At our university, we widely use a variety of Microsoft products, including MS Teams (hereinafter referred to as “MS Products”). We have established policies to ensure that these MS Products are used and managed in a safe, secure, and convenient manner. Given that the features of MS Products are constantly updated and expanded, these policies will be revised and updated accordingly.
*Unless specifically stated otherwise, “Administrator” refers to the “Microsoft 365 Administrator”.

Contents）
1. About This Policy
2. Notes on Using Microsoft 365
3. Notes on Using Devices
4. Security
5. Changes to Microsoft Product Features

1. About This Policy

1.1 Existing Regulations and Guidelines at the University
The University of Tsukuba publishes its rules and guidelines on the use of information systems and related resources. When using Microsoft products, please adhere to these rules and guidelines.
Regulations, Organization for Information Infrastructure, University of Tsukuba

2. Notes on Using Microsoft 365

2.1 Use of Third-Party Applications and Related Services
The use of third-party applications, plug-ins, add-ins, connectors, and other services that integrate with Microsoft 365 shall be handled as follows.

• You may install, configure, and use applications and services that require only your own permissions after carefully assessing any associated security risks and taking responsibility for their use.
• Generally, applications and services that require administrator privileges or administrator approval, including those displaying a message such as “Admin approval is required,” are not permitted.
• Please note that the University does not provide operational testing or user support for individual applications, plug-ins, connectors, or similar services.

2.2 Public Teams in Teams, SharePoint, and Related Services
here have been instances where teams created using platforms like Teams and SharePoint inadvertently had their privacy status set to public, resulting in the exposure of files containing personal information to all students and staff across the campus. To enhance security, administrators have mandated that only public teams with “-public” appended to their names are permitted. Any public team lacking the “-public” suffix in its name will be promptly switched to private by the Microsoft 365 administrators upon discovery. (Under Article 39 of the University of Tsukuba Information Security Implementation Guidelines,accessible only on campus)

Please do not insert spaces before or after the hyphen (“-”). If spaces are included, it will not match the exclusion pattern and will be changed to private.
Note:
Since February 5, 2026, “-group” has been automatically appended to the end of group names. Even when changing a group to public, only “-public” needs to be added manually.
Examples of group names created after the introduction of this naming rule:
If groups named “Spring A XXX” and “Public Relations-public” are created, their names will automatically be changed to “Spring A XXX-group” and “Public Relations-public-group,” respectively.
Reference:
On New Teams and SharePoint Group Names
For guidelines on modifying the team’s name and privacy status, please consult the information provided by the Academic Computing and Communications Center.

2.3 About the booking page name (Business name) in Microsoft Bookings
When using Booking, please avoid using UTID-NAME-like names.
Those so named bookings will be removed by the system administrator.
(UTID-NAME-like names are those that match s+7digits or those look like familyname.givenname.xx)

3. Notes on Using Devices

3.1 Notes on Setting Up a Windows PC
Please refer to the following page:
Important Notes on Windows 11 Setup and Use
※When a University Microsoft account ending in “@u” or “@un” is used during the initial setup of Windows, the BitLocker recovery key may be stored in the University’s Microsoft 365 management system. In such cases, you may be unable to view the recovery key yourself and may need to contact an administrator. Furthermore, if your University Microsoft account later becomes unavailable due to graduation, retirement, or another reason, even administrators may no longer be able to access the recovery key. To avoid this risk, please do not use a University Microsoft account during the initial setup of Windows.

4. Security

4.1 Microsoft 365 Users Suspected of Unauthorized Access
If an administrator suspects that a user’s account has been misused by an unauthorized third party, they will forcibly reset the account’s password. (Under Article 49 of the University of Tsukuba Information Security Implementation Guidelines,accessible only on campus)
Users are advised to consult the relevant information provided by the Academic Computing and Communications Center for guidance on how to personally reset their passwords.

5. Changes to Microsoft Product Features

Some of the features currently being used under this agreement might become unavailable or may require additional fees in the future, in accordance with Microsoft’s policies.
In such instances, the administrator will disable these features.