OU policy requires that all laptops used for University business – which includes checking OU email -- must be encrypted, regardless of who owns the laptop or what operating system is installed. Health Sciences program students must encrypt their laptop computers and maintain the encryption status while enrolled as Health Sciences students. Students must enable encryption on their laptop and upload documentation by Tuesday, January 16, 2024. Failure to comply with this policy will delay a student’s participation in academic and clinical training. Click this link to begin the process: https://www.ou.edu/ouit/studentencryption
HOW DO I SHOW COMPLIANCE?
When you complete the steps in the link above, you will receive a confirmation email from the OU Information Technology (IT) Service Desk showing a status of “Resolved.” Starting today, Friday, October 20, 2023, HSC students may begin uploading a PDF version of their encryption confirmation email to Complio in the new Device Encryption category. Any Health Sciences program student who has not uploaded the required documentation by Tuesday, January 16, 2024, will be deemed non-compliant in the Complio system and their participation in academic and clinical training will be delayed. To access Complio, please visit here.
WHAT IS DEVICE ENCRYPTION, AND WHAT DOES IT DO?
Device encryption is a technology that protects the contents of your laptop from unauthorized access by converting the contents into unreadable code. Encryption provides a stronger level of protection than other security features, such as user logins and passwords. Device encryption encrypts the entire drive and therefore users do not need to encrypt individual folders or files.
WHY IS DEVICE ENCRYPTION IMPORTANT?
The main value of device encryption is in protecting data if the device is lost or stolen. Laptops are portable and thus more likely to be lost or stolen. A simple log-in does not protect the data, but device encryption does.
IS DEVICE ENCRYPTION COMMON PRACTICE?
Encryption is a basic requirement for Health Insurance Portability and Accountability Act (HIPAA) compliance and is commonly required for handling other forms of sensitive information. It is expected practice in the health care industry. As a health care professional, you will be required to take similar steps to protect patient and other sensitive information.
MUST I ENCRYPT MY PERSONAL LAPTOP?
Yes. All faculty, staff, and students at OU must encrypt any laptop computer that is used as part of University business. For students, University business includes tasks such as academic assignments, research, and even checking OU email. All students enrolled in Health Sciences programs must encrypt their laptops.
HOW LONG DOES IT TAKE TO ENCRYPT MY HARD DRIVE?
It takes about 20 minutes to enable the encryption software on a laptop and then up to several hours to complete the encryption. During the encryption process, you can use your computer normally. The encryption process should not disrupt your work, but keep your laptop plugged in and avoid shutting it down or restarting.
HOW DO I START THE PROCESS?
Your laptop has a native (built-in) encryption program. You will enable that encryption and then download the program that will confirm your encryption has been completed and remains on your device. Visit https://www.ou.edu/ouit/studentencryption.
WHAT TYPE OF ENCRYPTION SOFTWARE DOES OU USE?
OU uses Microsoft's BitLocker Drive Encryption for devices running Windows 10/11 Education or Pro or above and Apple's FileVault for devices running Macintosh OS X. Both encryption solutions are native to the respective operating system and offer significant improvement in system performance. Mobile devices, such as tablets and smartphones, are also encrypted using native device encryption.
If you need further assistance, call IT Service Desk at (405) 325-HELP (4357) or visit itsupport.ou.edu.