Basic rules
Basic rules
Basic rules of IT security
The following basic IT security rules are intended to assist all users (employees, students and external users) of the UOL campus network.
In the following, the term "IT device" refers to laptops, desktops, tablets, smartphones and smartwatches. This refers to both business and private devices. The term "campus network" includes not only the connection via LAN but also WLAN and mobile use via VPN.
Please report anyfaults to:
The following contact persons are available Matthias Schröder & Marco Scharringhausen
Network access and Internet
The connection of IT devices to the campus network is generally permitted.
Business laptops must be connected to the campus network at least once a month. This ensures that the software version of the devices is updated in good time.
All IT devices that are connected to the campus network must have an operating system that is still supported by the manufacturer (Windows 11, Ubuntu 22.04/24.04, macOS 13, iOS 18/26 or similar).
Each device must have up-to-date malware protection (a.k.a. "virus scanner"), on university devices is SentinelOne is mandatory. See the university websites for download and installation instructions (Linux, Windows, Mac): https://software.uni-oldenburg.de/software/SentinelOne/
The connection of devices with older operating systems (e.g. laboratory PCs for recording measured values) is only permitted on network sockets that are expressly labelled "Laboratory network". Other devices may not be connected to this network.
Workstation and office
When absent from the workplace, a screen or PC lock must be used to ensure that unauthorised persons do not have access to the IT device, the campus or laboratory network or confidential data.
This can be ensured, for example, by activating a screen lock. The screen lock can usually be activated by pressing "Windows key + L".
Email attachments from unknown senders must not be opened.
Hyperlinks may only be opened after carefully checking the email (sender, destination of the link - can be found out by touching the mouse pointer, for example).
Software and virus protection
If a virus or other malware is detected, e.g. by a virus scanner or similar tool, the affected employee must contact ICBM IT immediately. The IT device must be disconnected immediately from the campus network (including VPN) or the laboratory network.
Hardware
Mobile devices (e.g. laptops / smartphones, data carriers) must always be kept in a specially secured place
and never be passed on to unauthorised persons.If IT devices are serviced or repaired off-site, all confidential data must be backed up and then deleted from the device in a way that cannot be reconstructed. If this is not possible for technical reasons, the data carrier must be removed.
All IT devices that contain data worthy of protection and are no longer needed / are defective must be disposed of properly; for university devices, this can be done via the university's electronics workshops.
This means that the data to be protected is removed or the devices are disposed of (by professional disposal companies) in such a way that it is not possible to reconstruct the data. The ICBM's IT department will provide support.
The use of private peripheral devices (e.g. USB sticks or hard drives) on business IT devices is not recommended.
Data carriers
Employees are responsible for the secure, proper use and storage of the data carriers they use.
Before passing on a data carrier, it must be ensured (e.g. by removing the data beforehand, without the possibility of restoring it) that it only contains the data intended to be passed on.
All employees are responsible for ensuring that the information they forward is only passed on to authorised recipients.
Data carriers must always be checked for viruses before being sent. The sender of the data carrier is responsible for ensuring that it is virus-free.
All electronic documents for which further processing is not desired or intended may only be forwarded in PDF format with modification and, if necessary, copy protection.
copy protection.
Passwords
A password should be at least 12 characters long, not easy to guess, consist of upper and lower case letters and contain at least one number or special character. It should not contain any words or parts of words that can be found in a German dictionary. The same applies to names or parts of names.
Passwords for logging in to UOL services may not be used for other services (e.g. private email accounts or similar).
Passwords should not be written down on paper or similar. It is recommended to use password management software ("password vault", the university recommends KeepassXC).