IT Service Catalogue for Employees

Central email service for reliable and secure communication for all university members. In addition to sending and receiving emails, the service includes calendars, contacts, and task management.

The email service is based on Exchange Online as part of Microsoft 365 (COMM-M365-1.0). All university members receive a personal mailbox with email, calendar, contacts, and tasks. Access is available via Outlook (desktop, web, and mobile), Apple Mail, Thunderbird, and other clients. Shared mailboxes are available exclusively via the Outlook app. Incoming emails are checked for spam, viruses, and phishing by Sophos Central Email Security. For university-wide communication with students and staff, an additional distribution list service is available via the Sympa server.

Jade University user account (User Administration (SECID-UADM-1.0)).

When using Outlook Desktop (Windows/macOS) or Outlook Mobile (iOS/Android), no further action is needed after migration (restart may be required). For other email clients (Apple Mail, Gmail, Thunderbird): account reconfiguration required (remove existing account and add again).

The service provides:

• Sending and receiving emails
• Managing calendars (personal and shared)
• Storing and sharing contacts
• Organizing tasks

Advantages of Exchange Online:
- Enhanced security: encrypted data transmission and storage, multi-factor authentication (MFA), protection against spam, viruses, and phishing via Sophos Central Email Security
- Automatic synchronization across all devices (PC, smartphone, tablet)
- Team collaboration: shared calendars and mailboxes, integration with Microsoft Teams, SharePoint, and OneDrive
- Scalability without own server infrastructure

All mailboxes are being migrated to Exchange Online in coordinated waves by the end of summer semester 2025. The migration runs fully automated in the background. Access remains available during migration. Outlook app (desktop/mobile) users need no further action (restart may be required). Other email clients (Apple Mail, Thunderbird) require account reconfiguration.

Access options:
- Outlook Desktop App (Windows/macOS) – full feature set for office workstations
- Outlook on the Web (OWA): https://outlook.office.com/mail/?domain_hint=hs-woe.de – no installation needed, nearly all desktop app features
- Outlook Mobile App (iOS/Android) – push notifications, syncs emails, calendar, contacts
- Apple Mail (iOS/macOS) – native Exchange support, syncs emails, calendar, contacts, reminders, and notes. Limitation: no shared mailboxes
- Gmail App (Android) – via Exchange ActiveSync (EAS). Limitations: no shared mailboxes, calendar/contact sync may be restricted
- IMAP/SMTP clients (e.g. Thunderbird, Evolution) – limited functionality (no calendar, no contacts)

Shared mailboxes are available exclusively via the Outlook app (desktop, mobile, or web).

Additionally, Jade University operates email distribution lists via the Sympa server (https://sympa.jade-hs.de) for university-wide communication with student and staff groups across all three campuses (Wilhelmshaven, Oldenburg, Elsfleth).

Access via Outlook on the Web: https://outlook.office.com/mail/?domain_hint=hs-woe.de

Thunderbird (IMAP) – account setup:
Microsoft has disabled username/password login for Exchange Online and enforces OAuth2/Modern Authentication.
- Incoming server (IMAP): outlook.office365.com, port 993, SSL/TLS, OAuth2
- Outgoing server (SMTP): smtp.office365.com, port 587, STARTTLS, OAuth2
- Username: loginname@hs-woe.de (e.g. ma1234@hs-woe.de)

Evolution (Linux) – account setup:
- Server type: Exchange Web Services
- Host URL: https://outlook.office365.com/EWS/Exchange.asmx
- OAB URL: https://mail.jade-hs.de/OAB/
- Authentication: OAuth2 (Office365)

Shared mailboxes: access exclusively via Outlook app (desktop, mobile, or web).

Digital email signatures and encryption: S/MIME certificates can be used for digital email signing and encryption. Requirement: valid user certificate (Certificates (SECID-CERT-1.0)). Instructions for Apple iOS/macOS, Android (FairEmail), Linux (Evolution), Thunderbird, Outlook (Windows/Mac) are available in the HRZ Wiki.

Email distribution lists (Sympa): https://sympa.jade-hs.de
Available lists include:
- bedienstete@sympa.jade-hs.de (all employees)
- bedienstete-whv/-ol/-els@sympa.jade-hs.de (by campus)
- bedienstete-prof@sympa.jade-hs.de (professors)
- studierende@sympa.jade-hs.de (all students)
- studierende-whv/-ol/-els@sympa.jade-hs.de (by campus)
- fb*-studierende@sympa.jade-hs.de (by department)

Post-migration troubleshooting:
- Outlook prompts for password for shared mailbox: remove and re-add via 'Open these additional mailboxes'
- Emails landing in Junk: right-click → 'Not Junk'
- Public folders unavailable: enable 'Download shared folders' and 'Download public folder favorites' in account settings

Contact for questions: hrz@jade-hs.de or COMM-HELPDESK

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/email/start

• Outlook Desktop App (Windows/macOS) – recommended, full feature set
• Outlook on the Web (OWA) – no installation, browser-based
• Outlook Mobile App (iOS/Android) – for mobile use
• Apple Mail (iOS/macOS) – native, but no shared mailboxes
• IMAP/SMTP clients (Thunderbird, Evolution) – limited, no calendar

Telephony, meetings, and messaging for all employees of Jade University. The service enables internal and external communication via a unified software client.

Jade University uses the Cisco Webex software client for telephony, meetings, and messaging. All employees have access to the free Webex client for calls, video conferences, and instant messaging. Desk phones are only provided in exceptional cases and are subject to a fee. Users with a phone number automatically have a voicemailbox. The integrated calendar is connected to the Exchange system (Email (COMM-EMAIL-1.0)). The client supports Windows, macOS, Linux, iOS, and Android.

Jade University user account (User Administration (SECID-UADM-1.0)). Cisco Webex client must be installed (download: https://www.webex.com/de/downloads.html) Available for Windows, macOS, Linux, iOS, and Android.

Telephony:
- Primarily software-client based (Webex)
- Desk phones (Cisco 9851) only in exceptional cases – subject to a fee, request via IT helpdesk with cost center reference (COMM-HELPDESK)
- Software client is free
- All users with a phone number automatically have a voicemailbox

Meetings:
- Meetings can be scheduled and conducted directly in the client
- Integrated calendar is connected to the Exchange system (Email (COMM-EMAIL-1.0))
- Whiteboards and recordings (Vidcast) available

Messaging:
- Instant messaging via the Webex client to all participants
- Groups and teams for collaboration

Supported hardware:
- Headset Cisco C 722 (Bluetooth, USB dongle)
- Camera Cisco Desk Camera 1080p
- In exceptional cases: desk phone Cisco 9851

Installation and login:
- Download: https://www.webex.com/de/downloads.html
- Login with email address, then username and password
- Mobile clients for iOS and Android are automatically activated

Initial desk phone setup (Cisco 9851):
1. Set up phone and connect to left rear network port
2. Generate activation code at https://user.webex.com/ → Settings → Devices → 'Add Device' → 'Cisco IP Phone'
3. Enter activation code (format 1234-1234-1234-1234) on the phone

Headset C 722 setup:
1. Connect headset via USB cable (wait for firmware update)
2. Connect Bluetooth USB dongle directly to device (not via docking station)
3. Update dongle firmware: https://upgrade.cisco.com/accessories
4. Disconnect headset from USB, slide switch up for 3 sec → Bluetooth pairing
- Dongle LED solid blue = connected
- Power on: switch on ear cup, LED green = on
- Accept/hold/end call: middle outer button
- Mute: flip microphone boom up

Camera setup (Cisco Desk Camera 1080p):
- Mount on monitor and connect via USB
- Webex Client → Settings → Accessories → 'Cisco Desk Camera 1080p' → 'Active'

Voicemailbox:
- Management at https://user.webex.com/
- PIN management, enable/disable, record custom greeting

Call forwarding:
- In Webex client → 'Calls' → Call forwarding → enter phone numbers
- Enter phone numbers in full format (WHV: +494421985XXXX, OL: +494417708XXXX, ELS: +4944049288XXXX)
- Active forwarding indicated by phone icon with arrow

Monitoring: A second phone number can be assigned via the monitoring function. Incoming calls are displayed on your client and can be accepted.

External calls: dial +49 instead of 0.

Virtual Desktop (VDI):
- No separate installation needed in the virtual desktop Virtual Desktops (WORK-VD-1.0)
- Launch via: Start menu → '4 – HRZ Telephony and Meeting'
- If 'VDI plugin not installed' message appears: install plugin from drive X:\Downloads\Telephony and Meeting\WebEx VDI Plugin

Troubleshooting:
- Error 'Connection to phone services disconnected': click error text → login prompt → enter credentials. If unsuccessful: profile picture → Help → Health Check → Reset
- For persistent issues: contact COMM-HELPDESK
Further information about this service in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/communication/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/communication/start

• Cisco Webex software client – free, recommended for all employees
• Desk phone Cisco 9851 – fee-based, by request via IT helpdesk with cost center
• Device-independent settings (voicemailbox, call settings, meetings): https://user.webex.com/

Video conferencing systems for online meetings, digital teaching, and webinars. Several platforms are available to meet different requirements for participant numbers, features, and data protection.

University members can choose from several video conferencing systems. Cisco Webex is the universal client for meetings and collaboration and is also used for telephony and messaging (Communication (Telephony & Messaging) (COMM-PHONE-1.0)). Microsoft Teams is available for chat and meetings as part of Microsoft 365 (COMM-M365-1.0). Zoom is used in particular for digital teaching. The German Research Network (DFN) provides DFNconf/Pexip for conferences and Adobe Connect for webinars. Participation in external Skype for Business meetings is possible as a guest.

Jade University user account (User Administration (SECID-UADM-1.0)). For DFNconf: DFN access via the organizer portal. For Skype for Business: organizer's invitation link, client installation may be required.

Cisco Webex:
Universal software client for meetings, webinars, and collaboration. The same client is also used for telephony and messaging (Communication (Telephony & Messaging) (COMM-PHONE-1.0)). Available for Windows, macOS, Linux, iOS, and Android.

Microsoft Teams:
Chat, meetings, and collaboration as part of Microsoft 365 (COMM-M365-1.0).

Zoom:
For online meetings and digital teaching. Documentation in the LMS Wiki: https://lms-wiki.jade-hs.de/en/webconference/zoom/start

DFNconf / Pexip:
Conference service of the German Research Network with excellent video and audio quality. Maximum 23 participants per conference. Additional streaming option for larger audiences. Access via dedicated VC systems or simple web-based access.

DFN Web Conferences / Adobe Connect:
For e-learning events and webinars with up to 200 participants.

Microsoft Skype for Business:
Jade University does not provide its own accounts. Participation in external meetings is possible as a guest via invitation link.

Cisco Webex:
- Download: https://www.webex.com/de/downloads.html
- Login with email address, then username and password
- Features: messaging, meetings, calls, whiteboards, contacts, voicemailbox, Vidcast, teams
- Detailed instructions → Communication (Telephony & Messaging) (COMM-PHONE-1.0)

DFNconf / Pexip:
- Organizer portal: https://my.conf.dfn.de/
- Maximum 23 participants
- Streaming option for larger audiences
- More info: https://www.conf.dfn.de/beschreibung-des-dienstes/

DFN Web Conferences / Adobe Connect:
- For e-learning and webinars up to 200 participants
- Info: https://www.conf.dfn.de/webkonferenzdienst-ueber-adobe-connect/

Zoom:
- Documentation in LMS Wiki: https://lms-wiki.jade-hs.de/en/webconference/zoom/start

Skype for Business (guest participation):
1. Click invitation link
2. First time: download and install Skype for Business
3. Already installed: join directly
4. Enter name → 'Join as Guest'
5. Wait in lobby, activate camera via camera icon

Further information in the HRZ Wiki: https://hrz-wiki.jade-hs.de/en/tp/vcs/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/vcs/start
[2] https://lms-wiki.jade-hs.de/en/webconference/zoom/start

• Cisco Webex – universal client for meetings, telephony, and messaging
• Microsoft Teams – chat and meetings (part of Microsoft 365)
• Zoom – online meetings and digital teaching
• DFNconf / Pexip – research network conferences, max. 23 participants + streaming
• Adobe Connect – webinars up to 200 participants

Cloud-based productivity platform for document creation, communication, collaboration, and personal file storage. The service forms the common foundation for several IT services at Jade University.

Jade University uses Microsoft 365, licensed through the Microsoft Campus EES (federal agreement). The service includes Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and SharePoint, among others. Employees receive an A3 or A5 license depending on their role; students can use Microsoft 365 Education free of charge. All employees may also install Office on personal devices for work purposes. The service must be activated in the eIDentity Portal (User Administration (SECID-UADM-1.0)). Devices in PC Network System (WORK-PCVS-1.0) receive Office LTSC via ZENworks instead.

Jade University user account (User Administration (SECID-UADM-1.0)). Activation in eIDentity Portal required: eIDentity Portal → 'Microsoft 365' → activate service.

Available applications:
- Word, Excel, PowerPoint – document creation (web and desktop)
- Outlook – email client, connected to Exchange Online (Email (COMM-EMAIL-1.0))
- Teams – communication, chat, video meetings, and collaboration Video Conference (COMM-VCS-1.0)
- OneDrive – personal cloud storage
- SharePoint – team sites and document libraries Jade Connect (Intranet) (COMM-JCONNECT-1.0)

License types:
- A3 (employees): desktop OS upgrade, Office applications
- A5 (certain roles): A3 + advanced security, compliance, analytics
- Microsoft 365 Education (students): free via institutional email address

All employees may also use Office on personal devices for work purposes. Installation is via the Microsoft 365 Apps Portal.

Note: PC Network System (WORK-PCVS-1.0) devices receive Office LTSC via ZENworks instead – they do not use the M365 Apps Portal download.

Microsoft 365 Apps Portal: https://m365.cloud.microsoft/apps/?domain_hint=hs-woe.de
OneDrive: https://jadeconnect-my.sharepoint.com/

Login: domain login (firstname.lastname@jade-hs.de or @student.jade-hs.de)

Eligible users:
- Employees: Office on work and personal devices (for work use)
- Students: Microsoft 365 Education free of charge

Included products (selection): Word, Excel, PowerPoint, Outlook, Teams, OneDrive, SharePoint, OneNote, Access (Windows), Publisher (Windows), Forms, Planner, To Do, Stream, Sway, Whiteboard, Power Automate, Power Apps

Login: use email address as username (firstname.lastname@jade-hs.de or @student.jade-hs.de), then password from university credentials.

Login troubleshooting:
- Wrong password: go to office.com and log in with university credentials
- Other issues: clear browser cookies

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/m365/start

Central intranet of Jade University for internal communication, collaboration, and information sharing among employees.

Jade Connect is the intranet of Jade University and is based on SharePoint as part of Microsoft 365 (COMM-M365-1.0). It serves employees as a central platform for internal communication, document storage, and collaboration. Various organizational units maintain their own areas on Jade Connect, including the Occupational Safety and Health unit (Occupational Safety & Health (ADMIN-SAFETY-1.0)). Access is via web browser using university credentials.

Employee status at Jade University; active Microsoft 365 (COMM-M365-1.0) account. Activation in eIDentity Portal required.

Sources:
[1] https://jadeconnect.sharepoint.com/

Operation of the central network infrastructure connecting all Jade University locations and forming the technical foundation for all IT services.

The university network connects the three locations Wilhelmshaven, Oldenburg, and Elsfleth and provides fundamental infrastructure services: DNS name resolution, NTP time service, network monitoring, and wired network authentication (Software-Defined Access). New devices in PC Network System (WORK-PCVS-1.0) are delivered fully preconfigured. Department and lab servers can be integrated into the network infrastructure after consultation with the IT center (COMM-HELPDESK).

Device on the Jade University network

Included services:
- DNS name resolution – DNS/DHCP cluster in Wilhelmshaven, automatic distribution to clients. Manual DNS server: 139.13.250.66
- NTP time service – Two highly precise, GPS-synchronized time servers LANTIME M300 (Meinberg) in Oldenburg and Wilhelmshaven. Configuration: time.jade-hs.de, port 123. Devices in PC Network System (WORK-PCVS-1.0) are automatically synchronized. Access to external time synchronization sources is blocked for security
- Network monitoring – Monitoring via PRTG (Paessler) for system status
- Software-Defined Access (SDA) – 802.1x network authentication for wired connections. Configuration: PEAP/MSCHAPv2, root CA 'Hellenic Academic and Research Institutions RootCA 2015'. New devices in the PC network system are delivered fully preconfigured

Department/lab servers can be integrated into the network infrastructure – consultation with COMM-HELPDESK required.

Further information about network infrastructure in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/network/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/network/start

Secure access to the university network from external locations, such as from home office or during business travel.

IMPORTANT NOTICE: The VPN service cannot currently be reliably maintained due to a provider change. The Virtual Desktop environment Virtual Desktops (WORK-VD-1.0) is available as the recommended alternative.

The VPN service is based on Cisco AnyConnect and establishes an encrypted tunnel connection to the university network. After successful login, all internal services are available as if on-site. For questions, the IT helpdesk is available (COMM-HELPDESK).

Jade University user account (User Administration (SECID-UADM-1.0)); Cisco AnyConnect client

Usage:
1. Start the Cisco AnyConnect Client
2. Enter VPN server address: ra-vpn.jade-hs.de
3. Log in with long username: ab1234@hs-woe.de
4. Confirm access profile with 'Accept'
5. After login: VPN client appears in system tray (Windows)
6. Check connection status via VPN client icon
7. Disconnect via the same icon

For questions: contact IT center via COMM-HELPDESK.

Further information and instructions for VPN in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/vpn/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/vpn/start

Wireless network access at all Jade University locations for university members and guests.

Wi-Fi access is provided via eduroam, a worldwide infrastructure for wireless network access at educational and research institutions. Authentication uses the domain login of the home institution. At Jade University, the SSID 'eduroam' is used. Guests from other eduroam institutions can connect using their own credentials. Jade University members can likewise use eduroam at all participating institutions worldwide.

Jade University user account (User Administration (SECID-UADM-1.0)); Wi-Fi-capable device; correct eduroam configuration (see platform guides above)

Technical settings (all platforms):
- EAP method: PEAP
- Phase 2 authentication: MSCHAPv2
- Domain: hs-woe.de
- Username: domain login (e.g. ma1150@hs-woe.de)
- Certificate: T-TeleSec GlobalRoot Class 2

Quick guides by platform:

Apple iOS: Settings → WLAN → eduroam → enter username (ma1150@hs-woe.de) → Connect. Troubleshooting: tap (i) on eduroam → 'Forget This Network'.

Apple macOS: Wi-Fi dialog → eduroam → Connect. Username: ma1150@hs-woe.de.

Google Android: Settings → WLAN → eduroam: EAP method PEAP, Phase 2 MS-CHAP v2, CA certificate: use system certificates, Domain: hs-woe.de, Identity: ma1150@hs-woe.de.

Microsoft Windows: Wi-Fi icon → eduroam → Connect. Username: ma1150@hs-woe.de, enter password, confirm certificate prompt.

Ubuntu Linux (GNOME): Wi-Fi → eduroam → Security: WPA/WPA2-Enterprise, Authentication: PEAP, Anonymous identity: anonymous@hs-woe.de, PEAP version: Automatic, Inner authentication: MSCHAPv2, Username: ma1150@hs-woe.de.

Note: There is currently no active mobile device management. Confirm the presented certificate as long as it is issued by 'T-TeleSec GlobalRoot Class 2'.

Further information and setup instructions for Wi-Fi in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/wi-fi/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/wi-fi/start

Central point of contact for all IT requests, incident reports, and service requests from university members.

The IT helpdesk can be reached via a web-based ticket system and by email (hrz@jade-hs.de). All IT requests, incident reports, and service requests are recorded and processed as tickets. Tasks include support for user administration (User Administration (SECID-UADM-1.0)), CampusCard support (CampusCard (SECID-CCARD-1.0)), PC setup (WORK-PCT), and general IT consulting. The helpdesk is available at all three locations during published opening hours.

Helpdesk services:
- User administration: creating, modifying, and deleting user accounts (User Administration (SECID-UADM-1.0))
- CampusCard: card creation and support (CampusCard (SECID-CCARD-1.0))
- Ticket system: primary channel for all requests to the IT center

Tickets can be created in two ways:
- Via email to hrz@jade-hs.de (automatic ticket creation)
- Directly in the HRZ customer portal with the option to attach files and screenshots

The customer portal allows users to view, edit, track, and close their own tickets.

HRZ customer portal: https://helpdesk.hs-woe.de/
Email: hrz@jade-hs.de

Accessing IT services from home (home office / mobile working):
- Data drives (occasional): WebFiler in browser Data Drives (STORE-DRIVES-1.0)
- Data drives (convenient): WebDrive software
- Data drives (full access): virtual desktop Virtual Desktops (WORK-VD-1.0)
- Direct SMB connection: not suitable from home
- Email (occasional): Outlook Web App Email (COMM-EMAIL-1.0)
- Email (convenient): email client on PC
- Video conferencing: Cisco Webex or Zoom Video Conference (COMM-VCS-1.0)
- Phone: use Webex client, do not forward to private number Communication (Telephony & Messaging) (COMM-PHONE-1.0)
- VPN: required for software needing campus network VPN (INFRA-VPN-1.0)

Sources:
[1] https://hrz-wiki.jade-hs.de/en/services/start

Central management of work PCs in a shared server environment, ensuring consistent software and service provisioning across all locations.

The PC network system integrates desktop PCs and virtual desktops Virtual Desktops (WORK-VD-1.0) into a centrally managed server environment. It provides file, print, and plot services and ensures fully automated software distribution via ZENworks Configuration Management. All workstations receive a uniform drive structure (Data Drives (STORE-DRIVES-1.0)) and the same software offering, regardless of location. New devices are delivered fully preconfigured.

Desktop PC with Windows 10/11 64-bit, LAN connection to the university network. Integration requires re-installation – contact PC Service (WORK-PCT).

Included services:
- Data Drives (STORE-DRIVES-1.0) – drive structure planning, permission management
- Print services – printer provisioning PRINT-PRINT
- Imaging – network-based automated OS installation via PXE boot
- License servers – 2 global + 3 site-specific (SPSS/IBM, AutoCAD/Autodesk, Mathcad Prime/PTC, LabVIEW/NI)
- PRINT-MFD – print/copy/scan
- Plot services – plotter provisioning PRINT-PLOT
- Software distribution – via ZENworks software menu Software (APPS-SW-1.0)
- Webfiler – access data drives via web browser
- WSUS – Windows Server Update Services for pool rooms

Supported imaging hardware (selection):
Dell OptiPlex (5000–7090), Dell Precision (3630–7920 Tower), Dell Latitude (7440, 7450), Dell Pro (13/14/Max/Micro/Slim/Tower Plus).

Notebooks cannot be integrated – use virtual desktops instead. Integration requires re-installation and special permissions – contact PC Service.

WARNING: Imaging deletes all data irretrievably. Since NVMe SSDs + Windows 11: UEFI mode only.

PC network system documentation in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/pc-vs/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/pc-vs/start

Virtualized desktop environments providing university members with a full PC workstation regardless of location and device.

Virtual desktops provide access to a full desktop environment through the Omnissa Horizon Client. The service is available for Windows, macOS, Linux, iOS, and Android and is the recommended alternative to VPN (INFRA-VPN-1.0) and PC Network System (WORK-PCVS-1.0) for notebooks. The connection server is accessible at vd.jade-hs.de; login uses the standard credentials. Various desktop pools are available for different user groups, including employees, students, and departments.

Jade University user account (User Administration (SECID-UADM-1.0)); Omnissa Horizon Client or current web browser

Client installation:
- Windows/macOS: go to vd.jade-hs.de → 'Install Omnissa Horizon Client'
- Ubuntu Linux: sudo dpkg -i ./Omnissa-Horizon-Client*.x64.deb
- iOS/Android: 'Omnissa Horizon Client' from App/Play Store

Available desktop pools (155 VDs total):
- 011: HRZ (10 VDs) – IT center staff
- 020: StA (15 VDs) – staff unit and QMuP
- 021: Administration (20 VDs) – D1, D2, D4
- 030: Staff (20 VDs, GPU) – departments and org units
- 031: Student pool room (30 VDs) – general teaching
- 032: Student pool room (30 VDs, GPU) – general teaching
- 061: FB-I 3DEXPERIENCE (30 VDs, GPU) – Engineering dept.

Usage notes:
- Resolution: 4K (3840×2160) supported. GPU pools: max. one 4K monitor
- Display protocols: 'Blast' and 'PCoIP' (switchable for display issues)
- Do NOT save data on local VD disks – use drives X:\ and Z:\ Data Drives (STORE-DRIVES-1.0)
- 'All desktop sources busy': not an error – try another pool
- External networks: open TCP ports 4172, 9427, 32111 (in/out)
- Session management: disconnected sessions auto-logged-off after 2h (students) / 4h (staff)
- Always log off properly: Start → User icon → Logout

Software provisioning via VMware AppVolumes and ThinApps – software added to OS menu without separate installation. Own software installation is not possible.

Further information and VD client download in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/vd/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/vd/start

PC workstations in pool rooms at all campus locations for students and staff.

The IT center manages a total of 28 pool rooms with 441 workstations across three campus locations. All PCs run Windows 11, have access to central software distribution (Software (APPS-SW-1.0)), and are integrated into PC Network System (WORK-PCVS-1.0). The software offering and drive structure (Data Drives (STORE-DRIVES-1.0)) are identical across all locations. Work groups can be used across locations.

Jade University user account (User Administration (SECID-UADM-1.0)); access during building opening hours

Features:
- Automated software provisioning (identical menu system at all locations)
- Identical drive concept Data Drives (STORE-DRIVES-1.0)
- Cross-location workgroup functionality
- Assigned MFDs PRINT-MFD and plotters PRINT-PLOT
- Projector and partial media control (Extron with ShareLink)

Rooms by location (selection – HRZ-operated):
Elsfleth: W52 203 (12), W52 204-205 (25), W52 212 (21)
Oldenburg: G 10 (12), HB1 I-6 (15), HB1 I-7 (25), HB1 I-8 (25), MR 101 (20), MR 102 (24), V 11 (20), V 13 (20)
Wilhelmshaven: H 213 (20), H 415b (17), S 106 (15), S 107 (12), S E22 (4 + scanners), S E23-E24 (29)

Rules:
- Only software from HRZ software menu (no own installations)
- Cannot lock workstations (always log off)
- Pool rooms re-imaged every semester break
- Access during building opening hours, unrestricted

Room overview and pool room equipment in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/pools/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/pools/start

Provision and management of network printers at Jade University.

The IT center provides network printers for all employees and integrates purchased printers into the university network. Printers are accessed via the central print server. Setup is available for Windows, macOS, and Linux. In PC Network System (WORK-PCVS-1.0), configuration is automatic; outside it, login with domain credentials is required. Printing is only possible within the university network; from external locations, the service can be used via Virtual Desktops (WORK-VD-1.0).

Jade University user account; printer setup on own PC; network connection within university or VD Virtual Desktops (WORK-VD-1.0)

Windows setup:
1. Windows Explorer: \\glob-ps2.hs-woe.de\
2. Not in PC network system: log in with domain login (ma1150@hs-woe.de)
3. Right-click desired printer → 'Connect'
Troubleshooting: enable file and printer sharing.

macOS setup:
1. Install printer driver from manufacturer
2. Printers & Scanners → Add → Advanced:
Type: Windows printer via spoolss
URL: smb://glob-ps2.hs-woe.de/<printer-name>
3. Terminal: sudo lpadmin -p <name> -o auth-info-required=username,password
4. Login: ma1150@hs-woe.de

Ubuntu Linux setup:
sudo apt install python3-smbc smbclient system-config-printer
1. Printer → Add → enter glob-ps2.hs-woe.de
2. Login: domain login (ma1150@hs-woe.de)
3. Select printer and driver

Note: setup and printing only work within the Jade HS network. From external: use Virtual Desktops (WORK-VD-1.0).

Printer setup instructions in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/printing/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/printing/start

Fee-based multifunction devices on campus for printing, copying, and scanning.

Multifunction devices (MFDs) for printing, copying, and scanning are available across the entire campus. Usage is fee-based using a credit system on the CampusCard (SECID-CCARD-1.0). The devices support A4 and A3 printing in black-and-white and color, as well as scanning to USB stick. Setup is done through a web interface. For employees, costs can also be billed to cost centers.

CampusCard (SECID-CCARD-1.0) or user account; subject to fees; university network connection

Price table (since 01.03.2020):
- DIN A4 b/w one-sided: €0.05 | double-sided: €0.10
- DIN A4 color one-sided: €0.07 | double-sided: €0.14
- DIN A3 b/w one-sided: €0.10 | double-sided: €0.20
- DIN A3 color one-sided: €0.14 | double-sided: €0.28

Payment:
- CampusCard wallet CampusCard (SECID-CCARD-1.0): top up at machines or canteen
- Cost center on CampusCard: for staff – register via IT center

Print jobs can be retrieved at any MFD within 72 hours.

Windows setup:
1. Windows Explorer: \\ccm-qpilot-1.hs-woe.de\
2. Login: ma1150@hs-woe.de
3. Right-click QPilot → Connect
4. Print via QPilot → retrieve at MFD with CampusCard

macOS: currently only via InterCard User Service (mobilePrint website).

Ubuntu Linux: install driver (TA/UTAX 5505ci), SMB connection to smb://ccm-qpilot-1.hs-woe.de/QPilot.

Additional features:
- Quota query: check CampusCard balance at any MFD terminal
- PIN protection: recommended – activate via F3 button at terminal

On-site contacts: ELS: Christoph Heimann, OL: Wilfried Ramke, WHV: Frau Flammkamp.

Service status: https://ccm-qpilot-1.hs-woe.de:1081/
Setup instructions and MFD locations in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/mfd/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/mfd/start

Large-format printing for university members via plotters in pool rooms and departments.

The IT center provides plotters in pool rooms and departments for large-format printing (Pool Rooms (WORK-POOLS-1.0)). Usage is fee-based (e.g. DIN A0: €3.00) and billed through a credit system. Students top up their balance via CampusCard (SECID-CCARD-1.0) at self-service terminals; employees via an IT center form. Access is via the plot print server.

Plot credit: CampusCard wallet for students CampusCard (SECID-CCARD-1.0); form for staff. University network connection.

Credit top-up:
- Students: self-service at transfer terminals (WHV: S E22, OL: MR 114). CampusCard wallet balance CampusCard (SECID-CCARD-1.0) transferred to plot system.
- Staff: top up via HRZ form (print, fill, submit).

Credit refund (upon graduation/departure):
- Form only available at HRZ, must be completed on site
- Up to €30.00: cash payout via Department 5 post offices
- Over €30.00: bank transfer only

Windows setup:
1. Explorer: \\glob-ps3.hs-woe.de\
2. Login: ma1150@hs-woe.de
3. Right-click plotter → Connect

macOS setup: install driver from manufacturer, URL smb://glob-ps3.hs-woe.de/<plotter-name>, login: standard login (ma1150).

Linux setup: install python3-smbc + smbclient + system-config-printer, workgroup HS-WOE in /etc/samba/smb.conf, SMB connection to glob-ps3.hs-woe.de.

Setup instructions and plotter locations in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/plotting/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/plotting/start

Central network drives for secure storage and sharing of files for all university members.

All employees and students receive access to central network drives. Each user has a personal home drive (Z:\) and access to shared data drives (X:\) for cross-organizational collaboration. On devices in PC Network System (WORK-PCVS-1.0) and on Virtual Desktops (WORK-VD-1.0), drives are mapped automatically. Drives are backed up daily. Outside the managed environment, access is possible via UNC path.

Jade University user account (User Administration (SECID-UADM-1.0)); PC network system or manual SMB/WebFiler access

Drive structure:
- Z:\ (Home drive) – Personal drive, path \\hs-woe.de\home\c1\<username>, accessible only by the user
- X:\ (Data drive) – Shared drive, path \\hs-woe.de\data, folders per department/institute, permissions managed by org units

Access:
- PC Network System (WORK-PCVS-1.0): drives automatically connected via SSO (Kerberos)
- Manual setup: SMB connection to \\hs-woe.de\... with domain login (ma1150@hs-woe.de)
- macOS: Finder → Go → Connect to Server: smb://hs-woe.de/data
- Linux: file manager → Connect to Server: smb://hs-woe.de/data
- External access: via WebFiler (https://webfiler.jade-hs.de) or Virtual Desktops (WORK-VD-1.0)

WebFiler (WebDAV access):
URL: https://webfiler.jade-hs.de/HTCOMNET/hcwebdav/
Login: standard login (username only)
Web-based access to Z:\ and X:\ from anywhere.

Data security:
- Deleted files: restorable via 'Previous Versions' in Windows Explorer
- Encryption: Kleopatra (OpenPGP, part of Gpg4win) for signing/encrypting individual files (Certificates (SECID-CERT-1.0))

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/datadrives/start

Digital capture, archiving, and management of documents for university administration.

The document management system of Jade University is based on d.3 by d.velop and primarily serves university administration in the areas of HR and finance. Access is via https://dms.jade-hs.de using the standard login. Available clients include the d.3 Smart Explorer (web client) and the d.3 Desktop Client. On PCs in PC Network System (WORK-PCVS-1.0), the software is installed automatically via ZENworks (Software (APPS-SW-1.0)). The IT center handles technical operations; content responsibility lies with the using departments.

Jade University user account (User Administration (SECID-UADM-1.0))

Document capture is possible via:
- PCs in PC Network System (WORK-PCVS-1.0) – automatic installation via ZENworks Software (APPS-SW-1.0)
- Non-integrated devices (notebooks, home office) – manual access

Technical DMS documentation in the HRZ Wiki: https://hrz-wiki.jade-hs.de/en/tp/dms/start
Further information and contacts (Department 3, Div. 3.1): https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-3-innerer-service-und-betriebliche-gesundheit/abt-31-qualitaetsmanagement-und-organisationsentwicklung/dokumentenmanagement/

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/dms/start
[2] https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-3-innerer-service-und-betriebliche-gesundheit/abt-31-qualitaetsmanagement-und-organisationsentwicklung/dokumentenmanagement/

Cloud-based storage and collaboration service for mobile working and file sharing within and beyond the university.

The Collaboration Cloud is based on a self-hosted Nextcloud instance and enables location-independent file access and collaboration with internal and external partners. Access is via https://ccs.jade-hs.de using the standard login. Employees receive 100 GB, students 20 GB of storage. In addition to file management, web apps for office documents, calendar, contacts, forms, and other collaborative tools are available.

Jade University user account (User Administration (SECID-UADM-1.0))

Storage quotas:
- Staff: 100 GB
- Students: 20 GB
- Max. single file size: 10 GB

Integrated web apps:
- Files – file management, sharing, versioning, trash, favorites
- OnlyOffice (CCO) – edit documents, spreadsheets, presentations online
- Calendar – CalDAV, events, sharing, external calendars (ICS)
- Deck – Kanban boards for project planning
- Notes – Markdown-based
- Contacts – CardDAV address book, import/export (VCF)
- Tasks – CalDAV task management with subtasks

Desktop client access:
Nextcloud client (Windows, macOS, Linux) with server address https://ccs.jade-hs.de. Selective sync supported, auto-start recommended.

Protocol access:
- WebDAV: https://ccs.jade-hs.de/remote.php/webdav/
- CalDAV: https://ccs.jade-hs.de/remote.php/dav/calendars/<username>/
- CardDAV: https://ccs.jade-hs.de/remote.php/dav/addressbooks/users/<username>/

Group folders: shared folders for teams/departments, created via ticket COMM-HELPDESK, visible under /Shares.

Encryption: Cryptomator recommended for end-to-end encryption of sensitive files (all platforms, free on desktop).

System requirements: modern browser (Firefox, Chrome, Edge, Safari); desktop client: Windows 10+, macOS 10.14+, Linux; mobile: iOS 15+, Android 8+.

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/collabcloud/start

CCS (storage, Nextcloud) and CCO (office, OnlyOffice) available as separate services

State-wide cloud platform for students and staff of Lower Saxony universities with shared digital services.

The Academic Cloud is funded by the Lower Saxony Ministry of Science and operated by GWDG (Göttingen). University members can log in at https://academiccloud.de via federated authentication through their home institution (DFN-AAI/Shibboleth). The platform offers cloud storage, a chat service (Rocket.Chat), a wiki system (WIKI.js), virtual machines (GitLab runners), and further services. Cloud storage is based on ownCloud and enables cross-institutional file sharing.

University affiliation (student or employee of a Lower Saxony university); login via DFN-AAI/Shibboleth

Included services:
- Cloud storage – Based on ownCloud. WebDAV: https://sync.academiccloud.de/remote.php/webdav. Desktop sync via ownCloud client. Cross-institutional file sharing for research.
- Project management – Based on OpenProject (open source). Work packages, Gantt charts, agile boards, time tracking, wiki, forums. Authentication via Academic Cloud SSO.

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/ac/start

Campus management system for applications, enrollment, study program, and examination management.

Jade eCampus is based on HISinOne (HIS eG) and is the university's central campus management system. Access is via https://ecampus.jade-hs.de. The system covers the modules Application and Admission (APP), Student Administration (STU), Examination and Course Management (EXA), and Alumni Management (ALU). After enrollment, students receive their credential sheet for all IT services via the 'Student Account' portlet (User Administration (SECID-UADM-1.0)).

Applicants: self-registration; students: activated user account (User Administration (SECID-UADM-1.0))

Modules:
- APP – Applications and admissions
- STU – Student administration
- EXA – Examination and event management
- ALU – Alumni

Students receive their access data sheet (User Administration (SECID-UADM-1.0)) via eCampus in the 'Student Account' portlet after enrollment. It contains: username, initial password, email address, Wi-Fi parameters.

CampusCard photo (CampusCard (SECID-CCARD-1.0)): upload in eCampus (jpg/jpeg, max. 10 MB, full head visible).

The IT center is responsible for technical operation. Subject-specific questions are answered by the Enrollment Office.

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/ecampus/start

Privacy-compliant access to generative AI (ChatGPT) for university members through a didactically designed interface.

HAWKI is a didactically designed interface based on ChatGPT by OpenAI. Jade University members use the platform with their university credentials. No personal data is stored or shared. In addition to a chat area, HAWKI offers the ability to have conversations with fictional experts. Learning rooms help create effective prompts.

Jade University user account (User Administration (SECID-UADM-1.0))

Features:
- AI chat (ChatGPT-based)
- Conversations with fictional experts for learning scenarios
- Learning rooms for learning effective prompts

The tool was developed at HAWK's Interaction Design Lab and released as open source on GitHub.

Access: https://hawki.jade-hs.de/
Information course on HAWKI with additional materials (Moodle course)

Sources:
[1] https://lms-wiki.jade-hs.de/en/tools/hawki/start

AI-powered translation service based on the DeepL API Pro with enhanced data protection for all university members.

Jade Translations is an AI-powered translation service using the DeepL API Pro, available to all Jade University members for university-related tasks. Unlike the free offerings on deepl.com, texts are not permanently stored when using the API Pro and are not used for training AI models. A data processing agreement pursuant to Art. 28 GDPR is in place.

Jade University user account (User Administration (SECID-UADM-1.0))

Benefits:
- High translation quality – DeepL delivers high-quality translations, enabling multilingual and accessible communication.
- Data protection – Texts are not permanently stored and are not used to train AI models (data processing per Art. 28 GDPR). Translation of confidential or personal content is therefore generally possible.
- Convenient and always available – Translate texts via the web interface without creating a DeepL account. The service is available after login, even from outside the university network.
- Glossary support – University-specific terminology and preferred translations are automatically applied via centrally maintained glossaries.

Available translation directions:
- Automatic detection
- German → English
- English → German (formal)
- English → German (informal)

Sources:
[1] https://translation.sst.jade-hs.de/en/deepl/translation/

Central provision and management of licensed software for all university members.

Jade University provides a wide range of centrally licensed software. Distribution is via ZENworks Configuration Management in PC Network System (WORK-PCVS-1.0) and on Virtual Desktops (WORK-VD-1.0). Available campus licenses include Microsoft products, Adobe software, statistics programs, CAD applications, and specialized software. On managed devices, installation is automated via the software menu in the start menu. Additional software can be requested through the IT helpdesk (COMM-HELPDESK).

University affiliation; for Adobe CC: employee status; software request via process ticket in COMM-HELPDESK

Available campus licenses:

Microsoft (EES – Enrollment for Education Solutions):
- A3: desktop OS upgrade, Office apps (for staff)
- A5: A3 + advanced security, compliance, analytics
- Students: Microsoft 365 Education (free via institutional email)
- Activation: eIDentity Portal → Microsoft 365 (COMM-M365-1.0)

Adobe Creative Cloud (ETLA Campus):
- Full Creative Cloud (Photoshop, Illustrator, InDesign, Premiere Pro, Acrobat Pro etc.)
- Staff only (not students)
- Activation: eIDentity Portal → 'Adobe Creative Cloud'

MathWorks MATLAB (TAH – Total Academic Headcount):
- MATLAB, Simulink, and most toolboxes
- For staff AND students
- Installation via MathWorks portal with institutional email

National Instruments LabVIEW: 200 student licenses, available in pools.

Corel (CASL): CorelDRAW Graphics Suite, Mindjet MindManager. For staff on work and personal devices (for work use).

Request new software via process ticket (COMM-HELPDESK).

Overview of available software and license information in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/sw/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/sw/start

Online booking system for cross-location reservation of rooms and vehicles at Jade University.

The online booking system (rbs.jade-hs.de) enables employees to reserve meeting and seminar rooms, company cars, rental cars, and bicycles across all locations. Managed by the Mail, Information and Mobility (PIM) unit in Department 3 (Building Management (ADMIN-BLDG-1.0)). Bookings can be searched, created, and managed via the web application.

Jade University user account (User Administration (SECID-UADM-1.0))

Sources:
[1] https://rbs.jade-hs.de/

Central management of user accounts and IT identities for all university members as a prerequisite for using all IT services.

Every user of Jade University's IT resources needs a digital identity (username and password). The username format is XX#### (2 letters + 4 digits). Accounts are created automatically via a SAP interface (APPS-SAP). After receiving the credential sheet, the account is activated in the eIDentity Portal. The user account automatically provides access to email (Email (COMM-EMAIL-1.0)), Wi-Fi (WLAN / Wi-Fi (INFRA-WIFI-1.0)), PC Network System (WORK-PCVS-1.0), network drives (Data Drives (STORE-DRIVES-1.0)), as well as print and plot services.

University affiliation (students, staff, lecturers, guests)

• 1000–1999: Staff
• 2000–8999: Students
• 9000–9999: Others

Login types:
- Standard login: username only (e.g. ma1150)
- Domain login: username@hs-woe.de (e.g. ma1150@hs-woe.de)
- Important: domain login (@hs-woe.de) ≠ email address (@jade-hs.de / @student.jade-hs.de)

Services included per account:
- Email address Email (COMM-EMAIL-1.0)
- Wi-Fi access WLAN / Wi-Fi (INFRA-WIFI-1.0)
- PC Network System (WORK-PCVS-1.0) login
- Data Drives (STORE-DRIVES-1.0)
- Printing, plotting, MFD

Account activation:
Via eIDentity Portal under 'Activate Account'. Requires: username, initial password, and date of birth (from access data sheet). User sets a personal password.

Password rules:
- Minimum 8 characters, case-sensitive, digits, special chars (! + -)
- Umlauts NOT allowed; no expiration
- Change via eIDentity Portal; affects: CCS, printing, email, eCampus, eduroam, VPN, virtual desktops etc.
- Forgotten: present photo ID at HRZ or use eIDentity Portal recovery
- Password manager recommended: KeePassXC (PC), KeePassium/Strongbox (iOS), KeePass DX (Android)

eIDentity Portal functions:
- View/manage user account
- Change password
- Set security questions for password reset
- Set up smartphone recovery
- Increase email quota
- Activate external services: Adobe Creative Cloud, Cisco Webex, Microsoft 365
- Edit profile, upload presentation photo (133×100 px, max. 60 kB)
- Initial account activation

Access data sheet:
- Staff: distributed by HR department
- Students: via Jade eCampus 'Student Account' portlet eCampus (APPS-ECAMPUS-1.0)
- Contents: first name, last name, username, initial password, email, Wi-Fi parameters (SSID, authentication)

Account lifecycle:
- Creation: automated via SAP interface (APPS-SAP)
- Professors/staff/students: email 28 days before end → blocked 14 days after → deleted after 60 more days
- Lecturers: email 7 days before → blocked 215 days after → deleted after 180 more days
- Retirees: professors become affiliates, accounts extended yearly until calendar year end; notified in November, renewal on request

Information about account activation, password, and eID in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/uadm/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/uadm/start

Provision of digital certificates for secure email communication, file signatures, and server authentication.

The IT center provides a Public Key Infrastructure (PKI) in cooperation with the DFN Association through GÉANT-TCS (Trusted Certificate Service). The current CA provider is HARICA (since January 2025). User certificates (S/MIME) for email signing and encryption as well as server certificates for securing web applications and services are available. User certificates can be requested by employees (not students) through the HARICA portal.

University affiliation; user certificates: staff only; server certificates: server operation at Jade University

User certificates (S/MIME):
- Eligibility: staff only (NOT students)
- Standard: X.509, algorithm RSA, key size 4096 bits
- Purpose: email signing/encryption, file signing
- Request: HARICA Certificate Manager → Academic Login → Jade Hochschule → Email-only → email validation → enroll certificate (RSA, 4096) → download .p12 file
- Backup: rename to <date>_GEANT-TCS-HARICA_<name>.p12, store in CCS (Personal/Certificates) or Z:\Certificates Data Drives (STORE-DRIVES-1.0)
- Integration: Windows (Internet Options → Certificates), macOS (Keychain), iOS/Android (email .p12 to self), Linux (individual apps)
- Adobe document signing NOT supported

Server certificates (SSL/TLS):
- Eligibility: staff operating servers
- Validity: 1 year
- Preparation (generate CSR):
openssl genrsa -out key.pem 4096
openssl req -new -key key.pem -out csr.pem
(C=DE, ST=Niedersachsen, L=Wilhelmshaven/Oldenburg/Elsfleth, O=Jade Hochschule ...)
- Issuance: HARICA Certificate Manager → Server → OV certificate → submit CSR; contact: Mr. Früchtenicht / Mr. Manemann (HRZ)

Internal CAs (issued by HRZ):
- HS-WOE Certificate Authority (hs-woe.de)
- HS-WOE Certificate Authority (META)
- Internal CA integration: Windows (certificate management), macOS (Keychain), iOS (Safari → Profile), Android (Settings → Security), Ubuntu (sudo trust anchor), Firefox (Settings → Certificates)

Information about user certificates and server certificates in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/certificates/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/certificates/start

Protection of all devices connected to the university network against malware.

Every device connected to the university network must have up-to-date virus protection. Jade University has been using Sophos Endpoint Protection since June 2023. On devices in PC Network System (WORK-PCVS-1.0), protection is automatically active. For devices outside the PC network system, installation is performed by the IT center – a ticket via the helpdesk is required (COMM-HELPDESK). Free solutions are available for download for private devices.

Virus protection is mandatory for all devices on the university network; university affiliation for Sophos Home

Service devices:
- PC network system (desktop PCs, pool PCs): automatically protected PC Network System (WORK-PCVS-1.0)
- Devices outside PC-VS (mobile systems): HRZ must install – create ticket via service desk (COMM-HELPDESK)

Personal devices:
- Each university member can protect up to 10 personal devices
- Registration: Sophos Home: Commercial Use Edition website
- Enter university email → confirmation email → create Sophos account with personal email
- Important: uninstall existing antivirus first
- This does NOT register as a university device
- Support for Sophos on personal devices: only via Sophos Home support, NOT via HRZ

Email security: Sophos Email Security for spam and virus protection (Email (COMM-EMAIL-1.0))

Information and setup instructions for virus protection in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/virusprotection/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/virusprotection/start

Fully digital application, approval, and billing of business travel for employees.

DiRk (Digital Business Travel Requests and Billing) enables fully digital processing of business travel via the SAP Fiori App (APPS-SAP). The service replaces analogue processes and has been available university-wide since February 2025. Instructions for registration, application, approval, and billing are available on the Department 2 – Div. 2.5 (Travel Expenses) pages on the intranet (Jade Connect (Intranet) (COMM-JCONNECT-1.0)).

Employee status; access to APPS-SAP

Information and instructions for digital business travel (DiRk / SAP Fiori): https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-2-finanzen-und-controlling/abt-25-reisekosten/digitale-dienstreise/

Sources:
[1] https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-2-finanzen-und-controlling/abt-25-reisekosten/digitale-dienstreise/

Central collection of templates and forms for HR, finance, and general administrative proceedings.

Jade University provides administrative forms and templates for various areas, organized by department. The forms cover HR matters, finance and controlling, general administration, and student affairs. Access is via the Jade University website and partly via the intranet (Jade Connect (Intranet) (COMM-JCONNECT-1.0)).

Employee status at Jade University

Forms by department:
- Department 1 – HR and Legal: personnel matters (salaried employees, civil servants)
- Department 2 – Finance and Controlling: travel costs Digital Business Travel (DiRk) (ADMIN-DIRK-1.0), procurement IT Procurement (ADMIN-PROC-1.0)
- Department 3 – Organization and Academic Affairs: general templates and service agreements

Documents are available as PDF downloads on the respective department websites.

Downloads and templates for HR, finance, and general administrative matters: https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-2-finanzen-und-controlling/vordrucke-formulare/

Sources:
[1] https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-2-finanzen-und-controlling/vordrucke-formulare/

Electronic recording of working hours for employees of Jade University.

Working time is recorded using the Prime WebSystems system by Primion Technology AG. Specific employee groups record their working hours via terminals at all locations or through the web application at https://primion.jade-hs.de/primeweb/ (single sign-on). Content-related questions are handled by the HR department, technical questions by the IT center (COMM-HELPDESK).

Employee status at Jade University; SSO credentials (User Administration (SECID-UADM-1.0))

Time recording terminals at all locations:

DT100 button functions:
- Green (Come): book arrival
- Red (Go): book departure
- Blue suitcase ×1: official errand departure
- Blue suitcase ×2: official errand return
- Purple i: account balance query
- Yellow #: previous day balance
- F1 ×1: flextime departure
- F1 ×2: flextime return
- F2: acutely ill departure

ADT1100 button functions:
- Green (Come): book arrival
- Red (Go): book departure
- Blue suitcase 1: official errand return
- Blue suitcase 2: official errand departure
- i: account balance query
- F1: flextime departure
- F2: flextime return
- House: acutely ill departure

Content questions are answered by the HR department, technical questions by the IT center.

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/time-tracking/start

Operation and maintenance of university buildings along with related services such as defect reports, room plans, and key management.

Department 4 – Building Management is responsible for university buildings at all three locations (Wilhelmshaven, Oldenburg, Elsfleth). Building defects can be reported via an online form. Room and event plans are available at https://team.jade-hs.de/plan/. Further services include key management, operating instructions, and waste disposal.

Services:
- Defect reports: report building defects via online form
- Room and event plans: https://team.jade-hs.de/plan/
- Key management
- Operating instructions
- Waste disposal
- Access control
- WORK-RBOOK

Room and event plans: https://team.jade-hs.de/plan/
Building management information (Department 4): https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-4-gebaeudemanagement/

Sources:
[1] https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-4-gebaeudemanagement/

Support for procurement of IT hardware and software for all areas of Jade University.

The IT center supports departments, administration, and central units in procuring IT equipment and software. Through existing framework agreements with Dell, Cancom, and other suppliers, quotations are prepared promptly and procurement documents are produced alongside. Consultation includes selection of suitable configurations taking compatibility with the university infrastructure into account.

Employee status; compliance with procurement guidelines

Framework agreements:
- Dell – PCs, monitors, notebooks, servers
- Cancom – Apple products
- H&G – toner for HP printers

Quotations generated quickly, procurement documents created automatically. Orders can only be placed by the IT center.

HRZ statement: For IT purchases up to €1,000 (excl. VAT), a written HRZ statement is required for: PCs, monitors, notebooks, network components, printers, projectors, software. NOT required for: mice, keyboards, hard disks, cables, tools, toner.

Official device recommendation:
- Dell OptiPlex 5/7 (stationary), Dell Latitude (mobile)
- Via Dell Premier portal (HRZ credentials)
- Fully supported by the IT center

Information about framework agreements and procurement guidelines in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/procurement/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/procurement/start

Supporting university members in meeting data protection requirements and providing digital tools for data protection processes.

The Data Protection Management unit advises on all data protection matters and provides digital tools. These include the VVT application for recording processing activities in accordance with GDPR Art. 30, as well as an online form for reporting data protection breaches. Information and templates are available on the intranet (Jade Connect (Intranet) (COMM-JCONNECT-1.0)).

Employee status at Jade University

Digital tools:
- VVT application (Record of Processing Activities): record and manage processing descriptions (per GDPR Art. 30)
- Privacy breach report: online form for reporting data protection incidents

Advisory services: data protection impact assessments, data processing agreements, technical and organizational measures, privacy statements.

VVT application: https://www.jade-hs.de/apps/vbdb/
Privacy breach report: https://www.jade-hs.de/datenschutz/meldung-datenschutzverstoss/

Sources:
[1] https://www.jade-hs.de/datenschutz/
[2] https://www.jade-hs.de/apps/vbdb/

Coordination and advice on occupational safety, accident reports, fire protection, and occupational health care at Jade University.

The Occupational Safety and Health unit coordinates all safety measures at Jade University. Accidents and near-accidents can be reported via an online form. Further areas of responsibility include fire protection, electrical safety, hazardous substance management, occupational health care, and safety instruction. Information is available on the intranet via Jade Connect (Intranet) (COMM-JCONNECT-1.0).

Areas of responsibility:
- Accident reporting: report accidents and near-misses via online form
- Fire protection
- Electrical safety
- Hazardous materials management
- Occupational health care
- Safety instructions
- First aid coordination

The unit maintains its own section in the intranet (Jade Connect (Intranet) (COMM-JCONNECT-1.0)).

Accident report: https://www.jade-hs.de/unfallmeldung/
Unit information: https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/stabsstellen/arbeitssicherheit-arbeitsmedizin/

Sources:
[1] https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/stabsstellen/arbeitssicherheit-arbeitsmedizin/
[2] https://www.jade-hs.de/unfallmeldung/

Central access to legal provisions, statutes, and internal regulations of Jade University.

The legal document collection of Jade University provides central access to laws, regulations, guidelines, official gazettes, and internal policies. The collection includes university-specific statutes and regulations, service agreements (Administrative Forms (ADMIN-FORMS-1.0)), official gazettes, and state legal foundations. It is maintained by Department 1 – Div. 1.2 Legal Affairs.

Employee status at Jade University

Contents:
- University-specific statutes and ordinances
- Service agreements Administrative Forms (ADMIN-FORMS-1.0)
- Official gazettes
- State legal foundations (NHG etc.)

Jade University legal collection – laws, regulations, guidelines: https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-1-personal-und-recht/abt-12-rechtsangelegenheiten/

Sources:
[1] https://www.jade-hs.de/unsere-hochschule/organisation/zentrale-bereiche/verwaltung/dezernat-1-personal-und-recht/abt-12-rechtsangelegenheiten/