Notes:

Only university staff members may apply for functional accounts. As applications for functional accounts are subject to the dual-control principle, a second person must be selected to approve the account. Furthermore, the person responsible for the functional account must also be designated.

The person in charge has the right to request changes to the account or to have it deleted, and serves as the email contact for important information regarding the account.

If the person responsible leaves the university, another member of staff must take over responsibility for the account; otherwise, the functional account will be blocked.

A functional account is set up via an automated workflow:

Request a functional account

Please send any other enquiries regarding the functional account by email to:

Account retention period and deletion

Guest, course and functional accounts are deleted after 180 days of inactivity. One month beforehand, you will receive an email informing you that your account is due to be deleted. If you reply to this email, you will be given the option to postpone deletion for a further 180 days. Only if you fail to reply within one month of this notification will your account, along with all its contents, be irrevocably deleted.

Assignment to an individual

A functional account must always be assigned to a person who is currently employed by the University. Staff members who are due to leave the University will be informed of the functional accounts for which they are responsible and advised that a new person must be assigned to take responsibility for the account. If this is not done, the functional account will be suspended and subsequently deleted.

To access role-based accounts, you first need the relevant authorisation. The person responsible for a role-based account can grant you the necessary authorisation. If you are the person responsible, you automatically have authorisation for that account.

You can set up email access for functional accounts yourself via Outlook – either in the desktop programme or in the Outlook Web App (OWA). You do not need the password for the functional account to do this; you only need its full email address (e.g. funktion-email-name@uni-oldenburg.de).

You can set up several role-based accounts in Outlook at the same time. This gives you simultaneous access to your personal mailbox and the mailboxes of the role-based accounts.

To find out how to access not only emails but also other areas of the functional account (e.g. cloud storage or StudIP), please refer to the section on two-factor authentication below.

1. You can set the permissions for a function account yourself via the self-service portal.
2. Click on ‘Application’ in the top menu.
3. An overview of various functions will open (see image below).
4. Under the heading ‘User accounts’, click on the ‘Authorised users for FKT account’ field.
5. This will open the settings for function accounts.
6. First, select a function account – this is only possible if you are assigned as the person responsible for it.
7. You can now add or remove other authorised users for the selected function account. The selected users can access the function account’s email inbox and use two-factor authentication for the function account.

1. To manage a functional account yourself, you must apply for this via the self-service portal.
2. Click on ‘Application’ in the top menu.
3. An overview of various functions will open (see image below).
4. Under the heading ‘User accounts’, click on the ‘Authorised users for FKT account’ field.
5. This will open the settings for function accounts.
6. On this page, there is a selection for ‘Request administration of another functional account’ at the bottom.
7. You can now use the search function to find the required function account and request administrative rights for it.

Would you like to transfer full responsibility for a functional account to another person?

1. Log in to the self-service portal.
2. Click on ‘Application’ in the top menu.
3. An overview of various functions will open.
4. Under the heading ‘User accounts’, click on the ‘My user accounts’ field.
5. The ‘Manage my user accounts’ page will now open. There, you can make a selection of the relevant functional account and the person who is to take responsibility for it.
6. In doing so, you will lose responsibility for and access to the functional account.
   If you wish to retain access to the functional account, the new person in charge must grant you authorisation again.

Would you like to grant another person access to the functional account, whilst remaining the person responsible for it yourself?

There are two ways to do this:

• Either you add the other person in the settings for the functional account. To do this, you must be the person responsible for the functional account.
• Or the other person can submit a proposal to become a co-administrator of the role account themselves. This proposal must then be approved by the person responsible.

Please note: 2FA login for functional accounts will be introduced in November 2026. This means that not all of the following information is currently in effect:

Visually, the login process for functional accounts looks exactly the same as you are already familiar with from personal accounts. However, there is one technical difference:

1. First, you must enter the login details for the functional account, i.e. the account name and password.
2. You must then also enter your personal second factor. For functional accounts, you must use a one-time password (‘TOTP’) for this; a ‘YubiKey’ (FIDO2) cannot be used. You can find out how to set up this second factor in the next section.

If you only wish to access the email inbox of a functional account, you do not need a second factor. 2FA is only required to log in to other services such as cloud storage or StudIP. Consequently, it may be the case that only the person responsible for the account knows the functional account’s password and, where applicable, has linked their second factor to the functional account.