User Regulations

To ensure consistently good usage conditions over time, it is necessary to follow certain basic rules for using computers, especially in computer labs, and other IT facilities. By using the computers and other IT facilities, you also accept these user regulations.

---

§ 1 Use of IT Facilities

1. IT facilities include all electronic systems that process, store, or output data and information, or serve communication purposes, such as computers, servers, storage systems, telephones, or the campus network. Their use for commercial purposes is not allowed. These devices were partly funded for specific purposes and are available at HNEE for free use. Exceptions apply to third-party funded devices.

 

2. IT facilities may only be used by members and affiliates of the University for Sustainable Development Eberswalde (HNEE) for study, teaching, research, and other official tasks. Other users require permission from university leadership, the deans of the respective faculties, the university library, or the IT Service Center (ITSZ). Public IT facilities (e.g., information terminals) are open to all.

3. Access to the campus network, including Wi-Fi, is managed by the IT Service Center. For technical reasons, access may be denied, e.g., to protect computers and services from viruses.

1. Notices, operational, and usage guidelines for devices must be observed. The equipment and connections must be handled with care. Damage affecting usability should be reported to the IT Service Center. Lost items found near public devices must be handled confidentially and turned in to the responsible department or the nearest administrative office.

1. HNEE computers and some IT services require user login, which must be done with a personal username and password. Passwords must be kept confidential and not shared.

2. Passwords must include a mix of uppercase and lowercase letters, numbers, and special characters, using at least 3 of these 4 categories. Passwords must be at least 7 characters long and not contain the user's account name or more than two consecutive characters from their full name.

3. ITSZ staff can enforce an immediate password change in urgent security-related cases.

1. An HNEE account includes a username, password, storage space, and an email inbox. The account is created upon enrollment or employment and remains active until 180 days after departure from the university. In special cases, ITSZ may extend this period.

2. The provided password must be changed as soon as possible and kept confidential. It should not be used on external websites that do not end in "hnee.de."

3. The IT Service Center stores necessary data for account identification and operation. Some of this data (name, email, phone, office) is used for the university’s online directory. Users can request that this information not be published.

---

§ 5 Food and Drink

1. Eating is not allowed at computers. Drinking is permitted only if spillage is prevented. Food and drinks near computers must be in closed or stable containers. Users must ensure their hands are clean before using the mouse or keyboard, and any messes must be cleaned up immediately by the user.

---

§ 6 Smoking Ban

1. Smoking and open flames, such as candles, are prohibited in the buildings, including computer labs.

---

§ 7 Software

1. Installing personal software on HNEE computers is prohibited. Only licensed and ITSZ-installed software may be used.

2. In special cases, staff may be granted administrative rights to install their own software on their PCs, provided the software is legally obtained and usage rights are respected.

3. Copying software installed on HNEE computers violates copyright laws and licensing agreements. Unauthorized copying can lead to legal liability and criminal prosecution with penalties of up to one year in prison or fines.

4. Copying licensed software on HNEE computers is not allowed. Creating and distributing illegal copies will result in the same legal consequences as outlined above.

---

§ 8 Data

1. Data available on the university intranet may only be used and copied for study and official purposes. Sharing with third parties or using it for commercial purposes is prohibited.

2. The university leadership may set exceptions (e.g., for third-party projects or marketing purposes).

3. Additional restrictions and usage conditions are binding. All resulting products, such as reports or websites, must credit the author, include the university logo, and mention the related course or project.

4. All university members must comply with applicable regulations and laws, such as:

  - Federal and State Data Protection Acts (BDSG and LDSG)

  - Data Spying (§ 202a StGB)

  - Data Alteration (§ 303a StGB) and Computer Sabotage (§ 303b StGB)

  - Computer Fraud (§ 263a StGB)

  - Dissemination of Propaganda from Unconstitutional Organizations (§ 86 StGB)

  - Offenses like defamation (§§ 185 ff. StGB)

  - Copyright violations, such as illegal copying of software (§§ 106 ff. UrhG)

  - Data Confidentiality (§ 5 BDSG)

5. IT Service Center stores user activity logs only for technical operation and troubleshooting. These logs will not be shared with third parties.

1. The internet at HNEE is for study, teaching, research, and official tasks. When downloading files, the respective licensing and usage rights must be followed. Using images from third-party websites for personal publications is prohibited unless the author permits it.

2. Accessing pornographic or politically radical content is forbidden. Disseminating content that promotes violence, pornography, racism, or hatred is prohibited and subject to criminal law.

3. In case of suspected viruses, data breaches, or other security concerns, notify a supervisor or ITSZ immediately.

---

§ 10 Email Service

1. Each account typically includes an email inbox with at least two addresses (firstname.lastname@hnee.de and username@hnee.de). The sender's full name is always displayed when sending emails.

2. University communications are often conducted via email. Users are required to check their HNEE emails regularly, as these may contain important information.

3. Email transmission within HNEE and over the internet is unencrypted unless encrypted by the user. Incoming emails are scanned for certain keywords (spam filter).

4. When using your email for external communication, you represent HNEE and must use it responsibly, avoiding racist, discriminatory, or offensive content.

5. Official emails must include a signature with the following information:

  - University for Sustainable Development Eberswalde

  - Department or division

  - Address

  - Contact details (phone, email, etc.)

1. Disk space on central servers or storage (P-drive, cloud, etc.) is limited. ITSZ can adjust the available space if necessary. Additional storage may be granted upon request for specific needs like thesis work.

2. Unused or old files may be deleted by administrators after the defined retention period has passed.

---

§ 12 Technical Problems

1. Computers in the labs should not be moved or disconnected, as this could cause damage to the hardware or network.

2. For technical issues, contact ITSZ immediately. In case of smoke or burning smells, disconnect the equipment immediately.

1. The last person leaving a computer lab must ensure all computers are shut down and the windows and doors are closed.

---

§ 14 Chip Card

1. In rooms with chip card access, ensure the door remains closed. Chip cards must not be shared or used by others. The use of chip cards is electronically recorded.

---

§ 15 Data Backup

1. Users are responsible for backing up personal data. ITSZ takes steps to protect and back up data stored on central servers, but full data recovery cannot be guaranteed.

1. ITSZ staff have the authority to issue instructions regarding the use of computer labs and central systems.

2. Warnings may be given verbally or via email. Repeated violations may result in temporary or permanent exclusion from using IT services.

3. In case of serious violations, the faculty dean or relevant authority will be notified. Repeated violations by students may result in expulsion.

---

§ 17 Implementation

1. These user regulations of the IT Service Center at the University for Sustainable Development Eberswalde come into effect the day after their official publication, effective from 19.11.2015.