Duration

Role-based accounts are deleted after 180 days of non-use. You will receive an email one month in advance, informing you about the imminent deletion of the role-based account. By replying to that e-mail, you will be given the opportunity to delay the deletion for a further 180 days. Only if you do not reply within one month will the role-based account and all its contents be irrevocably deleted.

Assignment to a person

A role-based account always needs an assigned responsible person who is in a current employment relationship with the university. Employees who will soon be leaving the university will receive an information that lists the role-based accounts for which they are responsible and be advised that a new responsible person must be assigned to these role-based account(s). If no such handover takes place, the role-based account will be deactivated and later 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 responsible person, you automatically have authorisation for that account.

You can set up Outlook email access for role-based accounts yourself – either in the desktop app or in the Outlook web app (OWA). You do not need the password of the role-based account to set up email access; you only need its full email address (e.g. role-name@uni-oldenburg.de).

You can set up several role-based accounts in Outlook in parallel. This gives you simultaneous access to your personal mailbox as well as the mailboxes of the role-based accounts.

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

You can set the permissions for a role-based account yourself via the self-service portal. It is currently only available in German, but you can follow this step-by-step explanation:

1. Open the self-service portal.
2. Select “Anwendung” (application) in the top menu.
3. An overview of various functions will open (see image below).
4. Under the heading “Nutzerkonten” (user accounts), select the tile “Berechtigte für FKT-Konto” (Authorised users for role-based account).
5. This will open the settings for role-based accounts.
6. Now, select the respective role-based account – this is only possible if you are assigned as its responsible person.
7. Here you can add or remove other authorised users for the selected role-based account. The selected users will then get access to the role-based account’s email inbox and can use two-factor authentication for the role-based account.

You can request manager rights for a role-based account via the self-service portal. It is currently only available in German, but you can follow this step-by-step explanation:

1. Open the self-service portal.
2. Select “Anwendung” (application) in the top menu.
3. An overview of various functions will open (see image below).
4. Under the heading “Nutzerkonten” (user accounts), select the tile “Berechtigte für FKT-Konto” (Authorised users for role-based account).
5. This will open the settings for role-based accounts.
6. At the bottom of this page, select “Verwaltung eines anderen Funktionskontos anfragen” (request administration of another role-based account).
7. You can now use the search function to find the required role-based account and request admin rights for it.

Would you like to fully transfer responsibility for a role-based account to another person?

This setup is possible via the self-service portal, which is currently only available in German. But you can follow this step-by-step explanation:

1. Open the self-service portal.
2. Select “Anwendung” (application) in the top menu.
3. An overview of various functions will open (see image below).
4. Under the heading “Nutzerkonten” (user accounts), select the tile “Meine Nutzerkonten” (My user accounts).
5. The page “Meine Nutzerkonten verwalten” (Manage my user accounts) will open. There, you can select the espective role-based account and the person to whom you want to hand over management rights for the role-based account.
6. In doing so, you will lose both responsibility for and access to the functional account.
   If you wish to retain access to the functional account, the new responsible person must grant you authorisation again.

Would you like to grant another person access to the role-based account, while keeping the status as responsible person yourself?

You have two options to achieve this:

• Either you add the other person in the settings for the role-based account. To do so, you must be the responsible person for the role-based account.
• Or the other person can themself request admin rights for the role-based account. This request must in turn be approved by the current responsible person.

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 role-based accounts looks exactly the same as you are already familiar with from you personal account. However, there is one technical difference:

1. First, you must enter the login credentials for the role-based account, specifically the account name and password.
2. You must then also enter your personal second factor. For role-based accounts, you must use a one-time password (“TOTP”) as a second factor; 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 role-based account, you do not need a second factor. 2FA is only required to log into other services such as cloud storage or StudIP. Consequently, it may be the case that only the role-based account’s responsible person knows the respective password and has linked their second factor to the role-based account.