VoIP stands for "Voice over Internet Protocol" and means that the telephony data is transmitted via the Internet. Because we are introducing a so-called "on premise" (i.e. on site / on campus) solution, all data and information generated by VoIP telephony remains within the University of Oldenburg in our campus network. It doesn't matter whether you are on campus or off campus, e.g. in the case of mobile work or teleworking: all connection data is transmitted in encrypted form from your end device to the IT services Data Centre and from there finds its way to the desired connection partners.

By switching to VoIP telephony, you can make calls independently of a permanently installed telephone. With the so-called Jabber app, a special telephony programme, you can also be reached on your business number on your business device (e.g. laptop, tablet) when working from home. The Jabber app provides you with a clearly organised call journal and the university's telephone directory. You can switch on call forwarding via the Jabber app and via your web browser.

UOL uses a combination of Telekom and Cisco: German Telekom will remain our transfer point to the public telephone network even after the switch to VoIP telephony.

The connections in Wechloy and Haarentor are redundant, so they can each take over if one of the connections fails. This ensures that telephone calls can still be accepted and made despite a one-sided failure of the infrastructure.

The hardware and software of the VoIP telephone system comes from Cisco. Cisco is a well-known network equipment supplier and is also used, for example, by the Jade University of Applied Sciences and the University of Bremen.

In order to ensure that our telephony data does not leave the university networks and is not routed via external Data Centres, we made a conscious decision not to use a cloud solution or cloud components.

The data is processed on UOL servers.

Yes, we have set up the system in such a way that it is particularly available and runs via two separate internet connections. In addition, communication from the Jabber client via the Internet to the University of Oldenburg systems is encrypted and therefore tap-proof.

This depends on the extent of the damage. If an attack results in the university user accounts no longer being available, it will only be possible to use the Jabber app for a certain period of time, namely as long as the login information is still cached. These times can vary depending on when the last login took place. In such a case, the central IT services would switch the login/authentication as quickly as possible so that calls via the Jabber app should be possible again. The situation is different for desk phones: Calls could still be made via desk phones within the university even if there is no access to the university user accounts.

If the local network connection is disrupted and the computer no longer has access to the UOL services, the telephony end devices will also no longer work. It makes no difference whether you use the Jabber app or a desk phone. However, the IT services have placed great emphasis on system reliability during the design phase. For example, the function of the actual telephone system is split across several servers. Furthermore, separate Internet connections are used for incoming and outgoing telephony connections, which are used solely for this purpose.

All connections must be connected to the new VoIP telephony system, regardless of whether the connection is for an individual person, a laboratory or a door. Depending on the type of connection, different functions and devices will be available - see What functions can I use with the VoIP telephony service?

In this case, a local, VoIP-capable desk phone is used, which can be used by several people.

No. Student assistants could, for example, be reached on site via permanently installed, VoIP-enabled workgroup telephones.

The UOL telephone system is outdated and can soon no longer be repaired as there are no more spare parts available.

With the introduction of the VoIP telephony service, we are utilising an established, stable and secure technology. Because VoIP telephony works via the Internet, you as an employee can make calls from anywhere and very easily via your business device, e.g. computer or tablet. This simplifies telephony and makes it much easier to reach you via your work telephone number, especially for mobile work / teleworking and also for increasingly flexible on-site workplaces. The sound quality of calls is better. There are also a few practical functional enhancements - see What functions can I use with the VoIP telephony service?

Before employees can use the VoIP telephony service, we have to make a number of software and hardware adjustments. We also test the stability of the system. In addition, we have to adapt all processes in the telephony environment and involve the main users in the process. A service agreement will be concluded with the Staff Council on the VoIP telephony service and we will have to transfer the existing telephone directory into a new telephone directory and integrate it into the new telephony app (= Jabber app), for example.

We plan to switch the first areas to VoIP telephony at the beginning of 2027. Which areas will be affected and when is still being planned and the units will be informed in good time. Before then, we will gather experience in test and pilot operations.

We are currently considering this in the project. We are working hard to ensure that the gradual transition to the new VoIP telephony service starts at the beginning of 2027. An internal IT services test operation has been running since February 2026 and a pilot operation with selected organisational units is planned for autumn 2026.

In any case, we will give the departments sufficient advance notice of when their changeover is imminent and offer training opportunities in advance.

We want to have completed the switch to VoIP telephony by mid-2028.

No! If the changeover to VoIP telephony is imminent, the affected areas will be informed separately and will receive all the necessary information.

If there are any restrictions on telephony during the technical preparations, we will inform you separately.

If you would like to familiarise yourself with the Jabber app beforehand: We will offer training courses and information videos and also set up two small test centres (Haarentor / Wechloy) where you can try out how it feels to make calls with the Jabber app.

We will prepare the most important information at an early stage and also offer training courses, both on site and online.

No, you keep your number.

As an employee, you will generally use the Jabber app on your computer/work device and a headset for VoIP telephony. You will therefore not receive a new telephone set. Because if we use the workplace equipment that is already available, we are using university resources responsibly. We will let you know when and where you can dispose of your old telephone.

We are impressed by the user-friendliness and flexibility of the Jabber app and therefore recommend that all employees try it out first.

Desk phones can still be made available if required, and the purchase should then be approved by the responsible finance department. We offer specific solutions for Offices and branch offices with a very high volume of telephony.

Non-personal telephones in working groups / laboratories are to be replaced by VoIP-capable desktop telephones. Non-personal telephones at doors / in event rooms are also replaced by VoIP-compatible telephones.

Do you have a disability, e.g. hearing or sight, and are unsure what the VoIP changeover means for you? You can find information on accessibility here - see What accessibility features are available with VoIP telephony?

We are currently planning to offer the following functions as standard for employees' personal telephony:

• Initiate, accept, reject and hold calls regardless of location
• Switch between calls
• Divert / forward internally
• Call list / call journal
• Answering machine / voicebox, with personalised greetings and time profiles as well as email notification when a new message is received
• Phone book and individual contacts / favourites
• Conference calls
• Collection groups
• Call pick-up groups
• Status display (available / away / in conversation / do not disturb / user-defined)

Video telephony, the chat function and the screen sharing function of the Jabber app are not available.

For non-personal workgroup phones, telephony will be location-based and some functions will not be available, including personalised announcements and redirection to time profiles.

Yes, as long as you have an internet connection and a business device and, if necessary, a headset, you can use the Jabber app to make calls from any location. This means that calls to your work number are received directly on your PC/device. And when you call someone, your work extension is displayed. This means that you no longer need to divert calls to other (private) numbers.

The Jabber app is the programme that allows you to make calls over the Internet without the need for a separate telephone set. The app can be installed on all business end devices, i.e. computers, laptops, tablets or smartphones. The sound is output via the end device's loudspeakers and microphones or via a connected headset. The Jabber client is operated via a user interface on the screen of the respective end device.

The chat function of the Jabber app is not available, as synchronisation between end devices is not working satisfactorily.

We would like to set up test centres at the Haarentor campus and one at the Wechloy campus. It should be possible to try out the Jabber app there from autumn 2026. More information will follow.

The Jabber app works with most common headsets that you may already have or can obtain via EDE / the university. We will provide recommendations for suitable headset models in due course.

The previous telephones have to be disposed of because they are not compatible with the new technology. The old telephones will not be replaced one-to-one with new desktop devices because the standard equipment for telephony in future will be a computer and headset.

If you use a telephone that is specifically adapted to your needs, e.g. as support for a disability, please contact us or the Representative for Employees with Disabilities For more information on support options for VoIP telephony, see What accessibility features are available for VoIP telephony?

There will be a new phone book. Find and Phone will be replaced.

Yes!

Yes!

Yes!

Anyone who has registered for the "Private calls" function can still pre-dial 7 for private calls (instead of 0 for business calls). The connection charges for calls made with the 7 prefix are then billed via the payroll system. This function will not be continued. The new telephone system does not have this function. Special programming will not be carried out in view of the very low usage figures, which have been declining for years.

No, "Openscape Xpression" is being replaced by "Unity". The Jabber app or browser is used to access the so-called "voice mailbox"/voicemail to listen to and manage messages, record announcements and create time profiles.

We are also working to ensure that employees are notified by email for every missed call and every new voicemail message.

Saved Xpression greetings and messages cannot be automatically transferred to the new voicemail.

The need for support in the area of telephony is very individual depending on the person. You can therefore contact the VoIP team or the Representative for Employees with Disabilities at any time We can then discuss your individual needs, find and test solutions or integrate existing hardware.

Experience has shown that VoIP telephony, and the Jabber app in particular, can be combined well with support systems:

When using the Jabber app, it can work with common screen readers such as JAWS and NVDA to increase accessibility for visually impaired users. The Jabber app can also be operated using keyboard shortcuts. For users with hearing impairments, hearing aids or a cochlear implant can often be paired with the computer running the Jabber app (directly or via Bluetooth streamer/adapter). Calls can then be made via the paired devices.

When using a desk phone, Cisco devices already have accessibility functions. The Cisco 9841 and Cisco 9861 models can be accessed via IT services, where:

• the font size on the display can be adjusted,
• Voice feedback behaviour can be activated (e.g. the name or number of the person calling is read out when a call is received),
• voice feedback helps to navigate through the phone menu,
• the handset is compatible with hearing aids.

BigBlueButton is available for video calls.

No, because an incoming call rings on all your devices on which the Jabber app is active / logged in.

If the fax function is urgently required for business purposes, a solution will be provided. However, a fax is generally not suitable for the transmission of personal data, which is why employees should use secure alternatives (see also the information provided by the Bremen State Data Protection Commissioner).