Summary
This comprehensive guide outlines the physical and technical security standards required for Brandeis-issued or personal devices accessing the university network, emphasizing automated device locking, physical theft prevention, and mobile safety. It also provides basic step-by-step troubleshooting protocols for common hardware failures, detailing specific scenarios that warrant immediate escalation to ITS Client Services.
Body
This guide outlines the physical and technical security standards required for Brandeis-issued or personal devices (BYOD) accessing university networks, followed by basic troubleshooting steps for common hardware issues.
1. Device Security & Physical Safety Standards
The "60-Minute" Rule & Auto-Lock
To safeguard university data and prevent unauthorized access when you step away from your workstation, all devices must be configured to lock automatically:
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The Standard: Workstations must initiate a password-protected screen saver or enter "Sleep" mode after a maximum of 60 minutes of inactivity.
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Manual Locking Shortcut: Develop the habit of manually locking your device whenever you leave your desk:
Physical Security & The "Trunk Rule"
Laptops are prime targets for campus theft. Protect your physical assets with these rules:
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The Trunk Rule: If you must leave your laptop in a vehicle, always place it in the trunk before reaching your destination to prevent thieves from spotting it.
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Public Spaces: Never leave any device unattended in public areas like the library, a coffee shop, or even an unlocked office for any duration.
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Office Security: In high-traffic office spaces, secure your desktop or docking station using a Kensington Lock (cable lock) tethered to your desk.
Mobile Device Safety (Phones & Tablets)
Because mobile devices frequently remain logged into sensitive portals like Brandeis Gmail and Workday, they require strict security measures:
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Authentication: A minimum 6-digit PIN, fingerprint, or facial recognition must be enabled on any mobile device accessing Brandeis email.
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Application Safety: Only download and install apps from the official Apple App Store or Google Play Store. Avoid sideloading applications, as they are major vectors for malware.
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Remote Management: Ensure "Find My iPhone" (iOS) or "Find My Device" (Android) is activated so you can remotely wipe data if the device is lost or stolen.
Encryption & Removable Media
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Full Disk Encryption: Brandeis-managed laptops come pre-encrypted. If you use a personal computer for university work, you must manually turn on BitLocker (Windows) or FileVault (Mac).
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Flash Drives: Do not store sensitive data (Tier 3 or 4) on standard USB thumb drives. If temporary storage is necessary, a hardware-encrypted drive must be used.
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Found USBs: Never plug a discarded or "found" USB drive into any device. Hackers frequently leave these behind to trick users into inadvertently installing malicious keyloggers.
2. Hardware Troubleshooting Guide
Note for Brandeis-owned devices: To receive system updates or specific software patches, your device must be actively connected to the Eduroam network, a hardwired campus connection, or the Brandeis VPN.
Device Will Not Power On
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Check the Power Source: Confirm that your charger is plugged into a functional wall outlet and securely connected to your laptop. Look for an active status light on the cable or the laptop frame.
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Perform a "Hard Reset": Disconnect the power adapter, then press and hold the Power Button down for a full 30 seconds to drain lingering static electricity. Reconnect the power and try turning it on again.
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Isolate Hardware: Unplug all external peripherals—such as docking stations, USB keys, and external monitors—as a faulty device can interrupt the necessary boot sequence.
Slow Performance
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Background Maintenance: If your system recently completed a macOS or Windows update, it may be busy indexing files. Leave the device plugged into power and idle for 30–60 minutes to let it finish.
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Hardware Hygiene: Check that cooling vents are clear of dust and debris. Overheating causes processors to throttle down performance to prevent structural damage. Clean the vents carefully using compressed air.
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End Resource-Heavy Tasks: Open Task Manager (Windows) or Activity Monitor (Mac) to check for unresponsive applications consuming excessive CPU or memory, and force close them.
Boot or Startup Failures
External Monitor Issues
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The "Rule of Three": Verify the cable connection at the monitor side, check the connection at the laptop or dock side, and ensure the monitor is powered on and set to the correct input channel (HDMI, DisplayPort, or USB-C).
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Detection Shortcuts:
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Windows: Press Win + P and make sure Extend or Duplicate is selected.
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Mac: Go to System Settings > Displays, then press and hold the Option key to reveal the hidden "Detect Displays" button.
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Driver Updates: Check under Optional Updates within your Windows Settings to see if there are pending monitor firmware updates.
Keyboard or Mouse Problems
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Clear Obstructions: Use compressed air or a soft, lint-free cloth to gently dislodge crumbs or dust caught underneath keys or tracking sensors.
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Reset Hardware Drivers (Windows): Right-click the Start menu and select Device Manager. Locate your keyboard or mouse, right-click it, select Uninstall Device, and restart your computer to reinstall the default driver automatically.
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Bluetooth Troubleshooting: Open your system settings to "Forget" the problematic peripheral, then re-pair it. Ensure the external device has a sufficient battery charge.
Webcam or Audio Device Failure
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Privacy Switches: Inspect your laptop's camera frame and sides for a physical slider or privacy "kill switch" blocking the sensor.
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App Permissions:
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Windows: Go to Settings > Privacy > Camera (and Microphone) and ensure that Allow apps to access is toggled ON.
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Mac: Navigate to System Settings > Privacy & Security to review individual app access for the Camera and Microphone.
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Default Output Check: Verify that the correct hardware is selected both within your communication platform (e.g., Zoom, Microsoft Teams) and in your operating system's main sound settings.
Docking Station Issues
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Power Cycle the Dock: Completely unplug the docking station from its wall outlet and disconnect it from your laptop. Wait 30 seconds, plug the dock back into wall power first, and then reconnect it to your laptop.
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Firmware Validation: Ensure Brandeis-owned laptops are connected to the campus Eduroam network or running the Brandeis VPN so the system can properly pull required docking station firmware updates.
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Verify Ports: When using a USB-C interface, make sure the cable is plugged into a port supporting power delivery or data transfer (marked with a "Thunderbolt" lightning bolt or a "Power" icon).
3. Escalation: When to Contact ITS Client Services
If your hardware issue persists after following these troubleshooting protocols, or if you encounter any of the scenarios below, escalate the ticket immediately to the ITS Client Services Center:
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Physical Component Damage: Cracked screens, severe drops, or liquid spills.
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Battery Safety Warning: If your laptop casing looks warped, bulging, or if the trackpad is visibly lifting, stop charging the device immediately. Do not attempt to squeeze or press the casing down.
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Administrative Barriers: If a critical technical fix requires system administrator credentials or passwords that you do not possess.
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Driver Rollbacks: If an issue requires a roll back of critical system or driver updates.