General provision

When using cloud applications and in particular when uploading data to the Microsoft Cloud, please always observe the service agreement (DV) applicable at KIT and the data classification guideline.

• Only applications included in Appendix 1 of the service agreement will be provided.
• Applications outside this framework are not provided.
• Third-party applications can only be provided if their use is expressly regulated.

Company applications and third-party providers

• It is not possible to log in to third-party websites (providers) using either the Microsoft cloud account or the Exchange email address.
• A third-party application is trustworthy and is only released at KIT if
  • an order processing contract (AVV) has been concluded with the provider of the application
  • and a license for use is available.
• Open source products are not released for these reasons.

1. Logins with an Exchange account

For applications that require login with an "Exchange account", an Exchange Online mailbox in the Microsoft Cloud is generally assumed. However, the mailboxes at the Karlsruhe Institute of Technology (KIT) are not Exchange Online mailboxes, but are hosted on dedicated Exchange servers operated by the SCC outside the Microsoft Cloud. As a result, certain third-party applications may not be usable or may have limited functionality.

2. Logins with an e-mail address

It is possible to register for cloud- or web-based applications by providing an email address, if the following requirements are met:

• A separate account has been created with the provider
  (also in the form firstname lastname ∂does-not-exist.kit edu, if the email address was specified in this way)
• The account set up with the provider is independent of an active account at KIT (KIT account)
• The account set up with the provider is protected by a separate password that is not used at KIT.

What licenses does an M365 account have?

• The Microsoft 365 Education licensing program bundles both cloud-based and locally installable Microsoft products in various licensing plans (A1, A3, A5). KIT is licensed for Microsoft 365 A3 via the EES contract.
• M365 licenses are assigned to M365 accounts at KIT by default and are dependent on a person's role. This allows employees, students, guests and partners to use approved services and applications.
• If extended licenses are required, these must be applied for and the costs must be borne by the requesting organizational unit. Please contact the IT representative of your OU.
• Certain agreements and guidelines also apply to the activation of additional applications.

Important: An account renewal does not change the contract status of a person at KIT! Assigned licenses and/or access authorizations are therefore no longer valid after a person leaves or exmatriculates. Accordingly, replacement licenses must be obtained from the person'sorganizational unit at KIT (OU) responsible for the person.

For the use of applications and the storage of data in the Microsoft Cloud (M365), the following apply at KIT

• the service agreements on the introduction and operation of Microsoft 365 dated 15.02.25 for the two locations Karlsruhe and Garmisch-Partenkirchen

  • Service Agreement on the Introduction and Operation of Microsoft 365 (Karlsruhe Office) with Annex 1, Annex 2, Annex 3

• the information classification guideline provided by the Information Security Officer (ISB) (available shortly)
• as well as the data protection information for the use of M365

When storing data in the Microsoft Cloud (M365), the regulations for deprovisioning at KIT are observed.

• A valid M365 account at KIT is required to use services in the Microsoft Cloud.
• Employees and GuP must have set up 2FA for their KIT account
• An active internet connection is required to use the online functions (VPN is not required)
• Latest versions of the web browsers MS Edge, Chrome, Safari or Firefox
• Recommended system requirements for using M365 in companies