UCISA cyber incident response toolkit.pptx

ucisa
ucisa Educational training and best practice
Cyber Incident Communications Toolkit
Preparing for, and responding, to a cyber attack
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T o o l k i t C o n t r i b u t o r s
Dr Paul Harness, Retired CIO
Paul was Director of Information
Systems Services at Lancaster
University from 2013 to 2022.
Paul is a former Trustee and
Vice Chair of UCISA.
Dr Jason Nurse
Dr Jason R.C. Nurse is a Senior
Lecturer (Associate Professor) in
Cyber Security at the University
of Kent and Public Engagement
Lead at the Institute of Cyber
Security for Society (iCSS).
Dave Thornley
Dave is Head of Digital
Architecture at Sheffield Hallam
University and the current Chair
of the UCISA. Security Group
Working Group members
Dr Gabriela Ahmadi-Assalemi, Deputy CISO,
University of Cambridge
Pri Alagoda, Chief Information Security Officer
Nottingham Trent University
Alice Oliver, Head of Internal Communications
University of Derby
Emma Barwell, Head of User Experience and
Engagement, ITS, University of Wolverhampton
Tessa Rogowski, Assistant Director
University of Essex
Christi Hopkinson, Head of Service Operations
University of the West of England
James Eaglesfield, Head of IT Governance
University of Derby
Diane Montgomery, Assistant Director
University of Glasgow
Ben Bull, Head of Legal & Compliance,
Falmouth University
David Carson, formerly University of Glasgow
Graham Ingram, Chief Information Security Officer
University of Oxford
Thomas Willson, Security Team Leader
Imperial College
Alison Lochhead, Director of Corporate
Communications, University of the Highlands and
Islands
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E x e c u t i v e S u m m a r y
UCISA works to enhance the collective expertise of its
community through the strategic goal to enable the
professional development of individuals and enhance
the collective expertise of our community. As part of this
work, the UCISA Security Group have developed this
toolkit to support universities in their preparations and
responses to a cyber attack.
The impact of a cyber-attack on any organisation can
be catastrophic. In the most extreme cases, for
example, TravelEx in 2020, the company was forced
into administration after many months of disruption
(https://www.infosecurity-magazine.com/news/travelex-
forced-administration/). Universities have increasingly
been targets of cyber-attacks resulting in significant
disruption to critical activities including clearing,
admissions, teaching and research. As well as
operational disruption, and reputational damage, the
financial impact of a cyber attack can amount to several
million pounds, and data loss can lead to significant
fines from the Information Commissioner.
This toolkit provides information and resources to help
universities prepare for cyber incident communications
response. Effective preparation is key to an effective
response, reducing potential operational impact,
reputational damage and financial costs. The toolkit is
based on an approach developed by Knight and Nurse
(A Framework for Effective Corporate Communication
after Cyber Security Incidents,
https://kar.kent.ac.uk/82836/1/Effective-Incident-
Comms-C&S2020-Nurse-KAR.pdf).
The toolkit emphasises the importance of a
collaborative approach with internal partnerships well
beyond the IT organisation, as well as with suppliers
and partners to the HE sector. The toolkit does not
address technical controls that have been well
documented by other organisations including Jisc and
NCSC (see https://www.jisc.ac.uk/cyber-security and
https://www.ncsc.gov.uk).
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W h a t ’ s i n t h e t o o l k i t ?
This toolkit is intended to be adapted by other
institutions and includes resources to enable teams and
colleagues across a university to work together
effectively in case of a cyber attack.
The toolkit is likely to be of use in the following
circumstances:
• Ransomware attack or similar
• Significant data loss through unauthorised access
or human error
• Third Party software compromise
Resources associated with this toolkit are © for the
university that produced them and maybe adapted for
use by other UK universities under CC-BY-NC. The
resources may not be used for commercial or other
purposes without written permission from the relevant
university.
The toolkit includes:
• Quick start guide
• Knight and Nurse’s Framework
• Pre event planning
• Cyber response flow chart
• Framing the message
• Disclosure choices
• Support from the sector including UCISA, Jisc and
NCSC
• Prepare for reaction
• Delivering the message
• Adapting for your institution
• Toolkit resources
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W h o i s t h e t o o l k i t f o r ?
The toolkit is written for higher education institutions. IT
Security Professionals and IT Leadership Teams are
likely to find the resource most useful but there is an
expectation that it is used in close partnership with
other internal and external partners including:
• Academic leadership
• Major incident response teams
• Data protection team
• Legal services
• Internal / external communications
• Student Services
• Human Resources
• Insurance / Finance
• Estates
• Key external suppliers(e.g. Microsoft, Amazon)
• Key external partners (e.g. UCISA, Jisc, OfS,
UKRI)
• Insurers
Assumed Approach to Major Incidents
Institutions are likely to have variation in their
approaches to major incident management procedures.
For the purpose of this toolkit, it is assumed that most
are based on the Command Structures published by the
College of Policing:
https://www.college.police.uk/app/operations/command-
and-control/command-structures
This includes a Gold Silver Bronze (GSB) team
approach where:
• Gold – strategic
• Silver – tactical
• Bronze – operational
In larger, federated institutions, there may be multiple
layers of GSB but the overall principles apply.
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Q u i c k S t a r t G u i d e
The resources in this toolkit provide you with a practical
way to prepare your communication plan for a cyber
attack. Exactly how long your project will take, will
depend on several factors:
1. Do you have the backing of your CIO/IT director
and the wider university leadership team? Getting
top down and visible commitment will be essential for
the success of the project.
2. Does your university have an existing major
incident response plan/approach? If so, then you
should align your cyber response plan with this
process. If you cannot do this, you will need to spend
more time building an organisation wide approach.
3. Do you have an existing IT major incident
response plan that covers response to a cyber
attack? During a major cyber incident you are likely to
need to call on external resources from suppliers,
UCISA, Jisc, the National Cyber Security Centre, the
National Crime Agency and others.
4. Who are responsible for External and Internal
Communications, Data Protection and Legal
Services in your organisation? It is strongly
recommended that this work is undertaken in close
partnership with the team(s) responsible for
communications, data protection and legal. Given the
scale of implications of a cyber incident any planning
and response will require close partnership working.
Once you have answered the above questions, you can
get started. The outline below assumes that you will
undertake the work as a traditional IT project, but you
may want to adapt this depending on how you run
projects, and how much ‘process’ you feel you need in
your organisation.
1. Identity a Project Sponsor – this might be your
CIO, or someone senior in your IT leadership team.
2. Identify a Project Manager – to coordinate the work
3. Identify senior suppliers to work with the Project
Manager – this should include: IT infrastructure,
Information Services, IT security, Data Protection,
Legal, Internal and External Communications.
4. Identify senior users to work with the Project
Manager – this might include: senior academic user,
student services, HR, Finance.
4. Agree how you will report and monitor progress
on your project – this should be in line with your
organisation’s Project approach, and it is suggested
that the senior team receive appropriate updates.
5. Put in place appropriate project documentation
as you require – by answering the questions earlier in
this section, you should have an idea of what your
mandate it, so the next step would be to flesh out a
Project Initiation Document and outline plan.
6. Get started!
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F r a m e w o r k f o r C o m m u n i c a t i o n a f t e r a C y b e r I n c i d e n t
This toolkit is based on a framework developed by
Knight and Nurse ”A framework for effective corporate
communication after cyber security incidents”
(https://doi.org/10.1016/j.cose.2020.102036). Their
framework was developed from a corporate perspective
and in this toolkit is contextualized for the higher
education sector. The toolkit also provides
supplementary resources from across the sector to help
adaption on a local basis.
In an educational context, the framework is to be viewed
on the basis that cyber incidents and attacks are a
harsh reality faced by universities today. Effective
communications following an incident form a critical
element of the activities needed to protect the
organisation, its students, staff and partners, and its
reputation more generally.
The toolkit aims to support you in the event of a cyber
security incident by providing extensive guidance on
how to communicate and engage effectively in such
situations. This can inform and complement existing
business continuity planning practices and help
increase resilience.
The toolkit focuses on the need for preparation
providing advice on what universities should do before
a breach occurs, as well as to help respond after a
breach to reassure students, staff and partners.
The toolkit addresses questions such as: What
mechanisms should be in place to best prepare for
if a security breach occurs? How should a security
breach be communicated to stakeholders? When
should it be communicated and by whom?
Answering these questions in the right way can make a
substantial difference to how stakeholders respond to
the news of a breach.
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P r e - E v e n t P l a n n i n g ( 1 )
Post Event Aims and Priorities
Effective preparation is key to minimising the impact of
a cyber attack. Start by considering what your post
event aims and priorities should be. Your list might
include:
• Protecting data subjects – students, staff, others
• Minimize disruption to academic activities
• Managing key stakeholders – funders, enterprise
partners, OfS, UCAS, others
• Protecting recruitment – particularly Clearing if at
that time of year
• Legal obligations - OfS, ICO*, Jisc**, funders,
contracts …
• Internal Policies and procedures
• Limiting reputational damage
• Minimising cost of incident
* Note specifically the requirement to report to the
Information Commissioner’s Office within 72 hours of
identification of data exfiltration event.
** Reporting to Jisc is required by the Janet Security
Policy
Crisis Communications Capability
It is assumed that you have a crisis communication
capability set in the context of your major incident
approach - based on a Gold/Silver/Bronze structure.
You should aim to work within this and consider the
following:
• Identify decision makers - During a cyber
incident, the CIO and IT leadership/security will
provide key information to a cross functional crisis
team (Silver Team). Who needs to be on this
team? Who can chair the team with sufficient
knowledge and authority?
• Educate and support decision makers – to ensure
they are prepared and understand their roles.
• Establish crisis information knowledgebase -
details of rules, policies, contracts and legislation
for key stakeholders including any international
jurisdictions you may work in.
• Draft responses / templates for: ICO, OfS,
business partners, students, staff, media.
• Emergency Communications - Consider
emergency website, hotline, bulk SMS, social
media.
• Ensure crisis information is accessible during an
incident – including emergency operations centre
location.
• Insurance – ensure emergency incident and legal
cover is included in relevant policy (e.g. cyber
insurance, business continuity).
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P r e E v e n t P l a n n i n g ( 2 )
Partners and Supply Chain
• Suppliers - Ensure contracts with suppliers are
adequately protected for breach situations.
• Partners – Ensure contracts where the university is
the supplier account for breach situations.
• Involve key partners in planning and rehearsals
Rehearsals and Testing
• Incorporate communications response within
Business Continuity Plans and Major Incident
Rehearsals
• Involve key decision makers
• Work through realistic scenarios
• Include scenarios for breaches in supply chain
(e.g. software and hardware providers)
Identify Security Gaps to Inform Response
You should also pro-actively identify any security
gaps you are aware of to inform the communications
response. Ensure that regular Penetration testing takes
place in addition to threat monitoring, to inform you of
potential vulnerabilities and enable pro-active defences
to be established.
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10
10
Cyber Breach Identified
Is this a
major
incident?
Bronze Teams - Operational
Silver Team - Tactical
Gold Team - Strategic
Major Incident Teams
Yes
Manage through normal
incident process
No
Disclosure? Communications
Is disclosure mandatory?
Considerations
Who is affected?
Is the data encrypted?
How much data is lost?
Any specific rules related to,
e.g. contract, legislation?
Any international aspects?
Disclose anyway?
Right thing to do?
Risk of data appearing on
dark web later?
Risk of whistle blower?
Shows taking matter seriously
Reduces litigation risk
What to disclose?
Consider regulatory requirements
Consider data subject perspective
Consider media perspective
Frame the message
Accept responsibility
Avoid downplaying
Address needs of data subjects
Avoid blaming others
Consider how data subjects and
media will react? Have you had
any previous breaches?
Are you working with law
enforcement?
Channels
Targeted email, if possible
Staff/student intranet, if possible
Website, Twitter
Formal press release?
Vice Chancellor statement?
Prepare for Reaction
Frequent internal comms
Emergency website
Call centre
Media enquiries
C y b e r C r i s i s R e s p o n s e
When a major Cyber incident occurs, there are several decisions that need to be made quickly around disclosure and communications. These are illustrated in the flow chart
below and expanded further over the next few pages.
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D i s c l o s u r e
Better to notify stakeholders as quickly as possible
• Helps address feelings of vulnerability for those
affected (including, for example, staff and students)
• Important data subjects hear it directly from you
first to avoid a loss of trust
• May be easier to frame public opinion at an early
stage in a crisis
• Obligations to OfS and others affected by the
breach
Balance between accuracy and timing
• Sometimes difficult to ever establish true scale of
breach
• Avoid underestimating
Based on regulations for applicable jurisdictions
• Support from internal legal team or external
advisors (e.g. through insurers)
• Advice from law enforcement
How to disclose
There are pros and cons to the communications
channels that may be used as follows:
• Email - Requires email address; May enhance
perception of harm and generate negative
emotions; Can be tailored to target those most
impacted; Challenges include server throughput,
spam filters and policy restrictions
• University Website - Less direct – data subjects
need to visit site; Can contain FAQs, hotline nos.
• Surface Mail - More direct and personal; Avoids
risk of phishing; May not have correct (up-to-date)
address; Expensive and may also be seen as
damaging to the environment
• Telephone - More personal / caring; Resource
intensive; May not have current number
• Social Media - Opportunity to set the initial tone of
social media posts; Interactive so able to set
straight negative rumours; Risk of negative
reinforcement spiral, e.g. “twitter storm”
• Traditional Media - Often main source of
information for some stakeholders; Media typically
have own agenda and may not focus on the things
you want; Consider list of trusted journalists to help
disseminate
It may be appropriate to use all available channels for
communication to increase reach. Some channels may
be disrupted as a consequence of the incident. Avoid
limiting the choices of channels.
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F r a m e t h e m e s s a g e
Guidance on Messaging
• Accept responsibility – you are the custodians of
their data – apologise
Even when a stakeholder is at fault (e.g. password
reuse), you will be expected to have mitigated
through multi-factor authentication and monitoring
• Avoid downplaying – may be seen as not taking
breach seriously
• Address feelings of vulnerability for data subjects –
Identify ways data subjects can protect
themselves, consider providing free credit
monitoring to affected students and staff
• Avoid blaming others – Blaming hacking groups
gives them the limelight, blaming service partners
can lead to public disagreements.
Considerations
• Review aggravating factors to avoid message
damaging credibility, for example:
• Previous data breaches – “Are you really taking
security seriously?”
• Exposure of organisational limitations – “Is your
comprehensive security plan that good?”
• Breach being discovered by third party – “Is the
security of student, staff and partner data really
at the heart of what you do?”
• Is this a “sophisticated attack” or really
exposing weaknesses in your systems?
• Take into account age, gender and cultural
differences
• Ethical Stance – Gender and age differences
• Younger generation may be less impressed
with credit monitoring as a mitigation
• Other considerations
• As appropriate, how are you working with law
enforcement to bring the culprits to justice?
• Can you share lessons learnt in due course to
help others avoid repeating your mistakes?
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D e l i v e r i n g t h e m e s s a g e
In practice, the message needs to be delivered clearly in
an easy-to-understand manner and avoiding jargon. It is
likely to require the use of multiple channels, depending
on the specific circumstances. Specifically:
• Targeted email, if possible
• Staff/student intranet, if possible
• Statement on University Website, with links to
further information
• Posting on University Twitter feed
• A formal press release
• Through UCISA to communicate to the HE IT
community, particularly if other universities may be
at risk
To demonstrate that the organisation is taking the incident
seriously, consider who the message is sent from – in the
most significant cases, this should be the Vice
Chancellor.
Prepare for reaction
Once a communication is released, there is likely to be a
reaction that can be anticipated. The following guidance
should be followed:
• Prepare to ramp up frequency of internal
communications – briefing staff including senior
officers, Heads of department etc
• Ensure sufficient social media / call centre
resources
• Scale up response website and telephony capacity
• Anticipate move of transactions to non-breached
channels
• Ensure capability in place for dealing with media
enquiries, and relevant staff training in media
interviews
• Put measures in place to disrupt phishing/scam
attempts as appropriate
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R e s i l i e n c e
Team Resilience
The lifecycle of a major cyber incident is generally long
and complex and does not end when services are
restored. There can be significant impact on staff
involved in the response, and on the organisation as a
whole.
During the initial stages of an incident, adrenaline runs
high, and staff involved work extremely hard to get a
resolution. This may require working extremely long
hours, collecting of evidence for law enforcement,
ensuring compliance with expectations of insurers, and
dealing with a constant barrage of queries from Silver
team.
This can rapidly take its toll on both staff on the ground
and leadership involved in the response. It is essential
that plans are in place to rest staff and provide some
resilience in support teams and leadership. The impact
will extend well beyond IT, as business operations are
interrupted creating a backlog of work.
Post incident Activities
Once services are restored there are likely to be many
ongoing tasks that, in some cases, can last several
years. This can include:
• A formal report on the incident to the university’s
governance committees, including any lessons
learned and future investments required
• Reports to external partners as appropriate –
e.g. funders
• Liaison with insurers on any claims process
• Provision of evidence and witness statements to
law enforcement organisations
• Working with legal advisors to deal with any
claims that may result from the incident
In order to ensure that these post incident activities are
as smooth as possible, it is vital that evidence is
preserved, and the formal management of the incident
is documented, for example, the formal minutes of
meetings.
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T h e i m p o r t a n c e o f r e h e a r s a l s
A vital part of the preparation process is regular
rehearsal of potential scenarios through ‘table-top’
exercises. Such rehearsals will typically aim to:
• Evaluate effectiveness of Major Cyber Incident
Response Plans;
• Gain a level of understanding of the likely impact
of an incident.
• Test the proposed communications mechanisms,
understanding the difficulty of crisis
communications mechanisms.
The benefits of rehearsals include:
• Reduce Incident Response Times. Re-affirm the
responsibilities for decision making at different
points in the incident.
• Minimise Business Impact. Understand the likely
imposition an incident will have during an event.
• Improve Information Flow and Trust. Ensure that
the organisation feels prepared before going into
the next maximum vacation period. Mechanisms
to deliver situational awareness to decision
makers.
Depending on the maturity of your organisation, you
may wish to consider splitting up your rehearsals into a
series of shorter exercises with your Gold, Silver and
Bronze teams. Whilst these will not replace the
importance of a full rehearsal, they can be useful in
their own right.
Rehearsal can be as much about education as testing
procedures. For example, it is commonplace for
business teams to assume that IT should be able to
recover data – what if this turns out not to be possible?!
You may wish to approach rehearsals as follows:
• Gold team rehearsal – emphasizing that a major
cyber incident is likely to have organisation wide
impact, and require strategic decision making and
top-level communications
• Silver team rehearsal – emphasizing the
importance of effective partnerships across
internal teams, and with external partners and
suppliers.
• Bronze team rehearsal(s) – these may be run in
different functional areas including IT
(ransomware attack) and Business teams (to
consider the impact of extended data loss on
functional areas)
Internal audit may also be able to support and review
the preparation and rehearsal processes and give
appropriate assurance to Audit Committee.
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S u p p o r t f r o m U C I S A
During a major incident, it if often the case that focus on dealing with the matter in hand and potential
support from both UCISA and Jisc can be overlooked.
UCISA
UCISA offers a confidential support service for IT leaders facing a cyber security incident. The UCISA
team has excellent networks across the sector and can discreetly connect you to other IT leaders and
teams who have been through similar incidents. Informal advice and support during what is likely to be a
very stressful time can be invaluable. Any discussions are completely confidential, and no details will be
shared without your explicit consent.
With your consent, the UCISA team can also deal with communications that may be required to all
universities, for example, where other institutions may be at risk of a similar attack. This can be done
without identifying your institution where necessary. UCISA also has highly effective links with key staff at
Jisc.
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S u p p o r t f r o m J i s c
Jisc CSIRT
Jisc’s incident response team, Jisc CSIRT, monitors, coordinates and aids to resolve any security
incidents experienced in the sector and has routinely supported institutions for the last 30 years to
respond to or to prevent cyber attacks.
Jisc CSIRT provides proactive incident management, coordination, training, and outreach to all its
members including up to date advice and guidance to help reduce threats and compromise. CSIRT
liaises with partners and agencies, such as the NCSC, to provide up to date intelligence to mitigate
attacks. When incidents occur, the level of support given by Jisc CSIRT will vary depending on the type
and severity of the incident with special attention given to issues affecting members’ essential
infrastructure and business continuity.
Further information on Jisc CSIRT is available at https://www.jisc.ac.uk/csirt
Staff with responsibility for cyber security are encouraged to join the Jisc Cyber security community group
for advice, guidance and to share incident information https://www.jisc.ac.uk/get-involved/cyber-security-
community-group
Jisc CSIRT can be contacted at irt@jisc.ac.uk or 0300 999 2340
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S u p p o r t f r o m N C S C
The National Cyber Security Centre (NCSC) works closely with the HE sector and provides extensive advice
and guidance on their website https://www.ncsc.gov.uk
The NCSC also provides a free service called Early Warning (https://www.ncsc.gov.uk/information/early-
warning-service) which is designed to inform your organisation of potential cyber attacks on your network, as
soon as possible.
You are encouraged to report cyber incidents to the NCSC – you can do so here: https://report.ncsc.gov.uk/ The
NCSC won’t share details with regulators, such as the Information Commissioner's Office, without first seeking
your consent.
The NCSC’s Cyber Incident Response (CIR) scheme (https://www.ncsc.gov.uk/information/cir-cyber-incident-
response) is designed to help you identify NCSC-assured cyber incident response providers, who will help you
navigate the activities during and immediately after a cyber incident.
You may be required to notify multiple organisations as different organisations have different remits. If you are
unsure who to report to, please use the Cyber Incident Signposting Service (CISS) for guidance.
The NCSC operate the Cyber Security Information Sharing Partnership (CISP) which is a joint industry and
government digital service to allow UK organisations to share cyber threat information in a secure and
confidential environment. Further information on CISP can be found here:
https://www.ncsc.gov.uk/section/keep-up-to-date/cisp
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T o o l k i t R e s o u r c e s
The toolkit is designed as a set of resources and
prompts to be adapted by different institutions.
Universities vary in size and complexity, and their major
incident response processes are at differing levels of
maturity.
It’s important not to be overwhelmed by the potential
breadth and complexity of cyber incident response.
Resources in the toolkit are intended to be a starting
point and may be simplified or enhanced depending on
your circumstances.
Even if you consider your organisation at a low level of
maturity, you can start to make improvements using the
resources in this toolkit.
Start by downloading the companion file Cyber-
Toolkit.zip which contains examples and resources to
be adapted as required.
Resources include:
• Academic framework and whitepaper (Knight and
Nurse)
• Communications Resources (examples from
several universities including staff/student emails,
social media, political and other considerations)
• Example contractual statements for suppliers and
partners
• Example desktop rehearsal exercise
• Incident Management documentation
If you have resources that you would like to share with
the sector, please email membership@ucisa.ac.uk to
discuss having these added to the toolkit.
Copyright and Acknowledgements
UCISA would like to thank the contributors of material in
this toolkit which comes from several sources across
the sector and from Jisc and NCSC. Accompanying
resources associated with this toolkit are © for the
university/organisation that produced them and maybe
adapted for use by other UK universities under CC-BY-
NC. The resources may not be used for commercial or
other purposes without written permission from the
relevant university/organisation. Specific information is
provided in each resource within the ZIP file.
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F o l l o w o n a c t i v i t i e s
The Cyber threat is something that is continually changing and UCISA sees this toolkit as something that
will evolve over time to continually support the HE community. You can help by doing the following:
Transparency
It generally helps to whole community to share as much information about any incidents as you are able
to. For example, the Irish Health Service Executive (HSE) published a lot of detail about their experience
of a ransomware attack https://www.hhs.gov/sites/default/files/lessons-learned-hse-attack.pdf
Both UCISA and Jisc are able to help with communications to the broader sector through briefings,
reports, closed Teams meetings or at their various conferences and events.
Contributions to future versions of this Toolkit
If you have resources that you think will be of use to the rest of the sector, please do get in touch with
UCISA to share these. Suitable resources will be added to future versions to help it stay current and
relevant.
UCISA
Registered office - 30 St Giles, Oxford OX1 3LE
www.ucisa.ac.uk
ceo@ucisa.ac.uk
membership@ucisa.ac.uk
admin@ucisa.ac.uk
events@ucisa.ac.uk
accounts@ucisa.ac.uk
Registered Company No. 09349804
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UCISA cyber incident response toolkit.pptx

  • 1. Cyber Incident Communications Toolkit Preparing for, and responding, to a cyber attack
  • 2. 2 @UCISA2023 2 T o o l k i t C o n t r i b u t o r s Dr Paul Harness, Retired CIO Paul was Director of Information Systems Services at Lancaster University from 2013 to 2022. Paul is a former Trustee and Vice Chair of UCISA. Dr Jason Nurse Dr Jason R.C. Nurse is a Senior Lecturer (Associate Professor) in Cyber Security at the University of Kent and Public Engagement Lead at the Institute of Cyber Security for Society (iCSS). Dave Thornley Dave is Head of Digital Architecture at Sheffield Hallam University and the current Chair of the UCISA. Security Group Working Group members Dr Gabriela Ahmadi-Assalemi, Deputy CISO, University of Cambridge Pri Alagoda, Chief Information Security Officer Nottingham Trent University Alice Oliver, Head of Internal Communications University of Derby Emma Barwell, Head of User Experience and Engagement, ITS, University of Wolverhampton Tessa Rogowski, Assistant Director University of Essex Christi Hopkinson, Head of Service Operations University of the West of England James Eaglesfield, Head of IT Governance University of Derby Diane Montgomery, Assistant Director University of Glasgow Ben Bull, Head of Legal & Compliance, Falmouth University David Carson, formerly University of Glasgow Graham Ingram, Chief Information Security Officer University of Oxford Thomas Willson, Security Team Leader Imperial College Alison Lochhead, Director of Corporate Communications, University of the Highlands and Islands
  • 3. 3 @UCISA2023 3 E x e c u t i v e S u m m a r y UCISA works to enhance the collective expertise of its community through the strategic goal to enable the professional development of individuals and enhance the collective expertise of our community. As part of this work, the UCISA Security Group have developed this toolkit to support universities in their preparations and responses to a cyber attack. The impact of a cyber-attack on any organisation can be catastrophic. In the most extreme cases, for example, TravelEx in 2020, the company was forced into administration after many months of disruption (https://www.infosecurity-magazine.com/news/travelex- forced-administration/). Universities have increasingly been targets of cyber-attacks resulting in significant disruption to critical activities including clearing, admissions, teaching and research. As well as operational disruption, and reputational damage, the financial impact of a cyber attack can amount to several million pounds, and data loss can lead to significant fines from the Information Commissioner. This toolkit provides information and resources to help universities prepare for cyber incident communications response. Effective preparation is key to an effective response, reducing potential operational impact, reputational damage and financial costs. The toolkit is based on an approach developed by Knight and Nurse (A Framework for Effective Corporate Communication after Cyber Security Incidents, https://kar.kent.ac.uk/82836/1/Effective-Incident- Comms-C&S2020-Nurse-KAR.pdf). The toolkit emphasises the importance of a collaborative approach with internal partnerships well beyond the IT organisation, as well as with suppliers and partners to the HE sector. The toolkit does not address technical controls that have been well documented by other organisations including Jisc and NCSC (see https://www.jisc.ac.uk/cyber-security and https://www.ncsc.gov.uk).
  • 4. 4 @UCISA2023 4 W h a t ’ s i n t h e t o o l k i t ? This toolkit is intended to be adapted by other institutions and includes resources to enable teams and colleagues across a university to work together effectively in case of a cyber attack. The toolkit is likely to be of use in the following circumstances: • Ransomware attack or similar • Significant data loss through unauthorised access or human error • Third Party software compromise Resources associated with this toolkit are © for the university that produced them and maybe adapted for use by other UK universities under CC-BY-NC. The resources may not be used for commercial or other purposes without written permission from the relevant university. The toolkit includes: • Quick start guide • Knight and Nurse’s Framework • Pre event planning • Cyber response flow chart • Framing the message • Disclosure choices • Support from the sector including UCISA, Jisc and NCSC • Prepare for reaction • Delivering the message • Adapting for your institution • Toolkit resources
  • 5. 5 @UCISA2023 5 W h o i s t h e t o o l k i t f o r ? The toolkit is written for higher education institutions. IT Security Professionals and IT Leadership Teams are likely to find the resource most useful but there is an expectation that it is used in close partnership with other internal and external partners including: • Academic leadership • Major incident response teams • Data protection team • Legal services • Internal / external communications • Student Services • Human Resources • Insurance / Finance • Estates • Key external suppliers(e.g. Microsoft, Amazon) • Key external partners (e.g. UCISA, Jisc, OfS, UKRI) • Insurers Assumed Approach to Major Incidents Institutions are likely to have variation in their approaches to major incident management procedures. For the purpose of this toolkit, it is assumed that most are based on the Command Structures published by the College of Policing: https://www.college.police.uk/app/operations/command- and-control/command-structures This includes a Gold Silver Bronze (GSB) team approach where: • Gold – strategic • Silver – tactical • Bronze – operational In larger, federated institutions, there may be multiple layers of GSB but the overall principles apply.
  • 6. 6 @UCISA2023 6 Q u i c k S t a r t G u i d e The resources in this toolkit provide you with a practical way to prepare your communication plan for a cyber attack. Exactly how long your project will take, will depend on several factors: 1. Do you have the backing of your CIO/IT director and the wider university leadership team? Getting top down and visible commitment will be essential for the success of the project. 2. Does your university have an existing major incident response plan/approach? If so, then you should align your cyber response plan with this process. If you cannot do this, you will need to spend more time building an organisation wide approach. 3. Do you have an existing IT major incident response plan that covers response to a cyber attack? During a major cyber incident you are likely to need to call on external resources from suppliers, UCISA, Jisc, the National Cyber Security Centre, the National Crime Agency and others. 4. Who are responsible for External and Internal Communications, Data Protection and Legal Services in your organisation? It is strongly recommended that this work is undertaken in close partnership with the team(s) responsible for communications, data protection and legal. Given the scale of implications of a cyber incident any planning and response will require close partnership working. Once you have answered the above questions, you can get started. The outline below assumes that you will undertake the work as a traditional IT project, but you may want to adapt this depending on how you run projects, and how much ‘process’ you feel you need in your organisation. 1. Identity a Project Sponsor – this might be your CIO, or someone senior in your IT leadership team. 2. Identify a Project Manager – to coordinate the work 3. Identify senior suppliers to work with the Project Manager – this should include: IT infrastructure, Information Services, IT security, Data Protection, Legal, Internal and External Communications. 4. Identify senior users to work with the Project Manager – this might include: senior academic user, student services, HR, Finance. 4. Agree how you will report and monitor progress on your project – this should be in line with your organisation’s Project approach, and it is suggested that the senior team receive appropriate updates. 5. Put in place appropriate project documentation as you require – by answering the questions earlier in this section, you should have an idea of what your mandate it, so the next step would be to flesh out a Project Initiation Document and outline plan. 6. Get started!
  • 7. 7 @UCISA2023 7 F r a m e w o r k f o r C o m m u n i c a t i o n a f t e r a C y b e r I n c i d e n t This toolkit is based on a framework developed by Knight and Nurse ”A framework for effective corporate communication after cyber security incidents” (https://doi.org/10.1016/j.cose.2020.102036). Their framework was developed from a corporate perspective and in this toolkit is contextualized for the higher education sector. The toolkit also provides supplementary resources from across the sector to help adaption on a local basis. In an educational context, the framework is to be viewed on the basis that cyber incidents and attacks are a harsh reality faced by universities today. Effective communications following an incident form a critical element of the activities needed to protect the organisation, its students, staff and partners, and its reputation more generally. The toolkit aims to support you in the event of a cyber security incident by providing extensive guidance on how to communicate and engage effectively in such situations. This can inform and complement existing business continuity planning practices and help increase resilience. The toolkit focuses on the need for preparation providing advice on what universities should do before a breach occurs, as well as to help respond after a breach to reassure students, staff and partners. The toolkit addresses questions such as: What mechanisms should be in place to best prepare for if a security breach occurs? How should a security breach be communicated to stakeholders? When should it be communicated and by whom? Answering these questions in the right way can make a substantial difference to how stakeholders respond to the news of a breach.
  • 8. 8 @UCISA2023 8 P r e - E v e n t P l a n n i n g ( 1 ) Post Event Aims and Priorities Effective preparation is key to minimising the impact of a cyber attack. Start by considering what your post event aims and priorities should be. Your list might include: • Protecting data subjects – students, staff, others • Minimize disruption to academic activities • Managing key stakeholders – funders, enterprise partners, OfS, UCAS, others • Protecting recruitment – particularly Clearing if at that time of year • Legal obligations - OfS, ICO*, Jisc**, funders, contracts … • Internal Policies and procedures • Limiting reputational damage • Minimising cost of incident * Note specifically the requirement to report to the Information Commissioner’s Office within 72 hours of identification of data exfiltration event. ** Reporting to Jisc is required by the Janet Security Policy Crisis Communications Capability It is assumed that you have a crisis communication capability set in the context of your major incident approach - based on a Gold/Silver/Bronze structure. You should aim to work within this and consider the following: • Identify decision makers - During a cyber incident, the CIO and IT leadership/security will provide key information to a cross functional crisis team (Silver Team). Who needs to be on this team? Who can chair the team with sufficient knowledge and authority? • Educate and support decision makers – to ensure they are prepared and understand their roles. • Establish crisis information knowledgebase - details of rules, policies, contracts and legislation for key stakeholders including any international jurisdictions you may work in. • Draft responses / templates for: ICO, OfS, business partners, students, staff, media. • Emergency Communications - Consider emergency website, hotline, bulk SMS, social media. • Ensure crisis information is accessible during an incident – including emergency operations centre location. • Insurance – ensure emergency incident and legal cover is included in relevant policy (e.g. cyber insurance, business continuity).
  • 9. 9 @UCISA2023 9 P r e E v e n t P l a n n i n g ( 2 ) Partners and Supply Chain • Suppliers - Ensure contracts with suppliers are adequately protected for breach situations. • Partners – Ensure contracts where the university is the supplier account for breach situations. • Involve key partners in planning and rehearsals Rehearsals and Testing • Incorporate communications response within Business Continuity Plans and Major Incident Rehearsals • Involve key decision makers • Work through realistic scenarios • Include scenarios for breaches in supply chain (e.g. software and hardware providers) Identify Security Gaps to Inform Response You should also pro-actively identify any security gaps you are aware of to inform the communications response. Ensure that regular Penetration testing takes place in addition to threat monitoring, to inform you of potential vulnerabilities and enable pro-active defences to be established.
  • 10. 10 @UCISA2023 10 10 10 Cyber Breach Identified Is this a major incident? Bronze Teams - Operational Silver Team - Tactical Gold Team - Strategic Major Incident Teams Yes Manage through normal incident process No Disclosure? Communications Is disclosure mandatory? Considerations Who is affected? Is the data encrypted? How much data is lost? Any specific rules related to, e.g. contract, legislation? Any international aspects? Disclose anyway? Right thing to do? Risk of data appearing on dark web later? Risk of whistle blower? Shows taking matter seriously Reduces litigation risk What to disclose? Consider regulatory requirements Consider data subject perspective Consider media perspective Frame the message Accept responsibility Avoid downplaying Address needs of data subjects Avoid blaming others Consider how data subjects and media will react? Have you had any previous breaches? Are you working with law enforcement? Channels Targeted email, if possible Staff/student intranet, if possible Website, Twitter Formal press release? Vice Chancellor statement? Prepare for Reaction Frequent internal comms Emergency website Call centre Media enquiries C y b e r C r i s i s R e s p o n s e When a major Cyber incident occurs, there are several decisions that need to be made quickly around disclosure and communications. These are illustrated in the flow chart below and expanded further over the next few pages.
  • 11. 11 @UCISA2023 11 D i s c l o s u r e Better to notify stakeholders as quickly as possible • Helps address feelings of vulnerability for those affected (including, for example, staff and students) • Important data subjects hear it directly from you first to avoid a loss of trust • May be easier to frame public opinion at an early stage in a crisis • Obligations to OfS and others affected by the breach Balance between accuracy and timing • Sometimes difficult to ever establish true scale of breach • Avoid underestimating Based on regulations for applicable jurisdictions • Support from internal legal team or external advisors (e.g. through insurers) • Advice from law enforcement How to disclose There are pros and cons to the communications channels that may be used as follows: • Email - Requires email address; May enhance perception of harm and generate negative emotions; Can be tailored to target those most impacted; Challenges include server throughput, spam filters and policy restrictions • University Website - Less direct – data subjects need to visit site; Can contain FAQs, hotline nos. • Surface Mail - More direct and personal; Avoids risk of phishing; May not have correct (up-to-date) address; Expensive and may also be seen as damaging to the environment • Telephone - More personal / caring; Resource intensive; May not have current number • Social Media - Opportunity to set the initial tone of social media posts; Interactive so able to set straight negative rumours; Risk of negative reinforcement spiral, e.g. “twitter storm” • Traditional Media - Often main source of information for some stakeholders; Media typically have own agenda and may not focus on the things you want; Consider list of trusted journalists to help disseminate It may be appropriate to use all available channels for communication to increase reach. Some channels may be disrupted as a consequence of the incident. Avoid limiting the choices of channels.
  • 12. 12 @UCISA2023 12 F r a m e t h e m e s s a g e Guidance on Messaging • Accept responsibility – you are the custodians of their data – apologise Even when a stakeholder is at fault (e.g. password reuse), you will be expected to have mitigated through multi-factor authentication and monitoring • Avoid downplaying – may be seen as not taking breach seriously • Address feelings of vulnerability for data subjects – Identify ways data subjects can protect themselves, consider providing free credit monitoring to affected students and staff • Avoid blaming others – Blaming hacking groups gives them the limelight, blaming service partners can lead to public disagreements. Considerations • Review aggravating factors to avoid message damaging credibility, for example: • Previous data breaches – “Are you really taking security seriously?” • Exposure of organisational limitations – “Is your comprehensive security plan that good?” • Breach being discovered by third party – “Is the security of student, staff and partner data really at the heart of what you do?” • Is this a “sophisticated attack” or really exposing weaknesses in your systems? • Take into account age, gender and cultural differences • Ethical Stance – Gender and age differences • Younger generation may be less impressed with credit monitoring as a mitigation • Other considerations • As appropriate, how are you working with law enforcement to bring the culprits to justice? • Can you share lessons learnt in due course to help others avoid repeating your mistakes?
  • 13. 13 @UCISA2023 13 D e l i v e r i n g t h e m e s s a g e In practice, the message needs to be delivered clearly in an easy-to-understand manner and avoiding jargon. It is likely to require the use of multiple channels, depending on the specific circumstances. Specifically: • Targeted email, if possible • Staff/student intranet, if possible • Statement on University Website, with links to further information • Posting on University Twitter feed • A formal press release • Through UCISA to communicate to the HE IT community, particularly if other universities may be at risk To demonstrate that the organisation is taking the incident seriously, consider who the message is sent from – in the most significant cases, this should be the Vice Chancellor. Prepare for reaction Once a communication is released, there is likely to be a reaction that can be anticipated. The following guidance should be followed: • Prepare to ramp up frequency of internal communications – briefing staff including senior officers, Heads of department etc • Ensure sufficient social media / call centre resources • Scale up response website and telephony capacity • Anticipate move of transactions to non-breached channels • Ensure capability in place for dealing with media enquiries, and relevant staff training in media interviews • Put measures in place to disrupt phishing/scam attempts as appropriate
  • 14. 14 @UCISA2023 14 R e s i l i e n c e Team Resilience The lifecycle of a major cyber incident is generally long and complex and does not end when services are restored. There can be significant impact on staff involved in the response, and on the organisation as a whole. During the initial stages of an incident, adrenaline runs high, and staff involved work extremely hard to get a resolution. This may require working extremely long hours, collecting of evidence for law enforcement, ensuring compliance with expectations of insurers, and dealing with a constant barrage of queries from Silver team. This can rapidly take its toll on both staff on the ground and leadership involved in the response. It is essential that plans are in place to rest staff and provide some resilience in support teams and leadership. The impact will extend well beyond IT, as business operations are interrupted creating a backlog of work. Post incident Activities Once services are restored there are likely to be many ongoing tasks that, in some cases, can last several years. This can include: • A formal report on the incident to the university’s governance committees, including any lessons learned and future investments required • Reports to external partners as appropriate – e.g. funders • Liaison with insurers on any claims process • Provision of evidence and witness statements to law enforcement organisations • Working with legal advisors to deal with any claims that may result from the incident In order to ensure that these post incident activities are as smooth as possible, it is vital that evidence is preserved, and the formal management of the incident is documented, for example, the formal minutes of meetings.
  • 15. 15 @UCISA2023 15 T h e i m p o r t a n c e o f r e h e a r s a l s A vital part of the preparation process is regular rehearsal of potential scenarios through ‘table-top’ exercises. Such rehearsals will typically aim to: • Evaluate effectiveness of Major Cyber Incident Response Plans; • Gain a level of understanding of the likely impact of an incident. • Test the proposed communications mechanisms, understanding the difficulty of crisis communications mechanisms. The benefits of rehearsals include: • Reduce Incident Response Times. Re-affirm the responsibilities for decision making at different points in the incident. • Minimise Business Impact. Understand the likely imposition an incident will have during an event. • Improve Information Flow and Trust. Ensure that the organisation feels prepared before going into the next maximum vacation period. Mechanisms to deliver situational awareness to decision makers. Depending on the maturity of your organisation, you may wish to consider splitting up your rehearsals into a series of shorter exercises with your Gold, Silver and Bronze teams. Whilst these will not replace the importance of a full rehearsal, they can be useful in their own right. Rehearsal can be as much about education as testing procedures. For example, it is commonplace for business teams to assume that IT should be able to recover data – what if this turns out not to be possible?! You may wish to approach rehearsals as follows: • Gold team rehearsal – emphasizing that a major cyber incident is likely to have organisation wide impact, and require strategic decision making and top-level communications • Silver team rehearsal – emphasizing the importance of effective partnerships across internal teams, and with external partners and suppliers. • Bronze team rehearsal(s) – these may be run in different functional areas including IT (ransomware attack) and Business teams (to consider the impact of extended data loss on functional areas) Internal audit may also be able to support and review the preparation and rehearsal processes and give appropriate assurance to Audit Committee.
  • 16. 16 @UCISA2023 16 S u p p o r t f r o m U C I S A During a major incident, it if often the case that focus on dealing with the matter in hand and potential support from both UCISA and Jisc can be overlooked. UCISA UCISA offers a confidential support service for IT leaders facing a cyber security incident. The UCISA team has excellent networks across the sector and can discreetly connect you to other IT leaders and teams who have been through similar incidents. Informal advice and support during what is likely to be a very stressful time can be invaluable. Any discussions are completely confidential, and no details will be shared without your explicit consent. With your consent, the UCISA team can also deal with communications that may be required to all universities, for example, where other institutions may be at risk of a similar attack. This can be done without identifying your institution where necessary. UCISA also has highly effective links with key staff at Jisc.
  • 17. 17 @UCISA2023 17 S u p p o r t f r o m J i s c Jisc CSIRT Jisc’s incident response team, Jisc CSIRT, monitors, coordinates and aids to resolve any security incidents experienced in the sector and has routinely supported institutions for the last 30 years to respond to or to prevent cyber attacks. Jisc CSIRT provides proactive incident management, coordination, training, and outreach to all its members including up to date advice and guidance to help reduce threats and compromise. CSIRT liaises with partners and agencies, such as the NCSC, to provide up to date intelligence to mitigate attacks. When incidents occur, the level of support given by Jisc CSIRT will vary depending on the type and severity of the incident with special attention given to issues affecting members’ essential infrastructure and business continuity. Further information on Jisc CSIRT is available at https://www.jisc.ac.uk/csirt Staff with responsibility for cyber security are encouraged to join the Jisc Cyber security community group for advice, guidance and to share incident information https://www.jisc.ac.uk/get-involved/cyber-security- community-group Jisc CSIRT can be contacted at irt@jisc.ac.uk or 0300 999 2340
  • 18. 18 @UCISA2023 18 S u p p o r t f r o m N C S C The National Cyber Security Centre (NCSC) works closely with the HE sector and provides extensive advice and guidance on their website https://www.ncsc.gov.uk The NCSC also provides a free service called Early Warning (https://www.ncsc.gov.uk/information/early- warning-service) which is designed to inform your organisation of potential cyber attacks on your network, as soon as possible. You are encouraged to report cyber incidents to the NCSC – you can do so here: https://report.ncsc.gov.uk/ The NCSC won’t share details with regulators, such as the Information Commissioner's Office, without first seeking your consent. The NCSC’s Cyber Incident Response (CIR) scheme (https://www.ncsc.gov.uk/information/cir-cyber-incident- response) is designed to help you identify NCSC-assured cyber incident response providers, who will help you navigate the activities during and immediately after a cyber incident. You may be required to notify multiple organisations as different organisations have different remits. If you are unsure who to report to, please use the Cyber Incident Signposting Service (CISS) for guidance. The NCSC operate the Cyber Security Information Sharing Partnership (CISP) which is a joint industry and government digital service to allow UK organisations to share cyber threat information in a secure and confidential environment. Further information on CISP can be found here: https://www.ncsc.gov.uk/section/keep-up-to-date/cisp
  • 19. 19 @UCISA2023 19 T o o l k i t R e s o u r c e s The toolkit is designed as a set of resources and prompts to be adapted by different institutions. Universities vary in size and complexity, and their major incident response processes are at differing levels of maturity. It’s important not to be overwhelmed by the potential breadth and complexity of cyber incident response. Resources in the toolkit are intended to be a starting point and may be simplified or enhanced depending on your circumstances. Even if you consider your organisation at a low level of maturity, you can start to make improvements using the resources in this toolkit. Start by downloading the companion file Cyber- Toolkit.zip which contains examples and resources to be adapted as required. Resources include: • Academic framework and whitepaper (Knight and Nurse) • Communications Resources (examples from several universities including staff/student emails, social media, political and other considerations) • Example contractual statements for suppliers and partners • Example desktop rehearsal exercise • Incident Management documentation If you have resources that you would like to share with the sector, please email membership@ucisa.ac.uk to discuss having these added to the toolkit. Copyright and Acknowledgements UCISA would like to thank the contributors of material in this toolkit which comes from several sources across the sector and from Jisc and NCSC. Accompanying resources associated with this toolkit are © for the university/organisation that produced them and maybe adapted for use by other UK universities under CC-BY- NC. The resources may not be used for commercial or other purposes without written permission from the relevant university/organisation. Specific information is provided in each resource within the ZIP file.
  • 20. 20 @UCISA2023 20 F o l l o w o n a c t i v i t i e s The Cyber threat is something that is continually changing and UCISA sees this toolkit as something that will evolve over time to continually support the HE community. You can help by doing the following: Transparency It generally helps to whole community to share as much information about any incidents as you are able to. For example, the Irish Health Service Executive (HSE) published a lot of detail about their experience of a ransomware attack https://www.hhs.gov/sites/default/files/lessons-learned-hse-attack.pdf Both UCISA and Jisc are able to help with communications to the broader sector through briefings, reports, closed Teams meetings or at their various conferences and events. Contributions to future versions of this Toolkit If you have resources that you think will be of use to the rest of the sector, please do get in touch with UCISA to share these. Suitable resources will be added to future versions to help it stay current and relevant.
  • 21. UCISA Registered office - 30 St Giles, Oxford OX1 3LE www.ucisa.ac.uk ceo@ucisa.ac.uk membership@ucisa.ac.uk admin@ucisa.ac.uk events@ucisa.ac.uk accounts@ucisa.ac.uk Registered Company No. 09349804