Securing Your University-owned Computer

Your NCU-issued computer is a gateway to university systems, student data, and sensitive institutional information. Learn the essential habits and settings that keep it — and everything on it — secure.

Locking your screen

An unlocked, unattended computer gives anyone who walks by full access to everything on it — no password needed. This is one of the simplest and most common ways sensitive information gets exposed, and it's entirely preventable.

  • Lock your screen every time you step away. Windows: Win + L. Mac: Cmd + Ctrl + Q. Make it a reflex — bathroom break, coffee run, hallway conversation.
  • Set your computer to lock automatically after 5 minutes of inactivity. This is your safety net for the times you forget.
  • Never leave a logged-in laptop unattended in a public or shared space. A conference room, library, or coffee shop is not a safe place to leave an open device.
Passwords and credential management

What makes a strong password

  • Length matters more than complexity. A 16+ character passphrase made of random words is harder to crack than a short, symbol-heavy password and much easier to remember.
  • Never reuse your NCU password on other sites. If any of those sites are breached, attackers will immediately try your credentials against your NCU account.
  • Never write passwords down — not on paper, not on a sticky note, not taped anywhere near your desk.

Use a password manager

A password manager generates, stores, and fills strong unique passwords for every site you use — so you only need to remember one master password. This is the most practical way to maintain strong, unique credentials across all your accounts without writing anything down.

Modern browser-based password managers (built into Chrome, Edge, Firefox, and Safari) have matured significantly and are a reasonable starting point for personal use. For NCU work accounts, contact IT for guidance on approved credential management options.

Avoid saving passwords in your browser for highly sensitive accounts like banking or your NCU credentials — use a dedicated password manager for those.

Multi-factor authentication

MFA is required for all NCU accounts — and critical everywhere else too

Multi-factor authentication (MFA) means that even if someone gets your password, they still can't access your account without the second factor — typically an approval from the Microsoft Authenticator app on your phone.

One important caveat: never approve an MFA prompt you didn't initiate. If your phone receives an approval request and you didn't just try to log in, someone else has your password and is trying to use it. Deny the request immediately and contact IT.

Not set up yet? See: Setting Up Multi-Factor Authentication.

Updates and software

Don't defer updates

  • Install OS and software updates promptly. Most updates include security patches for known vulnerabilities. Attackers routinely target machines that haven't applied recent patches.
  • NCU-managed computers receive updates through IT. Don't defer or dismiss these update prompts — they're pushed for a reason.
  • Only install software that IT has approved or that you have a legitimate business need for. If you're unsure whether something is safe to install, contact the IT Service Desk before proceeding.
  • Don't plug in unknown USB drives. A USB device found or handed to you unexpectedly can silently install malware before you've opened a single file. If you find a suspicious drive connected to a university computer, remove it and contact IT immediately.
File storage and USB drives

Store work files in OneDrive, not only on your local drive

Files saved only to your local hard drive disappear if the drive fails, the computer is stolen, or ransomware hits. OneDrive (included with your NCU Microsoft 365 account) syncs your files automatically, keeps version history, and makes them recoverable from any device.

Never store sensitive university data on USB drives. Student records, financial data, and personal information should never be on removable media. If you must use a USB drive for any reason, encrypt it first — BitLocker (Windows) and Disk Utility (Mac) both support drive encryption.

IT-managed protections

What IT manages on university-owned computers

NCU-issued computers come with a baseline of security controls already in place and maintained by IT:

  • Endpoint protection and antivirus — kept current by IT automatically
  • Managed software updates pushed through IT's device management system
  • Disk encryption enabled on all university-issued laptops
  • Remote wipe capability if the device is lost or stolen

These protections only work if the device is regularly connected to the internet and not modified in ways that bypass managed controls. If you're prompted to allow IT to apply updates or configurations, do so. If something looks unexpected, call IT before proceeding.

Print Article