can tell the difference between real and fake messages in bold below.

 

It seems like I’ve sent hundreds of emails notifying our community of PHISHING attempts to steal user names and passwords. One unfortunate downside is that it’s very difficult to communicate changes to our password process via email without alarming or confusing people. This is a “heads up” email.  We won’t make changes to the login process without giving prior notice. With that in mind, we will be making a change to how Faculty and Staff (NOT students) reset and manage passwords effective 11/27/2017.  This is ONLY for your network, email and Canvas logins. It is not a single-sign on solution and your WebSmart password will remain unaffected at this point.

 

We want to make it easier for you to reset your password or unlock your account without needing to talk to an ITS staff member directly. You will not need to do this every time you log in.   On 11/27/2017 we ask that you visit the new SMCCD Password Management page and follow the instructions to create security questions.  You’ll answer these questions when you change or reset your password, but not every time you login to an account.

 

Here’s how this will work.

 

  • First, this is NOT a phishing attempt.  You won’t be asked to click on a link in an email.  Rather, you’ll be asked to navigate to the District Home Page where there is a link for the Faculty/Staff Portal. I’ll provide detailed instructions with pictures  next week.
  • The new tool will require that you use your existing username and password to sign in, set up security questions or provide a mobile number.  You can verify that it is an actual SMCCD.EDU address in the browser address bar.
  • In the future, if you forget or need to reset your password you’ll come back to the District web site and answer your security questions or receive a verification code via text message to gain access.  Once you supply the correct answers or verification code, you can create a new password, reset or unlock your account from that page.   Again, this is not needed to login, only to make changes or reset things.
  • Remember: If you change your password you’ll need to change it on your phone or any other devices that access our email/O365 services.

 

Again, this is not a phishing attempt.  We won’t ask you to reply with your username or password, nor will we ask you to click on a link or download a file. You’ll simply have to navigate to a District Home page and follow the instructions.

SMCCD Password Management Tutorial

Download ITS Password Management Tutorial PDF

 

The District licensed a tool that will allow faculty and staff to change and recover passwords as well as unlock accounts through a self-service portal. The system relies on a one-time registration of your mobile number and/or answers to questions in order to verify your identity. To register, you will need your employee email username (without  @smccd.edu) and current password.

 

Quick Start Instructions

 

Register for an Account:

  • Step One – Go to the Portal site https://smccd.edu/portal
    Click “SMCCD Password Management” under the ITS Menu
  • Step Two – Click on “First Time User – Register
  • Step Three – Provide your cell phone number and/or answer your security questions.

Viola! You are done.  In the future if you ever get locked out of your account, forget your password or simply want to reset your existing password go to: https://adselfservice.smccd.edu

SMCCD Password Management FAQs

Why do I need to enroll.

By enrolling in this service it will allow you to reset your sso account yourself.  This is the fastest and most convenient way to reset or unlock your account.  When you enroll you will be prompted to add a mobile number and /or security questions.  Every time you use the password management tool, you will be asked to answer your security questions or sent a verification code to your mobile phone.  This will help ensure no one else is trying to reset your account other than you.

 

What is a Single Sign On (SSO) account?

Single sign on allows you to use one account and password (your @smccd.edu email account) to login and access many applications.

 

What applications use the SSO account?

Email (Outlook), Canvas, Workflow

 

What is my SSO username and password?

Username is the first part of your email (everything before the @smccd.edu) along with your email password.

 

  I don’t want to provide my mobile number.  Can I still enroll?

Yes, at the minimum you will need to choose security questions to help identify yourself.  However, it is recommended to also provide a phone number.  If you forget your security questions you can still log in by authenticating using your phone number.

 

I tried logging in but I receive an “Invalid loginName/password” error.

Verify you are typing your username correctly.  Your username is the first part of your email (everything before the @smccd.edu).  Also be sure you are typing your password correctly.  Password is case sensitive, username is not case sensitive.

 

I lost my phone or changed my phone number.  Can I still reset my password?

Yes, as long as you can answer your security questions you can still reset password.  Upon logging in please update your phone number.

 

Who can I contact if I am having problems logging in, enrolling or using this tool?

Contact the ITS HelpCenter @ 650-574-6543.

 

I there password requirements when I change or reset my password?

Yes, your password must be at least 10 characters and contain lower case letters plus at least one capital letter or at least one number.

 

How often do I need to change my password?

You should change your password at least once per semester as a best practice.  If you connect to any wireless network other than your home or work then it is recommended you change your password when you return to home or work.

 

  Can I still change, reset, or unlock my account if I am not on campus?

Yes, as long as you have access to the internet you can use this site to change, reset, or unlock your account.

 

I tried unlocking my account but I receive the following message, “Cannot unlock the user.  The user account is not locked.”

Please contact the ITS HelpCenter @ 650-574-6543 so we can help you with you unlock your account.

 

Can I reuse my old passwords?

No, you should never reuse old passwords.

 

Can I change my security questions or phone number?

Once you login successfully you can change your phone number and/or security questions in the Enrollment tab.

 

Can I login to Websmart using my email username and password?

No, at this time your websmart username and password are separate from your email username and password.

 

How secure is this new password management system?

We are working with a trusted vendor and the software is hosted in-house, behind a firewall with an encrypted database over a secure https connection.

 

 

Can I have Multi-factor Authentication on my account?

Yes, 0365 allows you to enable multifactor authentication so that you will be texted a code every time you would like to access your email, sharepoint, onedrive or any other 0365 service.  Please create a helpcenter workorder if you would like to enable this feature on your account.