Basics

Best practices include:

• Lock your computer before walking away and leaving it unattended:
  • For Windows, use <CTRL><ALT><DEL>.
  • For Mac, use <COMMAND><CONTROL><Q> or <COMMAND><ALT><Q> if you do not have a Mac keyboard.
• Do not share your login information for Workday or any other university system with anyone else.
• Do not write down passwords. Instead, consider using a secure and supported password storage solution (such as 1Password).
• Never leave documents with confidential information on your desk, at the printer, or in direct line of sight on your computer.
• Do not leave sensitive data about yourself or your team in a location that is easily accessible to others.
• When you download a report, store it in a safe, approved storage location (such as OneDrive).

Please review the Security info page for more information on Workday security.

Okta

Okta is the university’s platform for verifying identity and accessing applications. Workday is accessed through Okta via single sign-on (SSO). 

For more information on Okta, please refer to this Okta Getting Started article.

Multi-Factor Authentication (MFA)

Workday requires Multi-Factor Authentication (MFA). This security tool requires you to have registered a secondary login approval step with the university. MFA is required when using privileged access or when accessing highly restricted data. It is highly recommended for all other use cases. MFA is available to both employees and students. Contact IT Services desk at [email protected] or (616) 331-2101, if you need assistance with it.

Sensitive Informaation

Workday has sensitive information, so it is very important to treat Workday access with utmost importance to protect this information. This includes personally identifiable information (PII), which is information that can be used to distinguish or trace an individual's identity either directly or indirectly through linkages with other information. Workday security roles restrict access to PII.

Examples of sensitive information including PII in Workday include:

• Name
• Social Security Number (SSN)
• Date of Birth
• Bank Account Information
• Gender

Do not email sensitive information including PII such as SSNs, bank IDs, and driver’s license numbers unless you are using encrypted email. For more information on email encryption, please access this email encryption article.

Also, do not store PII (especially SSNs, bank IDs, and driver’s license numbers) locally.

Additional Information

1Password is a password manager service available to all Faculty, Staff, and student workers that have a @gvsu.edu account. Please access this 1Password Access Request article to sign up and access a link to 1Password knowledge base articles including Getting Started. For more general cyber safety information, please access this Cyber Safety webpage.