Safe and Secure
Use of The

Information
Systems

When using the information systems in the University of Tsukuba (networks, computers etc.), there
are some guidelines you must follow. Before using these systems, you need to read the checklist
below. If there are items that do not apply, please read the brochure carefully and follow theguidelines for using the information systems. For more details regarding this brochure, please go to:https://oii.tsukuba.ac.jp/en/oii-security-2/details/ .

□ I never duplicate any copyrighted materials or make them available to a third partyon the network.
(A revised copyright law took effect in October 2012 and a penalty wasintroduced for downloading digital audio or visual recordings which infringe copyright.)□ I do not have any file exchange software program installed.
- Examples of file exchange programs: Xunlei, BitTorrent, μTorrent, LimeWire, Cabos,WinMX, Share, Winny, PerfectDark, etc.

□ I never download software programs of unknown origin.
□ I regularly update Windows and use all software programs in their most recentversion.
□ I have installed an antivirus software program. In addition, I frequently update
the virus definition files to protect the computer from viruses.
□ I never give my password to anyone.
□ I never use other people’s passwords and user names.
□ I have set up a password which is hard to break.
□ I always manage personal information carefully and I always take measures toprevent information leakage.
□ As a member of the University of Tsukuba, I act responsibly and ethically when
posting information on social networking sites and the Internet in general.
□ When I use the Internet, I pay close attention to fraud (phishing or one-click fraud).
□ I am careful not to open suspicious e-mails.

Organization for Information Infrastructure1

I never duplicate any copyrighted materials or make them available to a third party on
the network. (A revised copyright law took effect in October 2012 and a penalty was
introduced for downloading digital audio or visual recordings which infringe copyright.)
The purpose of the copyright law is “to provide for, and to secure protection of, the rights ofauthors, etc. and the rights neighboring thereto with respect” to “[copyrightable] works as wellas performances, phonograms, broadcasts and wire-broadcasts, while giving due regard to thefair exploitation of these cultural products, and by doing so, to contribute to the developmentof culture.” If you duplicate copyrighted works illegally and make them available to a third party
without the author’s permission, you are subject to punishment. You may also be punished
for downloading digital audio or visual recordings when you are aware that they have been
uploaded infringing copyright.

trighCopyauthor

I do not have any file exchange software program installed.
Using file exchange software is very dangerous because some people distribute files with bad intentions. Moreover, thefile you have downloaded is automatically uploaded for a third party. The University of Tsukuba forbids the use of any file
exchange software program inside the campus network, including on the users’ personally owned computers. There isa system in place that blocks the use of file exchange software 24 hours a day and if you violate these rules, you may
be punished by the authorities of the university. However, if you have a legitimate reason to use a file exchange software
program on campus, please contact us. (Our contact address is shown on the last page of this brochure.)

I never download software programs of unknown origin.
If you find a web page of unknown origin distributing expensive software programs free of charge or at low cost, do not
download these programs. In many cases, these are distributed without permission. Besides infringing copyright, yourisk infecting your computer with a virus, since the software may have been modified. There is a system in place thatmonitors downloading of software programs of unknown origin. If you download such programs, you may be punishedby the authorities of the university.

I regularly update Windows and use all software programs in their most recent version.
Computer viruses can spread maliciously through the operating system (Microsoft Windows, macOS , etc) and can takeadvantage of defects in popular software programs (Microsoft Office, Adobe Flash Player, Adobe Reader, Java, etc). For
Microsoft Windows, you need to perform Windows Update or Microsoft Update; for macOS, you need to regularly dosoftware updates to maintain the software in its latest version. If the support for the operating system has ended, youneed to update to its latest version. It is also important to update all other software programs regularly.

I have installed an antivirus software program. In addition, I frequently
update the virus definition files to protect the computer from viruses.
When a computer is infected with a virus, not only data on the computer are destroyed but also the computer itself istaken over by the virus, and it might be used to send spam e-mails and attack other computers. Infection routes havediversified and using e-mails is not the only way a computer virus can spread. Actions such as browsing the Web or simplyinserting a USB memory into the computer may cause infection. To avoid being infected with a virus, it is important toinstall an antivirus software program and update the virus definition files on a regular basis. The University of Tsukuba
has purchased a site license of an antivirus software program. The antivirus can beinstalled on up to three personal devices (Windows machines, Macintosh machines
or mobile devices). The total number of installations must be less than 4. If you haveno other antivirus program installed or if you are not sure whether you are paying alicense fee for an already installed antivirus program, please install this one.
For more details, please go to https://oii.tsukuba.ac.jp/en/oii-security-2/details/.

2Anti Virus

I never give my password to anyone.
Usernames and passwords used for the information systems in the University of Tsukuba
are important information to identify the users. If you give your username and password
to a third party and he/she causes trouble while using the information systems ofthe university, you are also responsible for the problem because you gave away yourpassword. Furthermore, you must not use a username and password given to you bysomebody else.

I never use other people’s passwords and user names.
It is against Act on the Prohibition of Unauthorized Computer Access to acquire somebody else’s username and password
and log in as that person, or to take advantage of a security hole (flaw in a software program) for avoiding the username
and password confirmation, and log into a computer.

I have set up a password which is hard to break.
If a password is easy to break (your name, user name, birthday, phone number, repeating
the same characters, using an English word more than once, using the alphabet insequence on a keyboard, like “qwerty”, or using the above in reverse), a third party may
gain illicit access to your account.
It is important to set a password which is difficult to break (more than 8 characters,combination of capital letters, small letters, symbols and numbers) and change it
regularly. Even if a password is difficult to break, it is not advisable to write it down andmake it available to a third party.
Furthermore, it is not advisable to use the same password on different Internet services. Incidents have occurred wherepasswords were leaked from an Internet service; the same passwords were used to gain illegal access to a university
computer and send spam emails. If you need passwords for many different online services, you can use a password
management software.

I always manage personal information carefully and I always take measures
to prevent information leakage.
Faculty members as well as students may handle personal and medical information collected through surveys and soon during lectures and practice classes, but that information must not be released on the network. It is also forbidden to
take the information outside the university. If you need to take part of the information out of the campus, you need toobtain permission from an administrator of the respective information, or a person designated by the administrator (aninstructor of a class, or a supervisor of a laboratory, in case of a lecture or practice class) and take measures to secure theinformation (e.g. encrypt it), before carrying it away from the campus. You are not allowed to keep personal information
on a computer that is managed personally. If this is unavoidable, you must encrypt the information first.

As a member of the University of Tsukuba, I act responsibly and ethically when
posting information on social networking sites and the Internet in general.
Everything you post on the internet can be seen by anyone. If posting carelessly, you may get into trouble and youractions may affect the reputation of our university. You should be very careful not to post confidential, inappropriate oroffensive information on the Internet.

What if the tedfec
computer is inus?
with a vir

To avoid further infection, remove the infected computer from thenetwork (remove the network cable or the external wireless LAN card;
if you use an internal wireless LAN card, turn its switch off) and contact
us at the address on the last page of this brochure.
3

When I use the Internet, I pay close attention to fraud (such as phishing or
one-click fraud).
While it is convenient to use the Internet, it is also possible to face unexpected troubles. The following will show you
some tips to carefully observe fraud when using the Internet. This information is obtained from “Safe Living: How to Livea Pleasant Student Life”, published by the Student Office.
If you are in trouble and cannot handle the situation, do not attempt an easy solution. Please contact your friends or
faculty members or contact a consumer center first.

Phishing
In a phishing fraud, an attacker masquerades as an administrator etc. of a reputable company suchas a bank, Rakuten, Amazon, Apple, Microsoft etc., and directs users to a website which is very
similar to their real website, in order to steal the users’ personal identification and password.
The bank and other companies will never ask you to input and confirm personal information viaFalsee-mail. If you receive a suspicious mail, do not provide your information immediately. In such acase, do not contact the address you find in your e-mail, but contact the company directly.

One-click fraud
One-click fraud means that if you click once on a link in an e-mail or on a website, you appear to have entered into anagreement and you are requested to pay a certain amount of money. If you encounter such a situation, ignore therequest; do not make any payment for any purchase you are not aware of and do notgive out your name or address. However, in some cases the fraudsters exploit thejudicial process. If you receive notice that seems to come from court, do not ignore it,Your registration
Linkbut check the address of the courthouse on its web page (http://www.courts.go.jp/)
is complete!
and contact that address. Do not contact the address in the letter sent to you.
Transfer 40,000yen to thefollowing bank accountwithin 2 days

I am careful not to open suspicious e-mails.
The University of Tsukuba has observed an increase in suspicious e-mails. These often include phishing scams, involvingfraudulent e-mails that masquerade as e-mails coming from a mail system manager that try to lead you to a fake web
page in order to steal your account information. Cyber-attack e-mails claiming to represent delivery notifications fromdelivery companies designed to let you open an attachment file in order to infect your computer with a virus have also
been increasingly observed. If you receive an e-mail that seems suspicious (e.g. you have doubts about the subject, sender,contents), we recommend deleting it, not opening its attachment file, and not accessing the link included in the message.
(Reference) Examples of Phishing Emails : https://www.u.tsukuba.ac.jp/en-phishing-collection/

Contact us if you find any problems
Please contact us immediately if you find security vulnerabilities and defects in the information systems of theUniversity of Tsukuba, infringement of copyright, leaking of classified or personal information, release of classified
information or personal information about faculty members of the University of Tsukuba through the information
systems outside the university, and unauthorized use of contents owned by the University of Tsukuba.

Contactinformation

Organization for Information Infrastructure(Division of Information Infrastructure Management, Department of Academic Information)e-mail: oii-security@oii.tsukuba.ac.jp

For more details regarding this brochure: https://oii.tsukuba.ac.jp/en/oii-security-2/details/
This brochure has been created by the Office for Information Infrastructure Planning, Organization for Information Infrastructure at the University of Tsukuba.

4Issued in March, 2020