Policy 910 - Remote Access Policy

Section: Information Technology
Policy Number: 910
Responsible Office: Information Technology
Effective Date: 5/1/19
Revised: 5/1/19; 6/11/20

Policy Statement

This policy sets out the key information security-related elements that must be considered in agreeing to a remote work arrangement.  It ensures that all the necessary issues are addressed and that the St. John’s University’s (St. John’s) information assets are protected.

Scope and Applicability

This policy applies to the University Community.  Adherence to this policy helps safeguard the confidentiality, integrity, and availability of St. John’s information assets, and protects the interest of St. John’s, its customers, personnel, and business partners.

Policy

With the increased availability of broadband access and Virtual Private Networks (VPN), remote working/telecommuting has become more viable for many organizations.  While remote working/telecommuting can be an advantage for users and for the organization, it presents new risks in the areas of confidentiality and data security.  Workers linked to St. John’s network become an extension of the wide area network and require additional protection against the danger of potential security breaches, malicious code, etc. 

St. John’s implements the following principles to safeguard the confidentiality, integrity, and availability of its information assets within the remote work environment:

  • Need to Know: Remote access users have access based on the same “need to know” as they have when in the office.
     
  • Password Use: The use of a strong password and protection for the password (in accordance with the standards), is even more critical in the telecommuting environment. Remote workers must never share or write down their passwords.
     
  • Training: All workers who telecommute must complete the same annual security awareness and training as all other employees.
     
  • Contract Specific: Additional requirements, as needed, are specified to the individual contracts for remote users.
     
  • Multi-factor authentication: Multi-factor authentication is an authentication method in which a computer user is granted access only after successfully presenting two or more pieces of evidence to an authentication mechanism.

Definitions

The following are definitions relevant to the policy:

  • Computing Resources: All St. John’s information processing resources including all St. John’s owned, licensed, or managed computing services, hardware, software, and use of St. John’s network via physical or wireless connection regardless of the ownership of the computer or device connected to the network.
     
  • Institutional Data: All data owned or licensed by St. John’s.
     
  • University Community: Includes faculty, administrators, staff, student workers, graduate/technical assistants, alumni, interns, guests or agents of the administration, external individuals and organizations accessing St. John’s network services, and other authorized users.

Compliance

St. John’s reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.  Instances of non-compliance must be presented to, reviewed, and approved by the CIO, the Director of Information Security, or the equivalent officer(s).

All breaches of information security, actual or suspected, must be reported to, and investigated by the CIO and the Director of Information Security. 

Those who violate security policies, standards, or security procedures are subject to disciplinary action up to and including loss of computer access and appropriate disciplinary actions as determined by St. John’s.

Related Policies, Standards or Regulations