Safe and Secure Use of the Information Systems (Details Regarding)

Details Regarding Brochure “Safe and Secure Use of the Information Systems”

Go To Japanese Page / Japanese Brochure / Chinese Brochure

This page provides details regarding the brochure “Safe and Secure Use of the Information Systems” created by the Office for Information Infrastructure Planning, Organization for Information Infrastructure at the University of Tsukuba.

Updated in April, 2020

Table of Contents

Details for Page 1.

Guidelines you must follow to use the information systems in the University of Tsukuba.

When using the University of Tsukuba’s information systems (networks, computers, etc.), there are several guidelines you must follow; you can find more information regarding these guidelines below. Regarding the brochure’s check-list, some of the most important items are explained here; however, there are many other guidelines that need to be observed. Please use the university’s information systems while following these guidelines.

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I never duplicate any copyrighted materials or make them available to a third party on the network.


Please have in mind the following guidelines regarding transmission of information on the web from the University of Tsukuba.

Since October 2012, as the copyright law was revised, a penalty was introduced for downloading digital audio or visual recordings, if you know that the uploading is illegal.

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I do not have any file exchange software program installed.

File-sharing software programs are designed for exchanging files over the network. Although they are expected to be used for distribution of free programs or in other beneficial ways, it is often the case that they are used for distributing various works without the author’s consent.

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 is a 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.

The following represent examples of file-sharing software programs:
Xunlei, BitTorrent, μTorrent, LimeWire, Cabos, BitComet, Vuze (Azureus), Transmission, eDonkey, WinMX, Share, Winny, PerfectDark, etc.
If any of these programs are installed on your computer, please uninstall them immediately. In the following links you can read more information on how to uninstall these programs.

If you have a legitimate reason to use a file exchange software program inside the university campus, please contact us.

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I never download software programs of unknown origin.

Before you download software programs, you must check that a legitimate provider or distributor provides the web page. It is dangerous to use software programs offered by web pages of unknown origin, as this increases the risk of infecting your computer with a virus.

When you install apps on your smart phone, make sure you get these apps only from official stores, such as Google Play and App Store.

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I regularly update Windows and use all software programs in their most recent version.

You must stop using unsupported version of the software programs immediately and replace them with their most recent version. Instructions for updating certain software programs can be found below.

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I have installed an anti-virus software program. In addition, I frequently update the virus definition files to protect the computer from viruses.


The University of Tsukuba has purchased a site license of an antivirus software program. With the new license, the antivirus can be installed on up to three personal devices. The devices can be a combination of Windows machines, Macintosh machines and mobile terminals, such as iOS or Android. The total number of installations must be less than 4. For more detailed information, refer the following:

You can also install various free antivirus software programs. Some of the most popular such programs at the moment are listed below. Please check the terms of use first. (Some programs may be limited for personal use only or may need to display advertisements in order to be used free of charge etc. In Jan 2020, a media outlet reported that a company sold personal information collected from antivirus software programs, but the company denied the report in its statement.)

However, even though your computer is not actually infected with a virus, a warning might be displayed, coming from sites that are trying to trick you into buying rogue security software programs or fake technical support contracts. Please purchase antivirus software programs from reliable sources only.

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I never give my password to anyone.


You should never give your password to anyone or write it down for other people to find. You should also make sure that no one is watching while you input your password. Please be very careful and do not let anyone steal your password.

When using the network and logging into various information systems, please make sure that your password is not revealed to anyone. In e-mails or on the web in general the information is basically transmitted unencrypted. Please make sure not to transmit your password or other personal information unencrypted.

Furthermore, on computers in public places, such as internet cafes, key-loggers (programs that record all the keys entered) might be installed. Please do not enter sensitive information on computers whose integrity is not guaranteed.

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I never use other people’s passwords and user names.

The law regarding unauthorized computer access forbids not only logging in with other people’s username and password, but also providing other people’s user names and passwords to a third party as encouragement of unauthorized access.

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I have set up a password which is hard to break.


The following document offers helpful information on how to set up a password that is difficult to guess.

You can use the following links to change your password for two of the information systems used in the University of Tsukuba.

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I always manage personal information carefully and I always take measures to prevent information leakage.

The following documents (in Japanese) report on incidents involving leaking of personal information that occurred in our university.

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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.

You may get into trouble if you post information that only the people inside your organization know or if you confess criminal activities online. You should be aware that anyone can see the information(personal or not) that you post on the Internet, and act responsibly and ethically.

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When I use the internet, I pay close attention to fraud (phishing or one-click fraud).

Safe Living: How to Live a Pleasant Student Life”, published by the Student Office, contains various important points you need to have in mind, not only when using the information systems belonging to our university, but also in your daily life.

The following document offers helpful information in order not to fall victim to “one-click fraud” (please read the “Reminder for this month” section).

If you are faced with a situation involving fraud and you find it difficult to judge it by yourself, do not attempt an easy solution. Please contact your friends or faculty members or contact one of the consultation services listed below.

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I am careful not to open suspicious e-mails.

Phishing e-mails are typically sent to large numbers of unspecified users, so others may have received similar e-mails to the ones you received. The following web page publishes such phishing e-mails. If you receive a suspicious e-mail, you may check whether similar ones appear on this web page. However, please note that it may take some time before the e-mails are published.

Some suspicious e-mails for a targeted attack are sent to steal information within a specific organization. Since only persons in that organization can receive these e-mails (called targeted attack e-mails), if you receive a suspicious email, you should check if your colleagues received similar ones. Moreover, if you carefully read the contents of targeted attack e-mails, you can find some typically suspicious characteristics. You should study how to identify targeted attack e-mails from the following web page.

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Contact us if you find any problems.

Please contact us immediately if you find security vulnerabilities and defects in the information systems of the University 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.

Contact information

Organization for Information Infrastructure
(Department of Academic Information Division of Information Infrastructure Management)

  • Tel: 029-853-2070 (Japanese Only)
  • e-mail: oii-security [at]