At IU, what is a SafeWord card and how do I get one?

A SafeWord card is an external authentication security device, used for secure access to institutional data or sensitive data at Indiana University. Currently, the following applications require the use of a SafeWord card at IU:

• FIS
• HRMS
• SIS
• EPIC requires a card only when your employment or account role is "Purchasing Users" or "Accounts Payable Users", or you are the approver of EPIC documents.
• TIME requires a card only for the Payroll Processor role.

A SafeWord card is not required for FDRS or IUIE. Additionally, if you only need to access guest services on an administrative system, a SafeWord card is not required.

A SafeWord card looks like a pocket calculator. Each card is linked to the Network ID of a specific user or group, and only that person or group can use it. You cannot use someone else's SafeWord card, since the algorithm the card uses to compute appropriate counter-challenges incorporates information specific to your card.

Assignment of SafeWord cards is by person, not by application. Thus, you need only one SafeWord card, even if you require access to multiple applications. If you need to use your SafeWord card in more than one location, you must carry it with you.

Cards are a departmental purchase and are re-assignable. Thus, if you change departments, the card stays with the department you are leaving, and you obtain a new card in the new department. New SafeWord cards currently cost $90.

Getting SafeWord cards at IU

Obtaining and assigning a SafeWord card is the third step of a three-step process for gaining access to institutional data and applications at IU; see How do I get access to IU institutional data and applications? Before beginning this process, employees' paperwork must have been processed by University Human Resource Services (UHRS) and employees must have created their first IU computing accounts (see How do I get my first computing accounts at IU?).

To get a SafeWord card at IU:

1. Your supervisor should determine if a card is needed for your duties.
   
   
2. You must read and agree to appropriate data handling use statements by completing the Institutional Data Acceptable Use Agreement. See At IU, where can I find the Institutional Data Acceptable Use Agreement for access to institutional data and applications?

   You will not be issued or assigned a card until you have completed the Institutional Data Acceptable Use Agreement. Completing the agreement is immediately recorded online, so when you have finished, the process can continue.

3. Check with your department to see if you or your department needs to order a new card. Most departments have a SafeWord Card Coordinator, who may have a stock of cards available for assignment.

   If you do not have a departmental SafeWord Card Coordinator, email  swadmin@iupui.edu  or  safeword@iu.edu , or call the Safeword card administrator at 317-278-3305. If you need further assistance contact your campus Support Center.

   Once your department has determined whether or not a new card needs to be purchased, either the SafeWord Card Coordinator or you (if your department does not coordinate this process for you) will need to request the card and/or ask for the card to be assigned to you. The UITS Support Center Accounts Administration unit must complete a programming step before the card will work for you, even if your department already has an existing card available.

4. To order a new card or to assign an existing card to a user, log into OneStart at: https://onestart.iu.edu/

   From the Services tab, click Administrative Systems, and then Data Access. Choose Step 3 for the SafeWord card request screen.

SafeWord cards are managed by the UITS Support Center Accounts Administration unit. Contact Accounts Administration at  safeword@iu.edu .

Also see:

• At IU, where can I find the Institutional Data Acceptable Use Agreement for access to institutional data and applications?
• How do I get access to IU institutional data and applications?
• At IU, how do I log into an administrative system with my SafeWord card?
• At IU, where can I get help with my SafeWord card?