## Challenge & further assistance

## Let's get to work!

You should now be aware of the most important do's and don'ts you must keep at the back of your mind if you want to make use of software or equipment that is not part of the range offered by your education institution. Now it's time to test how well you can put this into practice!

On this page, you will find a fun and education ‘challenge’ you and your colleagues can do together. With this challenge, you will gain insight into the applications you use which are not part of the standard range, enabling you to start a discussion with each other about the desirability of using certain applications in your team or department.

Good luck!

## Challenge: What kind of user are you?

Goal: based on the insights you have gained into the applications used in a team/department (which are not part of the standard range), determine in consultation which applications are desirable and/or strictly necessary.

Participants: it is recommended that you only do this challenge with a team of employees, for which it is actually relevant that the members of the team or department will use the same software.

Execution: In this challenge, you will work on determining within one week which applications the members of a team or department will use. As soon as insight has been gained, you can decide in consultation which applications your team wants to/does not want to keep and for which desired functionalities software is probably already offered by the education institution.

To carry out this challenge, you should complete the following steps:

1. Print out an Excel worksheet with three columns: the first for the name of a colleague, the second with the title ‘Application’ and the third with the title ‘Goal’. In this worksheet, employees can enter an application they have used in each cell of their own column and in the adjacent column, ‘Goal’, indicate for what purpose they use this application.
2. Communicate the rules to all participating employees:

- For one week, we will look at which applications all of us use and for what purpose we use those applications.

- An enlarged Excel worksheet has been printed out and posted at [insert location] where everyone can easily find it.

- Before each lunch and before the end of each working day, write down your name, the software applications you have just used and for what purpose you used them on his worksheet. Also write down all websites you have used and for which ones you need an account in order to use them.

- At the end of the week, we will discuss the results with the entire group. At such time, we will look at which applications have been used which are not part of the standard range (and with which of these we may have to enter into licence or processing agreements should these applications prove strictly necessary), which applications from the standard range we can probably also use for this purpose and which of the applications from the standard range we have not used at all.

- Based on this overview, we can then get into a discussion with our colleagues from [insert name of department] to consider how we can organise the range of applications as effectively as possible for our work.

3. Agree a start date and let the challenge begin!

Below you will find a handy list of all quick wins in relation to the principle 'Only use the ICT facilities provided by your employer for your work':

Processing agreement: remember that, if you want to make use of new software in which personal data will be processed, a processing agreement is always required.

Licence agreement: remember that you must request a licence agreement and a processing agreement via the [add contact details of department] so that they can conclude these at the same time.

Licensing rights: keep in mind that if you are going to make frequent use of social media, you are granting them the right to make use of all content you post on the platform.

Encryption software: we use the encryption software [add name of software] at our education institution. You can download and install this software for free via [add software location]. Installation instructions can be found at [add location of instructions].

Strong passwords: for each application, make sure you use long passwords that include many different symbols. You can use a password manager for this; at our education institution we use the software [add name of software]. You can download and install this software for free via [add software location]. Installation instructions can be found at [add location of instructions].

Any other questions? If you have any other questions about using the ICT facilities offered by our education institution, please contact [add contact details].