In this guide you will find information and tips on ensuring cyber security.

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A cybersecurity incident is an unwanted or unexpected information security event or events, which may harm the operations of the organisation or compromise data security. 

Report the incident as soon as possible, contacting the ITO in the following order: 

  1. IT helpdesk, +372 737 5500
  2. Chief Information Security Officer Risto Rahu, +372 5305 5032
  3. Head of Infrastructure Erkki Kukk, +372 521 3503

During non-working hours, contact the ITO based on the cyber security emergency instruction (see below).


Keep informed of the rules governing the use of information systems and cybersecurity:


Ensuring data security is important and primarily depends on you:

  • be aware of data you hold in connection with your duties and ensure the security of data
  • store university data only on university servers and information systems
  • if the data given to you to perform a task are no longer needed, delete them from your computer


To ensure the safety of using a work computer, follow the instructions:

  • when leaving your computer, lock the screen. (for Windows, hold down the Windows key and tap on the L key)
  • make sure that a security software (Symantex Endpoint Protection) is used and running on your work computer and the latest versions of web browsers have been installed, if necessary, ask for advice from IT helpdesk
  • avoid using public (unencrypted) Wi-Fi connection in your laptop, or if it is necessary, use a VPN connection
  • if you work in a place where other people can see what is on your computer screen, we recommend using a privacy filter on your screen
  • if possible, use data (disk) encryption on laptop and smart devices
  • never leave your laptop unattended or in an unlocked room outside the office
  • if the device is stolen, immediately inform IT helpdesk and change your password as soon as possible for security reasons
  • if you suspect that you may have run a program or opened a document containing malware (unusual error message, disturbing ads, etc.), contact IT Helpdesk immediately. 


Make sure that the personal computer is using secure and up-to-date software, update the software if necessary.

Recommendations:

  • make sure your personal device uses secure and up-to-date software, update the software if necessary
  • use web-based (cloud-based) software solutions offered by UT to process work-related information
  • do not keep work information on a personal device for longer than necessary for remote work


The main e-mail solution of the University of Tartu is the cloud-based Microsoft Online Exchange and the related application Outlook.

Recommendations:

  • use the university's e-mail address for research and teaching
  • when you send an e-mail, select the recipients carefully – check whether all recipients need to be involved (especially when you reply to an e-mail) and whether the recipients' e-mail addresses are correct
  • if you receive an e-mail from a person or a company you do not know, use caution when opening attachments and web links in the message and if necessary, consult IT helpdesk. 
  • if you receive an e-mail which tells you to update your password, be careful and, if necessary, consult IT helpdesk. 
  • if you have opened a suspicious link, immediately contact IT helpdesk. 
  • to protect your account, enable 2-step verification (2FA) (check Activating two-factor authentication)


The cloud-based service uses third-party hardware and software and service is provided to end users under a contract or partnership agreement. Many free services contain advertisements or transfer personal information for sale to third parties. Many video conferencing and video lecture solutions are still under development and often contain security flaws. Software is being developed, but older versions may contain dangerous security issues that have been exploited by malicious people. Counterfeit software packages based on a number of well-known software programs, which contain malware added by criminals in addition to the original software, have become widespread on the Internet.

Security recommendations:

  • if your scheduled video meeting or video lecture contains sensitive information that should cause significant harm to the public, review the cloud-based service agreement or collaboration agreement and assess the potential risks, if in doubt, seek advice from IT helpdesk
  • if possible, organize your video meetings and lectures in private mode
  • for example, restrict access to a meeting or lecture to persons with a University of Tartu username, do not allow strangers to join the meeting
  • do not distribute web links to your private meetings or lectures through social media channels, use only the university’s e-mail and internal web channels to disseminate such information
  • if the meeting is with a wider audience, check who can join the meeting and who has the right to present or share screen
  • find out how you can remove strangers or mistakenly connected parties from the meeting. If necessary, seek help from user manuals or call IT helpdesk
  • make sure you always use the latest version of the video conferencing software
  • install the software only from the official channel (through the manufacturer's website or through the operating system's application store), if in doubt about the authenticity of the software, contact IT helpdesk
  • if you have any information security problems or questions, contact IT helpdesk immediately
  • document the incident as accurately as possible, the time of its occurrence and, if possible, take a screenshot of the program’s screen


The rules for creating a password are described here: Changing user password.

Recommendations:

  • it is safe to change your password at https://passwd.ut.ee
  • change your password regularly (at least once in two years) and change it immediately when you suspect your password has become known to someone else


If you see a suspicious person on the premises, find out who they are and where they want to go. If necessary, inform the UT security service of your suspicions at +372 737 5111. 


In matters of data protection at the University of Tartu, consult Senior Specialist of Data Protection Terje Mäesalu: 


To raise cyber security awareness: