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FAQs: Password Management
FAQs: Password Management
 

Before you change your password you MUST do the following - *IMPORTANT*

Account lockouts will occur if you change your password and do not update the stored passwords on any device that is used to connect to either the Board’s wireless networks (YRDSB-A or YRDSB-S) or that accesses your Board email. To avoid this please make sure you do the following:

  1. Forget the YRDSB Board wireless network on all your mobile devices before changing your password. Once you have changed your password you can reconnect to the Board’s wireless network utilizing your new password. Please read the step-by-step instructions.
  2. Change the saved email password on your mobile device immediately after changing your password.  Please read the step-by-step instructions.
  3. Logout/close ALL applications including Outlook and Citrix before changing your password.
  4. Restart any YRDSB computers you are logged into immediately after changing your password.
  5. Update any software applications or drive mappings that have stored your old password.

YRDSB Staff of YRDSB Admin laptops:  Your YRDSB Admin-image laptop utilizes a local (cached) version of your network password and if you were to simply change your password via the BWW, it can cause a ‘mismatch’ between the password on your laptop and your YRDSB network password.  To ensure that this does not happen, it is important to change your password with your laptop connected via a network cable (which is connected to an Admin data drop), while at your YRDSB work location. After initially logging on to your laptop, press CTRL+ALT+DEL (holding down all 3 keys simultaneously), select Change Password and follow the prompts.  This will ensure your local and network passwords are synched.

If, for security reasons, it is necessary that you change your network via the BWW when you are not in a Board location (i.e. you feel your password has been compromised), please note that you will need to utilize your ‘old’ password when logging on to your Board laptop until you are able to connect your laptop via a network cable at your YRDSB work location.  When properly connected via a network cable at your Board location, entering your new password at the initial CTRL+ALT+DEL screen will ‘sync’ the new password to the ‘local password’ on your laptop.

YRDSB Staff utilizing SecureDoc or Dell Encryption on their Board Laptop:  It is VITAL that any password changes always take place while at your YRDSB work location, with your laptop connected via a network cable (which is connected to an Admin data drop). After initially logging on to your laptop, press CTRL+ALT+DEL (holding down all 3 keys simultaneously), select Change Password and follow the prompts.  This will ensure that not only your local and network passwords are synched, but it will also send the updated password to the SecureDoc/Dell Encryption console.  Changing your password online can not only cause a mismatch with the local password on your laptop but it can also cause a mismatch with the SecureDoc/Dell Encryption console and not permit you to log on to your SecureDoc/Dell Encrypted laptop.  If this situation occurs, you will need to visit our Dr. Bette Stephenson Centre for Learning location and work with a technician to have the account unlocked.

Can I change my YRDSB network password?

Absolutely – you can and should change your password regularly.  As our use of technology to engage in work and learning increases, so does the need to further strengthen the security of our infrastructure and further protect our personal data and Board systems.  The best way to do that is to change your password on a regular basis. 

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How do I change my network (Board) password?

Before you change your Board password, to avoid risk of locking your account, please ensure you’ve read the following!

Administrative Staff – those on the YRDSB domain:

After ensuring any of your personal mobile device(s) that access the Board’s wireless network or your Board email have been put in Airplane Mode (see MUST DO), to ensure the proper ‘syncing’ of passwords on Board-issued Admin-based computers, the best method for changing your YRDSB network password would take place at your Board or school office location, on your Board provisioned desktop or laptop, with the unit connected with a network cable that is connected to an Admin drop.  After logging in as usual on your computer and it has finished booting up (and all applications are closed), press CTRL+ALT+DEL (hold down all 3 keys simultaneously), select Change Password/Change a Password and follow the prompts.

Caretakers – those on the YRDSB domain:

Most Caretakers’ accounts have been moved to the YRDSB domain. As a Caretaker on the YRDSB domain, you typically utilize the Caretaker computer at your school which has been imaged with Neverware, which uses the Chrome operating system. After ensuring any of your personal mobile device(s) that access the Board’s wireless network or your Board email have been put in Airplane Mode (see MUST DO), via a web browser, go to https://bww.yrdsb.ca — either on the Caretaker computer or another computer (i.e. a home computer), and click Change Password at the BWW login screen. At the next screen click YRDSB Domain Users. Follow the steps to change your password. and then continue with Step 3.

Teachers, EAs, DECEs, and Casual Employees – those on the Learning domain:

Users on the LEARNING domain are actually part of two domains – the LEARNING domain (used accessing the BWW and your Board email) AND the EDU domain. 

After ensuring any of your personal mobile device(s) that access the Board’s wireless network or your Board email have been put in Airplane Mode (see MUST DO), to change BOTH your LEARNING and EDU domain passwords,visit this page (the YRDSB Password Change Menu) and follow the prompts. Changing your password via this route changes and syncs BOTH your LEARNING and EDU password.

Important Note:  To connect to the YRDSB-S wireless network, your LEARNING (BWW/Email) domain password must be identical to your EDU domain password.

Changing passwords on Mobile Devices

If you utilize mobile devices to access the YRDSB’s wireless network or Board email, before you change your password, it is crucial that you ‘forget’ your connection to the YRDSB wireless networks, place any 3G or LTE device on Airplane Mode and then change the password on the devices to your new password.  Otherwise your device may lock your account as it attempts to connect to your Board email or YRDSB’s wireless networks with an outdated password. 

Please be aware that we do not support the use of these technologies (except for Board-issued devices).  Additionally, it is expected that you abide by Board Policy #194.0 – Appropriate Use of Technology as well as configure your device with a password to ensure the privacy of your YRDSB email.

Please read these detailed instructions on working with mobile devices/tablets BEFORE you change your Board password.


When I change my Board password, which applications does this apply to?

The following table indicates what application passwords are changed when you change your Board network password:

Password is changed for these applications:

Password DOES NOT change for these applications:

  • BWW (Employee Self Serve, Buy & Sell, Board Calendar, Career Opportunities)
  • Compass4Success - Online assessment Tool
  • Connect2Learn (C2L)
  • Co-op Planner
  • Citrix
  • Elementary Timetable Tool (ETT)
  • EDU/Classroom computer account (if password changed via the BWW)
  • Edsby
  • ESL Tracker
  • Grade 8 GIS Mapping
  • GoogleApps
  • Interim Report Card
  • Moodle
  • NAV / Altus & NAV Reporting
  • OARBS
  • Outlook Web Access (OWA)
  • Psch App
  • PT/OT Sharepoint
  • ReportNet
  • School Equipment Inventory (non-computer)
  • School Website Maintenance
  • Secondary Staffing
  • SSNet
  • System Survey reporting
  • TeachAssist 
  • Teamserver
  • Trillium (YRDSB domain users)
  • Trillium Reporting
  • BAS2000
  • Career Cruising
  • Desire2Learn
  • Elementary Staffing
  • eteacher (Elementary Report Card)
  • iCompass
  • Mval (Performance Appraisals)
  • MXWeb
  • OEN/ONSIS Ministry sites
  • R&R
  • School Cash.net
  • SDAS (Student Data Archive System)
  • Symphony Staff Web & eLibrary
  • Trillium (LEARNING domain users)
  • VMS (Ross, Keaterm, Focus etc.)
  • YRDSB staff set up as ‘local users’ on a Board computer

What Domain am I on?

Teachers, EAs, and DECE's and Casual Employees are on the LEARNING domain for accessing the BWW or YRDSB email.

If you work in a Board or school office and have your own Board-provisioned desktop or laptop, or are a Caretaker, you are on the YRDSB domain.

It is important to note the following:

  • Users on the LEARNING domain are actually part of two domains – the LEARNING domain AND the EDU domain.  The EDU domain is utilized for classroom computer access, Google Apps and YRDSB-S network wireless access. Changing your password via the 'Change Password' button on the BWW will change and sync BOTH your LEARNING and EDU passwords.
  • If a teacher/EA/DECE/Casual employee is attempting to log on to the YRDSB-S wireless network at a Board location, their LEARNING and EDU domain passwords must be identical to successfully connect.  Changing their password via the 'Change Password' button on the BWW will change and sync their LEARNING and EDU passwords.
  • Some LEARNING/EDU domain users, if utilizing a classroom or admin laptop/desktop, may be set up as a 'local user' (i.e. the computer uses an 'Admin' image but the user is on the LEARNING domain). Thus changing their network password, via the BWW will not change their password on the laptop/desktop.
  • Caretakers who can log into a Neverware Caretaker computer are on the YRDSB domain.

What do I do if I forget my password?

IMPORTANT:  Please refer to the following section before you reset/change your password.

Please call the ServiceDesk at 905-727-0022 ext. 4357, to speak to a Service Desk Operator and have your password reset. At the time of calling ensure you know your Employee Number, as you will be asked, as well as your school/board location.

What are the rules for password creation?


YRDSB network passwords need to be a minimum of 8 characters.  They may contain any combination of:

  • English uppercase characters (A through Z)
  • English lowercase characters (a through z)
  • Base 10 digits (0 through 9)
  • Non-alphanumeric characters (e.g., !, $, #, %)

Some tips for creating a password:

  • Create a password based on a mnemonic, such as an easily remembered phrase. For example, take the first letter of each word in a phrase, and then add a few special characters or numbers to it. For example, "lend me your ears" can become "lmye4%". "To be or not to be, that is the question" can become "2Bor!2b?".
  • Use punctuation marks (!?.) mixed with letters and numbers, such as putting it in the middle or using it for a contraction (e.g., "W0*rldPe?ac3").
  • Deliberately misspell a word and then combine it with some of the other password creation suggestions.
  • Do NOT use any of the following:
    • A person’s name
    • Any information relating to you or anybody else (birthday, SIN number, car registration, star sign, etc.)
    • A word found in a dictionary in any language
    • Any of these spelt backwards

How long does it take for a password change to take effect?

Password changes happen immediately for all applications / systems which share your Board / network password.

I’m having difficulty logging into the BWW (Portal), how should I be logging in?

How you log into the BWW depends on which domain your account lies. If you work in a Board or school office and have your own Board-provisioned desktop or laptop (OR previously worked in an administrative position), OR are a Caretaker, you are on the YRDSB domain. You need to type YRDSB\ in front of your username (i.e. yrdsb\john.smith) and input the password you use to access your Board email. Note that it is a back slash (\) and not a front slash used (/).

Teachers, EAs, DECE, and Casual Employee, who on the LEARNING and EDU domains, only need to input their username (i.e. john.smith) at the BWW login screen, along with their email password.

When should I change my Board password?

You should change your YRDSB Board password regularly - at least every 120 days.  In addition, if you suspect your password has been compromised, you should change it immediately.

Perhaps just as important as how to choose a new password is when to do it. New passwords are most easily remembered if you start using them immediately, and use them often. Don't change your password at the end of the day, the end of the week, or before a holiday. Instead, change your password in the morning, at the start of the week. Your mind will be clearer, and frequent use of the new password will reinforce your memory. 

I’m locked out of my account!

If the incorrect username and password combination are being used to log into your Board account then your account will get locked out. When an account is locked, it is inaccessible for 30 minutes before it unlocks on its own.

An account will only lock if the incorrect username and password are entered. There is no other reason. This happens when either:

a)    You enter the wrong details.

b)    Someone else attempts to log into your account using the wrong username and password.

c)    A device (such as a mobile device or laptop) attempts to log into a Board application (i.e. email server) or YRDSB wireless network using cached (remembered) log in details, such as in a web browser or a mobile phone. This is becoming increasingly common, particularly within minutes/hours after people have changed their password. Even when you then enter the correct log in details, if the account is locked, then it will not work.  Please read these step-by-step instructions on how to deal with mobile devices/tablets when you’ve changed your Board password.

If you believe your account is locked, then leave it for about 30 minutes and try again.

If after following the instructions mentioned above your YRDSB account continues to lock, please call the ServiceDesk at 905-7272-002 ext. 4357 and choose Option 7 for further assistance.


Password/Security Do’s and Don’ts

Always run anti-virus software on your computer and make sure the definitions are up to date

If you do not protect your YRDSB Board-issued computer against viruses and malware you can lose your own work and cause major problems for yourself and for other network users. New viruses, or new ‘strains’ of existing ones, are being discovered all the time, so it is essential that your virus definitions are kept up to date.  Admin-based computer currently use Symantec Endpoint Protection(Windows 7) or ESET Endpoint Antivirus (Windows 10).  Connecting the computer with a Board location network drop or the Board wireless (YRDSB-A) will ensure the virus definitions are updated on a regular basis.

Always use strong passwords and keep them completely secret

The strength of a password depends on its length, complexity and randomness. You can increase the complexity of your password by using numbers and punctuation as well as alphabetic characters in both upper and lower case. Strong passwords cannot easily be guessed or broken using a computer program that can try many different possible passwords.

Your YRDSB network password gives access to your emails and information about you so it is essential that you use a strong password. YRDSB network passwords must be kept safe and secure and only used by those authorized to do so. Action may be taken against users who are responsible for security breaches.

If you use a portable device to access YRDSB email or data, it is vital that the device is protected by a 'passcode'.

Always use a locking screen saver on your computer

Locking your computer allows you to keep all the current applications open and running during a temporary absence from the device. Use of a locking screen saver will help to prevent any access by others, but this is only a mild deterrent and is relatively easy to bypass.

Always make sure your computer has up-to-date security

Windows updates are often released to close security loopholes that could be exploited by hackers.  Connecting the computer with a Board location network drop or the Board wireless (YRDSB-A) will ensure Windows updates are applied to your computer on a regular basis.

Note that smartphones, such as the iPhone/iPad, also need their security to be updated regularly.

Always treat YRDSB information as you would wish your details to be handled by your bank, government departments, etc.

YRDSB data must be managed in a way that protects its confidentiality, integrity and availability and abides by the policies stated in Board Policy #194.0 – Appropriate Use of Technology.

Make sure you have backup copies of your files.

It is the responsibility of every YRDSB employee that they backup their files on a regular basis.

Never share your password with anyone or store your password in a browser or application.

Password security is the single most important step you can take to secure your online information.  Never share your password; you may be held responsible for any emails sent by people with whom you share. Your account is assigned to you. You will be held responsible for the activities of the account. Your password is like your signature; giving it to other people is like giving them the authority to sign your name -- and implies that whatever they do has your approval. We do see cases where people will use someone else's email account to send harassing email. Also do not leave your password lying around on sticky notes or in desk drawers where others might find it.  This one principal alone can improve security dramatically!  If you need advice on how to work collaboratively without sharing passwords, please contact the Enterprise Help Desk.

The YRDSB will never ask for your password to be communicated via email.

Never send your password in reply to an email, or click links or attachments in emails unless you know the sender and you were expecting the message

YRDSB passwords must be kept safe and secure and only used by those authorized to do so. Action may be taken against users who are responsible for security breaches.

Email phishing attacks are now very common. You should not respond to ‘phishing’ emails, which attempt to obtain personal details from you (e.g. username, password and/or bank details) via messages that pretend to be from a trusted source.

Be aware that some emails contain malicious hypertext links that will not link to the site that you expect. It is safer to type in the URL yourself than to click a link in an email.

Viruses can be spread in email attachments so you should never click an attachment unless you are expecting it or the context convinces you that it is genuine. It is easy to forge email addresses, so do not assume that a message is from someone you know just because it appears to be from their address.

Who can I contact for more information?

If you have any questions or are having problems regarding your Board password, please contact the ServiceDesk at:

Phone – 905-727-0022 ext. 4357

Email – ServiceDesk@yrdsb.ca

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