The new version of MAC OS X, 10.10 (Yosemite) is expected to be released today, Thursday October 16th, and is currently incompatible with the ClearPass registration system and potentially other services at Rowan.

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Frequently Asked Questions

  



ABOUT ENCRYPTION

What is encryption?

Encryption is a way of changing data to prevent it from being read unless you have the proper "key" to unlock it. This key will be your Rowan password for computers and the PIN that you select for your mobile devices. 

Why is encryption necessary?

Rowan University is required to protect highly sensitive data to comply with legal obligations from state and federal laws, including HIPAA, PII, PCI and Gramm–Leach–Bliley Act regulations.  

I currently have no access to HIPAA data and have no plans to in the future. Does this process still have to apply to me?

Yes. Protecting sensitive data encompasses more than just HIPAA. It also includes Banner and financial data, among other secure data.

Does this mean Rowan University is installing software on my computer?

For computers, yes. Software will be installed on your desktop, laptop and USB device to implement encryption. 

For mobile devices, some, such as iPhones and iPads, are already encrypted by default. Other devices will have to go through a one-time process to encrypt the data stored on them. There is no third-party software that is installed on the device. It only enables existing features that may be disabled on the device.

I am not satisfied with encryption and would like to be exempt. Can this be done?

No. If you do not wish to have your device encrypted, you will not be allowed to access sensitive data. If you are currently configured to receive Rowan email on your personal mobile device and do not want to comply with the encryption process, you must delete the Rowan email account from your mobile device.

What are you using for encryption?

Each type of device requires a different encryption. Windows laptops and desktops are using Symantec Endpoint Protection, or SEE. Macintosh systems are using native encryption called File Vault but it is being managed by SEE. USB devices connected to Windows systems are also using SEE. iOS devices are using the native encryption, which is now automatically enabled by the manufacturer and managed by Active Sync. Android devices also are using native encryption and managed by Active Sync.

Can I still access the Rowan wireless network if my mobile device is not encrypted?

Yes. All mobile devices have access to the Rowan wireless network whether they are encrypted or not.


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DEVICES

What types of devices are affected?

Rowan-owned and personal devices may include desktops, laptops, USB mass storage devices and mobile devices like phones and tablets that connect to sensitive data. The operating systems affected are Windows, Macintosh, iOS and Android.

Will my device have performance problems now that it is encrypted?

If you are running Windows, Macintosh, USB and iOS operating systems, there is no evidence of performance issues after encryption has occurred.


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PRIVACY & SECURITY

Should I have any privacy concerns regarding the new security requirements set on my personal mobile devices that receive Rowan email?

IRT administrators will have the same authorization of your Rowan email account as they did before the added security requirements, as agreed upon in Rowan’s Acceptable Use Policy. IRT Exchange administrators do not have any direct access to your mobile device.

IRT Exchange administrators have the ability to:

    • Manage users' Rowan email accounts
    • View logs that contain only the following information: 
      • Username
      • Devices used to connect in
      • Device friendly name (what the user named the device)
      • Device OS
      • Device model
      • Connection times

IRT Exchange administrators CANNOT do the following:

    • Track locations using GPS
    • Read or retrieve photos, IM messages, videos, phone calls, etc., directly from the device
    • Manage, read or copy other personal email services configured on the device such as Gmail, AOL, Comcast, Verizon, etc.
    • Monitor Internet usage or track website history

Will IRT personnel be able to access data on my device or monitor my activities without my knowledge?

No. IRT Exchange administrators cannot access data on your device or monitor your activities without your knowledge. The only motive behind this process is to ensure that data is secured in the event that a device is lost or stolen.

Can my mobile device be tracked by Rowan?

There is no device monitoring or geo-tracking capabilities implemented from these security changes. 

I currently have no access to HIPAA data and have no plans to in the future. Does this process still have to apply to me?

Yes. Protecting sensitive data encompasses more than just HIPAA. It also includes Banner and financial data.

What types of devices are affected?

Rowan-owned and personal devices may include desktops, laptops, USB mass storage devices, mobile phones and tablets that connect to sensitive data. The operating systems affected are Windows, Macintosh, iOS and Android.

What happens if my phone is lost or stolen?

In the case of loss or theft, IRT Exchange administrators have the ability to wipe your mobile device in order to protect your personal and Rowan-related data. Currently, this is not a requirement, but this feature can be initiated at your request by contacting the Technology Support Center at support@rowan.edu as soon as the phone is lost or stolen.

Can I access some features on the home screen if it is locked down?

Features like the emergency calls and camera functions will be available on most devices from the lock screen and will not require a PIN.


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PASSWORD & PIN

Does this mean that I will need to know another password to access my laptop, desktop or USB device?

Yes and no. All laptops and desktops will not require another password and will function exactly the same using your domain username and password. USB mass storage devices will require a password to be configured for accessing the data. 

Why will my device be wiped after 10 incorrect passcode attempts?

After 10 attempts at typing in an incorrect PIN, it can be assumed that the device has been stolen and someone is trying to guess the PIN that you assigned to the device. In order to protect sensitive Rowan data, the device will be wiped and restored to factory defaults.

What if an incorrect PIN is entered 10 times accidentally by my kids playing with my phone or if the screen is bumped while in my pocket or purse?

After 10 incorrect attempts, the device will be wiped and restored. Fortunately, most devices have built-in mechanisms that prevent your device from being accidentally wiped by entering the incorrect PIN too many times. The following devices use the following safeguards:

    • iOS adds delays between attempts
    • Androids display warnings after attempts 11 through 14 and some models add 30-second delays after attempt 5 and 10 prior to warnings.

If my device is wiped, will I lose all my personal data?

Yes. All data on a device is lost when it is wiped. However, it's always a best practice to regularly backup data stored on your smart device in the event that your device is lost or stolen or suffers a hardware failure. Regardless of encryption software being installed or not, you will lose important data unless you have a current backup available.

My device supports other unlock features, such as pattern unlock, fingerprint sensor and facial recognition. Can I use these instead of the standard passcode?

No. The only unlock feature available across all smartphones is the minimum four-digit PIN.

What if I forget my PIN?

Since IRT administrators do not have any access to your mobile device, they cannot recover your PIN. If the PIN is forgotten, the user will be required to do a factory reset on the device to regain access as defined by the device’s manufacturer. This may result in the loss of any or all data. It is recommended you backup your data.


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PERSONAL MOBILE DEVICES

I have a personal device that is not owned by the University. Does this still apply to me?

Yes. If you are connecting to your Rowan Exchange email account, the setting still applies whether your phone is personal or bought by the University. If you are using a personal laptop or desktop to access sensitive data, you should discontinue using this device and only use a Rowan-owned device. 

What if I do not want my personal phone encrypted?

You can follow the security requirements to continue getting Rowan email on your personal mobile device or you have the option to remove the Rowan account to avoid the required security features. To remove your Rowan account, follow the manufacturer’s instructions for removing accounts.


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USB DEVICES

Can I encrypt my USB device from a Macintosh system?

No. This is not a supported configuration at this time. 

Why can’t I edit and save files on my USB device?

By default, most USB devices are FAT32. However, if the device is configured to be NTFS the files will be read-only.


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EMAILS

Can I forward my mail off campus to another email provider so that I am not subject to these restrictions?

No. For users that may potentially have access to protected sensitive information, forwarding University email to an off-campus email address is in violation of the University's information security policies.

Is there an alternative to using ActiveSync that will allow me to work around these restrictions?  Do you support IMAP/POP?

We do not support or recommend accessing your Rowan email over IMAP/POP on any mobile device. If you do not wish to enable the required security features, you may still access your University email account on mobile devices by opening your browser and visiting http://outlook.rowan.edu.

If I access Rowan’s VPN remotely to access Rowan email, does this still apply to me?

At this time, this does not apply to those systems. 


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