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<p class="MsoNormal" style="background:white"><span class="xxcontentpasted0"><b><span style="font-family:"Calibri",sans-serif;color:black">SBCTC-ITD Memorandum</span></b></span><span class="xxcontentpasted0"><span style="font-family:"Calibri",sans-serif;color:black"> </span></span><span style="font-size:12.0pt;font-family:"Calibri",sans-serif;color:black;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">Dear colleagues:</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">We have received systemwide feedback about ctcLink sessions timing out, so wanted to take this opportunity to explain the rationale behind session timeouts.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">As cyber threats have evolved, authentication processes used in the past have become less reliable. Stronger authentication means malicious actors must expend greater resources to undermine the authentication process. Current processes
are intended to protect sensitive data access for the following reasons:</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<ul style="margin-top:0in;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<span class="normaltextrun">Security: Session timeouts are a security measure designed to protect sensitive information and prevent unauthorized access. When a user leaves a system without properly logging out or closing their session, it creates an opportunity
for someone else to access the system and potentially compromise data or perform malicious activities.
</span><span class="eop"> </span><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<span class="normaltextrun">User Privacy: Session timeouts help protect user privacy by preventing others from accessing their accounts or sensitive information if they accidentally leave their sessions unattended.
</span><span class="eop"> </span><span style="font-size:14.0pt"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<span class="normaltextrun">Risk Mitigation: Users may unintentionally leave their sessions unattended on shared or public devices, increasing the chances of unauthorized access. Session timeouts help minimize this risk by automatically ending idle sessions.</span><span class="eop"> </span><span style="font-size:14.0pt"><o:p></o:p></span></li></ul>
<h1><span class="normaltextrun">Timeout requirements</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h1>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
While there is some flexibility, Washington’s community and technical colleges are required to adhere to federal and industry data security standards to determine the timeout (lockout) period. <o:p></o:p></p>
<p class="MsoNormal">Currently, each pillar — Campus Solutions (CS), Finance (FIN), Human Capital Management (HCM) — is set to time out after 20 minutes of inactivity. By comparison, your bank session may time out at two to ten minutes. <o:p></o:p></p>
<p class="MsoNormal">If you have multiple ctcLink pillar pages open, for example CS and HCM, but are only working in HCM pages, your CS session may be timed out when you return to the CS screen. <o:p></o:p></p>
<p class="MsoNormal"><b>NOTE:</b> If your session is timing out while you are actively working in a pillar screen, please
<a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/submit-ticket" target="_blank">
<span style="font-family:"Calibri",sans-serif">submit a service ticket</span></a> and describe the situation. Please include the time it happened, note the pillar (CS, FIN, HCM), and how many browsers/Peoplesoft tabs were open. <o:p></o:p></p>
<h1><span class="normaltextrun">Why 20 Minutes?</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h1>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">The timeout values are based on common industry practices for accessing information.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">Industry standard for common idle timeouts ranges are two to five minutes for high-value applications and 15 to 30 minutes for low-risk applications,<b>
</b></span><span class="normaltextrun"><span lang="EN">so the college system landed on 20 minutes for consistency across all ctcLink pillars.</span></span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><i>In the future</i></span><span class="normaltextrun"><i><span style="font-family:"Franklin Gothic Medium",sans-serif">—</span>once all colleges have established the extra protection of multifactor authentication (MFA) for employee
and student access to ctcLink</i></span><span class="normaltextrun"><i><span style="font-family:"Franklin Gothic Medium",sans-serif">—</span>we may be able to revisit our policy as a system to extend the timeout to 30 minutes. </i></span><span class="eop"><i> </i></span><i><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></i></p>
<h1><span class="normaltextrun">Compliance Standards</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h1>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">Below are highlights of the federal and industry standards we follow to secure ctcLink data.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h2><span class="normaltextrun"><i><span lang="EN">Payment Card Industry Data Security Standard (PCI DSS)</span></i></span><span class="eop"><i><span lang="EN"> </span></i></span><span lang="EN" style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h2>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span lang="EN">PCI DSS is a widely accepted set of policies and procedures intended to optimize security of credit, debit, and cash card transactions and protect cardholders against misuse of their personal information. </span></span><span class="eop"> </span><span class="normaltextrun">PCI
auditors recommend no more than 15 minutes for any idle session before a user is asked to re-authenticate their session.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h2><span class="normaltextrun"><i><span lang="EN">Committee on National Security Systems</span></i></span><span class="eop"><i><span lang="EN"> </span></i></span><i><span lang="EN" style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></i></h2>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://www.cnss.gov/Assets/pdf/Final_CNSSI_1253.pdf" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">CNSSI-1253</span></span></a></span><span class="normaltextrun">
Security Categorization and Control Selection for National Security Systems Control, Section AC-11: Session lock not to exceed 30 minutes.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h2><span class="normaltextrun"><i><span lang="EN">National Institute of Standards and Technology (NIST)</span></i></span><span class="eop"><i><span lang="EN"> </span></i></span><i><span lang="EN" style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></i></h2>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://pages.nist.gov/800-63-3/sp800-63b.html" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">Digital
Identity Guidelines: Authentication and Lifecycle Management (NIST Special Publication 800-63B</span></span></a></span><span class="normaltextrun">)</span><span class="eop">
</span>4.2.3 Reauthentication: Reauthentication of the subscriber SHALL be repeated following any period of inactivity lasting 30 minutes or longer. The session SHALL be terminated (i.e., logged out) when either of these time limits is reached.<span class="eop"> </span><span style="font-size:14.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><o:p> </o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">Thank you for your understanding. Please reach out if you have any questions.</span><span class="eop">
</span><span class="normaltextrun">Again, if your session is timing out <i>while you are actively working in a pillar screen</i>, please
</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/submit-ticket" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">submit
a service ticket</span></span></a></span><span class="normaltextrun"> and describe the situation.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
Thank you,<o:p></o:p></p>
<p class="MsoNormal">-Grant<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> <span style="color:#1F497D"> </span><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;mso-line-height-alt:10.55pt;text-autospace:none">
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Rodeheaver</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764;mso-ligatures:none">Deputy Executive Director / CIO, IT Division</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<span style="font-size:10.0pt;color:#003764;mso-ligatures:none">Washington State Board for Community and Technical Colleges</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="mailto:grodeheaver@sbctc.edu">grodeheaver@sbctc.edu</a></span><span style="font-size:10.0pt;color:#003561;mso-ligatures:none">
</span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">• o: 360-704-3939 • c: 360-280-4733</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://www.sbctc.edu/"><span style="font-size:10.0pt;color:blue">sbctc.edu</span></a></span><span style="font-size:10.0pt;color:#003561;mso-ligatures:none">
</span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">• Twitter:
</span><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://twitter.com/SBCTCWashington"><span style="font-size:10.0pt;color:blue">@SBCTCWashington</span></a></span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">
• Facebook: </span><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://www.facebook.com/wasbctc/"><span style="font-size:10.0pt;color:blue">@WASBCTC</span></a></span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<p class="MsoNormal"><b>Please DO NOT REPLY to SBCTC-IT Mail regarding this e-mail. SBCTC-IT Mail is an unmonitored mailbox, and your message will not be received. </b><b><span style="font-size:12.0pt;font-family:"Times New Roman",serif;mso-ligatures:none"><o:p></o:p></span></b></p>
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