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If your smartphone, tablet, laptop, or other computing device is missing, lost, or stolen please report it to:

You also need to advise departmental administration if it is a University-owned device.

Outside of normal business hours, please report the loss/theft of University-owned mobiles directly to the approved mobile service provider so that outgoing calls, texts, and data usage from your mobile phone can be barred and no charges incurred on your mobile device account.

To do this, phone:

  • 888 from any Vodafone mobile phone
  • 0800 400 888 from any phone

The general principle when dealing with missing items is that the Proctors Office is the main reporting point, and AskOtago and the IT Assurance and Cyber Security Office (ITACS) provides them with technical advice and information.

Contact the Proctors Office

Procedure/Checklist

For Urgent/Serious Incidents

  1. If the missing computer is of significant importance (e.g. contains unencrypted patient records), contact the IT Assurance and Cyber Security Office (ITACS) immediately by phone. If ITACS is not contactable, contact ITS Networking by phone.
    • The aim is to provide enough information to enable a real-time check of the network for the presence of the missing device
    • See the "Normal Process" section below for what details are required
  2. A report should also be made immediately to the Proctor's Office. Note that it should be reported to the Proctor even if it has been stolen from off-campus and the police have been informed. This is to keep the Proctor up to date and they may want to warn students if there is a rash of thefts for example.
    • See the "Normal Process" section below for further information.

Normal Process

  1. Create a call in the CRSM and assign it to ITS IT Assurance and Security—enter the customers name into the "Requested By and Requested For" fields using Anonymous Anonymous. Include as many of the following details as possible:
    • Username of the person using the device.
    • Time, date, and location when it was stolen.
    • Time, date, and location when it was last used (e.g. Last in use by bonja007 from 0730 to 1330 on 13/6/2017 using UO_WIFI wireless in the Central Library, in Study Room G-13).
    • MAC/Ethernet address for both Wired and Wireless connections if known.
    • Make, model, colour, and serial numbers of the device.
    • Outlet number that the device is usually connected to (if applicable).
    • Any unique identifying features (e.g. "Stickers of a red dragon covering the Apple logo")
    • Contact phone number for the customer
  2. A report should also be made immediately to the Proctor's Office. Note that it should be reported to the Proctor even if it has been stolen from off-campus and the police have been informed. This is to keep the Proctor up to date and they may want to warn students if there is a rash of thefts for example.
    • Provide the Proctor with any pictures, if requested
    • If the device is recovered, pictures, receipts, and other such records will be useful for confirming ownership, so retain copies; if feasible, scan or photograph them
    • Inform both ITACS (via AskOtago) and the Proctor when the device is found
    • Inform both ITACS (via AskOtago) and the Proctor if there are any new information found about the device (e.g. if the thief offers to sell it back to them)

What happens next

  1. ITACS will do a preliminary analysis to validate/obtain the MAC/Ethernet address information based on the time the device was last used
  2. ITACS will add the MAC address to the list of machines to watch for and check the network logs periodically
  3. If ITACS obtains any information that would aid recovery, ITACS will notify the Proctor's Office. ITACS will not notify the victim or their department directly; the Proctor will do so after evaluating any new information

Other precautions

  • If the user has saved passwords on the laptop (e.g. using the browser password manager), it may be wise to reset them, as a determined attack may expose the saved passwords
  • If any confidential material is likely to have been obtained, staff and students should consult their heads of department/departmental managers immediately