In recent weeks UW System Administration, chancellors, and campus technology and communications leaders have been in robust conversation about cybersecurity in general, and more specifically about the TikTok app on university issued devices including phones, tablets, and computers (Mac, Windows, iOS, iPad OS, Android, tablets, and other devices). We have learned much about the potential risks to national, state, and institutional cybersecurity – and just as importantly, the risks to our personal information security. 

UW System President Jay Rothman has instructed all UW campuses to ensure the removal of any installation of the TikTok app from university-owned devices (Mac, Windows, iOS, iPad OS, Android, tablet, and other devices). Following consultation with UW System staff and representatives from other campuses to clarify details regarding how the directive should be implemented, I am writing to let you know that complying with this directive requires the following:

• UW–Madison employees, regardless of full, part-time, or hourly status, who have the TikTok app installed on a university-owned device, must uninstall the app by the end of the day Thursday, March 2, 2023. For assistance, contact the Division of Information Technology Help Desk or your local unit’s IT help desk. On Friday, March 3, 2023, the Division of Information Technology, and local IT units will remove the TikTok app from any remaining managed devices.  
• *Note that an exemption is allowed for university-owned devices used as part of an active academic research project where the TikTok app is part of the project. Those individuals may continue to use the TikTok app on university issued devices. To seek an academic research exemption, please contact cybersecurity@cio.wisc.edu.
• Starting Friday, March 3, 2023, the Division of Information Technology and local IT units will implement a technical solution that will block the future use and installation of the TikTok app on university-managed devices.  

FAQs 

Q: Why is the TikTok application being banned from university-owned devices? 

A: The directive from UW System President Rothman is a response to Gov. Evers’ executive order #184 and federal and state lawmakers’ concerns about cybersecurity risks.   

Q: When does the ban take effect? 

A: All UW–Madison employees who have the TikTok app installed on a university-owned device must be in compliance with the ban by end of day on March 2, 2023.

Q. Who does the ban cover?

A. All UW–Madison employees, inclusive of all employee classes (faculty, academic staff, university staff, graduate assistants, and student hourly employees), unless you have a registered academic research exemption. The directive only prohibits the use of the TikTok app on university-owned devices (Mac, Windows, iOS, iPad OS, Android, tablet, and other devices).

Q: Does this mean that TikTok is banned from university networks? 

A: No. The directive only prohibits the use of the TikTok app on university owned devices (Mac, Windows, iOS, iPad OS, Android, tablet, and other devices). 

 Q: Can I still manage a TikTok account on behalf of my school, college, institute, or division? 

Yes. The UW System directive does not restrict institutions or subunits from operating official accounts on the platform. The directive only prohibits the use of the TikTok app on university-owned devices (Mac, Windows, iOS, iPad OS, Android, tablet, and other devices).  

Q: Can I still use my work computer, tablet, or other work device to manage a TikTok account? 

A: The directive prohibits the use of the TikTok app on university owned devices (Mac, Windows, iOS, iPad OS, Android, tablet, and other devices). However, you may use an internet browser on a university-owned computer to access the TikTok website. 

Q. Is it safe to use TikTok on a personally owned device?

A: Concerns have been raised about safety and security of TikTok. No Internet-based app or service is completely free of risk. However, users may lower their risk by following best IT security practices.  

Q: What are some safe ways to use TikTok on my personally owned device? 

A: Best practices for use of TikTok on a personally owned device includes: 

• Using a password for your TikTok account separate from other accounts. 

• Register for TikTok with a unique email address not used for other matters. 
• Keep the TikTok app updated to take advantage of the latest security patches. 
• Monitor/minimize permissions granted when installing TikTok (access to contact lists, camera, microphone, device storage, etc.) 

Q: Can UW–Madison or its subunits advertise on TikTok? 

A: Yes. The UW System directive does not ban institutions or subunits from directly advertising on TikTok, or indirectly through a vendor. The directive only prohibits the use of the TikTok app on university owned devices (Mac, Windows, iOS, iPad OS, Android, tablet and other devices). 

Q: What if I have a university owned device not managed by an IT group? 

A: It is your responsibility to have the TikTok app removed from this device by end of day March 2, 2023, unless being used as part of an active academic research project that has obtained an exemption through the university’s official approval process. 

Q: What will happen next? 

A: UW System has convened a working group with representation from each university to make recommendations, review progress, and investigate use of other technologies banned in Executive Order 184. Additional updates and information will be forthcoming. 

Q. I am a UW–Madison employee and have an unusual use case or situation involving TikTok. Who can I consult or where can I ask a specific question?

A. Please contact cybersecurity@cio.wisc.edu for assistance with your situation. 

UW–Madison, UW-affiliated organizations and UW-related startups contribute $30.8 billion per year to the Wisconsin economy, according to this report issued by Northstar Analytics, LLC. This economic activity supports more than 232,000 jobs and generates $1 billion in state and local taxes.

The study considers the direct activities of the university and UW-affiliated organizations as well as the economic activity generated by UW students and visitors. Additionally, it reports on the growing economic impact from UW-related startups that originate from UW research and/or are created by UW faculty, staff, and alumni. This area of economic impact was first reported in the 2015 economic impact report and has grown to such an extent that it deserves a separate accounting. View the report and related resources.

If you are looking for information on the transition, contact Casey Nagy at canagy@wisc.edu.

If you have questions and work for Extension, contact Nathaniel Shay at Nathaniel.shay@wisc.edu.

If you work Wisconsin Public Media and have questions, contact Heather Reese at heather.reese@wisc.edu.

.

University of Wisconsin System President Ray Cross issued this statement:

“The budget passed by the legislature makes a significant long-term investment in our campus infrastructure that will benefit students, our faculty, and the state for years to come.

“I thank Majority Leader Fitzgerald, Speaker Vos, and their respective caucuses for their leadership in moving these projects forward.

“I also thank Governor Evers for his steadfast commitment to the University of Wisconsin System during the budget process, and everyone who continues to advocate for a strong UW System budget.”

• the transfer of tenured UW-Extension faculty to UW- Madison Cooperative Extension;
• and, the transfer of UW Colleges and UW-Extension Emeritus status to the seven receiving UW System institutions.

The vast majority of Extension employees have received their net ID and most of those who still need to do so are emeritus. Office 365 activation and email migration have been completed for most employees as well with minimal problems. Other system activations such as WiscList, Sharepoint, and WordPress site migrations are now beginning to happen, but they are still on schedule.

Public Media employees are also well into their systems transitions. Net ID migrations are happening and VOIP transition started the week of April 15^th. Office 365 migration will start in May.

Grants transition planning is going well with the team at Extension doing a lot of work to wrap up any grants they can before the transition deadline so there is less to transfer to UW-Madison. PIs will be notified of any actions they need to take on their grants before July 1.

Planning for facility management is ongoing and discussions are taking place with FPM on how off-campus facilities will be supported and maintained after July 1 if it won’t be from FPM. All leases and use agreements have already been conveyed.

And finally, two major items are now completed – the IT transition for Conference Centers and Bulk Mailing and the transition of payroll to UW-Madison for Extension.

While transition is not scheduled to formally take place until July 1, 2019, numerous actions relating to personnel, email access and other considerations are underway; all actions affecting employees will be preceded by email announcements of what is happening and what if any actions individual employees may need to take in order to operationalize any changes.  Among the more visible actions presently underway are netID activations, the phased migration of Office 365, and select activation of new email accounts. Where possible, we are initiating major actions of this nature by using small test/pilot groups, so it will not be uncommon to hear of a transition underway that has not yet impacted a large number of personnel.

The University Academic Planning Council (UAPC) received provisional submissions for the new tenure homes of the Department of Labor Education and Extension.  Following discussion with UAPC, another draft will be released for general circulation and comment. Feedback will be solicited from governance groups and administrators within UW-Madison, and from Cooperative Extension faculty and staff. Following revisions, the formal proposals will be presented to the UAPC in the April meeting.

• Training will be conducted on UW-Madison policies and procedure as part of a general on-boarding strategy.
• Governance processes will continue as appropriate, including determination of permanent tenure homes for Extension and DLE faculty and reconciliation of variances between UW-Madison and UW Extension policies and procedures.
• Events will be scheduled that take advantage of new possibilities for synergistic collaborations, including a symposium event on opioids.

The complete update memo is available at this link.