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Information Technology Services Guide 2018-2019

1. General Information
2. ITS Orientation
3. HKU Portal
4. Connecting to the HKU Network
5. E-learning
6. Email Service
7. Hardware and Software Procurement
8. Learning Environment
9. Computer and Research Support Facilities
10. Office 365 ProPlus
11. Other Software Items Available for Download
12. ITS Related Mobile Applications
13. Getting Help
14. Protect Your PC from Computer Viruses and Network Attack
15. Policies and Regulations


1. General Information

Information Technology Services (ITS) provides comprehensive information technology services with a state-of-the-art IT environment to support teaching, learning, research and administration of the University. Its facilities include an advanced campus network, powerful central servers, high performance computer (HPC) clusters, cloud computing and modern learning environment, and its services include unified communication, portal services, learning management system “Moodle” and web-based administrative applications.

This Guide provides a quick reference to help students and staff get started in using the central IT services and facilities.

a. Mission

Please click here for our mission.

b. Locations and Opening Hours

Please click here for the locations and opening hours of our facilities and support services.


2. ITS Orientation

ITS is organizing orientation sessions to help new staff and students familiarize themselves with the wide variety of IT services supported by us.  For the first semester, orientation sessions will be held from late August to mid-September whereas sessions will be conducted in January for the second semester.  Please visit http://www.its.hku.hk/services/training for the orientation course schedule and registration.  All new University members are welcome to join.


3. HKU Portal

HKU Portal (https://hkuportal.hku.hk) provides a user-friendly and easy-to-access interface for University members to access all the centrally provided IT services including Student Information System (SIS), Human Capital Management System (HCMS), email, learning management system “Moodle”, web-based administrative applications, and Library services.

All staff and students are given a computer account, uniquely identified by an HKU Portal UID (User Identification) and an associated PIN (Personal Identification Number), for accessing a wide range of network services and applications conveniently.

HKU Portal UID and PIN

a. HKU Portal UID (User Identification)

HKU Portal UID is composed of 4 to 8 characters where the first character must be a lower case letter and the remaining characters can be lower case letters or digits.

For students:

The HKU Portal UID and PIN will be distributed to new students upon admission registration. Thus, no application is required. The pre-assigned UID begins with “h” or “u” followed by the 3rd to 9th digits of the HKU student number.  For example, if the student number is 3031234567, the pre-assigned UID will be u3123456 and the corresponding email address will be u3123456@connect.hku.hk.

Students can change their pre-assigned UID within 7 days after Master Registration. Change of UID can be done once during the entire study at the University.  This change can be made via HKU Portal (type “UID” in the Search field > Click the link “Change HKU Portal UID”).

For staff:

New staff members will receive an initial password and procedures on application for HKU Portal account from the Human Resource Section of Registry (HRS) together with the appointment letter. Upon receipt, they can apply for the HKU Portal account at https://extranet.hku.hk/account/servlet/apply_uid_r2_1 and set the UID and PIN of their choice. For staff members without an initial password provided by HRS, they can apply for HKU Portal UID through http://www.its.hku.hk/services/account/application/staff-hkid (this link is accessible within HKU campus network only).

For staff members who have applied for HKU Portal account before and the end date of their last appointment is within 190 days prior to the commencement of the appointment now on offer, they are NOT required to submit an application and they should continue to use their previous HKU Portal UID and PIN. Otherwise they are required to re-apply for it using the same HKU Portal UID in accordance with the steps mentioned above.

The UID chosen by a student or staff member should resemble his/her name. ITS reserves the right to disapprove any chosen UID which is deemed inappropriate. A fee of HK$200 will be charged for late or subsequent change requests to recover part of the administrative overhead.

b. HKU Portal PIN (Personal Identification Number)

HKU Portal PIN must have 10-18 characters with at least one letter (a-z, A-Z) and one digit (0-9).

Change of PIN can be done via HKU Portal (type "pin" in the Search field and click the link "Change HKU Portal PIN").  Staff and students can reset their PIN online whenever it is forgotten by making use of their mobile phone number and alternate email address provided during account creation (for staff) and change of initial password (for students).  They can simply click the link “Forgot your PIN/Passwords” at the login page of HKU Portal to get this done.

c. Taking good care of your PIN

Every HKU Portal UID is unique and PIN is required for accessing the central IT services that require authentication. Please remember to keep your PIN safe. Some security tips are given below:

  • DO NOT LET OTHERS USE YOUR UID and PIN.
  • KEEP YOUR PIN CONFIDENTIAL as you will be held responsible for all transactions using your UID and PIN.
  • Change your PIN regularly.
  • Use a PIN of 10-18 characters long and include combinations of letters (upper and lower case) and digits.
  • Avoid using easily guessed PIN such as names of places, a word from a dictionary, nickname, date of birth, phone numbers, car plate numbers, any string of digits, a person's name, drama/film character, brand of products, simple patterns of letters on keyboard, e.g. 'qwert' or a string of all the same letter.
  • Choose a PIN that is easy to remember and type so that others will not be able to look over your shoulder to know your PIN while you are typing.
  • To devise a good PIN, think of a clause or a phrase. Choose the first character of the words in the clauses or phrase. For example, 'happy birthday to you 2 Winnie the Pool and Tigger' makes up the PIN 'hbty2WtPaT'.
  • Do not run any programs from an unknown source which may contain keystroke trapping programs.

For more information about HKU Portal, please click here.

FAQ on this topic:


4. Connecting to the HKU Network

ITS has installed a high-speed and sophisticated campus network based on 10-Gigabit Ethernet and Fast Ethernet technologies with over 52,600 network access points installed which links together all the computer servers, workstations and PCs in the main and remote campuses.

Wireless access to the campus network and Internet is provided by over 5,600 WiFi access points and is available in all the centrally-administered classrooms, public areas in the main campus, department offices and halls of student residence.  Apart from the University’s WiFi network “HKU”, staff and students can also enjoy WiFi access off-campus at CSL and Y5Zone WiFi hotspots in town, and at other local and overseas universities using “eduroam”.

For making wifi and wired network connection, a one-time configuration/network card registration is required by following the procedures at http://www.its.hku.hk/services/network/connect

For accessing the campus network services outside the University network, staff and students can use the HKU Virtual Private Network (HKUVPN).  Access to HKUVPN requires 2-Factor Authentication (2FA) which means on top of HKU Portal UID/PIN, a one-time token code has to be provided to complete the login step.  New staff and students will have 2FA registered for them by default.  Whenever they are making a VPN connection, a one-time token code will be sent to the registered alternate email address or 2FA mobile app (FortiToken) (for staff only if they choose to use the 2FA Mobile App).   Please refer to our webpage at http://www.its.hku.hk/documentation/guide/network/remote/hkuvpn2fa for the configuration and connection steps.

FAQ on this topic:


5. E-learning

Learning Management System (LMS) - Moodle

Moodle

Moodle is the central Learning Management System (LMS) of the University to provide an online platform to support the teaching and learning activities. Moodle courses will be automatically created for all academic courses that have been defined in the Student Information System (SIS). Teachers’ and students’ enrollments for the corresponding Moodle courses will also be automatically handled. For more information about Moodle, please visit the website at http://moodle-support.hku.hk/.

Lecture Capture Services (LCS) - Panopto

Panopto

Panopto is the system being used in our Lecture Capture Services (LCS) to provide teachers and students the tool for recording lectures and events for subsequent viewing by different users. Having integrated with Moodle, recorded lectures are uploaded and associated with the Moodle course automatically. More details can be found at http://moodle-support.hku.hk/teacher/panopto.

FAQ on this topic:

Moodle (Teachers and Students) and Panopto


6. Email Service

a. HKU Connect Email Service for Students

Student email accounts are hosting on an outsourced email platform powered by Google.  The accounts support unlimited disk quota and students can keep them for use after graduation.

Student’s email address is assigned based on their UID and the pre-assigned email address is UID@connect.hku.hk.  If UID is changed, the email address will be changed correspondingly.

Students can check emails via the MyEmail tab of HKU Portal, webmail.hku.hk or supported mail clients. For more information about the HKU Connect Email service, please click here.

HKU Connect Email Service

b. Central Email/Calendar Service for Staff

Staff email accounts are hosting on in-house email servers running Microsoft Exchange 2013 (hkucc1.hku.hk).   Each staff member is allocated with a default disk quota of 5GB and email archive is available for registration by staff in case the disk quota exceeds. 

Staff’s email address is UID@hku.hk.  They can check emails via the MyEmail tab of HKU Portal, webmail.hku.hk, Microsoft Outlook or other supported mail clients. Procedure to access the staff email on different supported platforms can be found at http://www.its.hku.hk/documentation/guide/email/webmail/exchange/staff/hkucc1.

FAQ on this topic:


7. Hardware and Software Procurement

ITS coordinates various volume purchases and site licensing programmes for departments to purchase computers and software items that are of common demand at discounted prices.  

Tender prices are available for reference by departments who can place their orders directly with the selected suppliers. Please search “tender prices” under HKU Portal for the pricing and supplier details. The purchase of some software licenses is coordinated through ITS and purchase requests can be submitted via HKU Portal (Home > Campus Information Services > Central IT Services > Order License & Goods) or ITS Order Form (CF36).


8. Learning Environment

ITS manages the virtual and physical learning spaces and strive to develop inspiring, vibrant and technology-rich teaching and learning environments for teachers and students.   

a. Learning Commons

The Learning Commons is a campus hub equipped with modern learning facilities that encourages and facilities individual and group study. Here are the learning commons available for use by students and staff:

Chi Wah Learning Commons

The 6,000 m² Chi Wah Learning Commons (智華館) is located at the podium levels of the University’s new Centennial Campus. The facility, which spreads over three levels, is a technology-rich, shared or common space in which students, teachers and others can come together to interact, and participate in various kinds of activities held there. More information can be found on its website at http://www.les.hku.hk/teaching-learning/learning-space/chi-wah-learning-commons.

LC

The Oval

The Oval (http://www.les.hku.hk/teaching-learning/learning-space/the-oval) is located on the first floor of Knowles Building. It is a common area surrounded by a number of classrooms. It has over 80 seats for self-study. There is uPrint service with three printers. With wireless (WiFi) connection, you can use your own laptop to print and collect printout.

oval

The Curve

The Curve (http://www.les.hku.hk/teaching-learning/learning-space/the-curve) is another learning place located in the Main Campus for individuals. It is on the first floor and second floor in the K.K. Leung Building where next to four lecture theatres.

curve

b. Communal PCs

Communal PCs are available for use in the Chi Wah Learning Commons. There are 124 Windows PCs and 9 Mac computers on level 1 (CPD-1); and 70 Windows PCs and 5 Mac computers on level 2 (CPD-2). They are network connected with commonly used software installed. Students can also use the faculty-based PC laboratories and PCs in KB-110 when the room is not booked for classes. 

c. PC Availability App

The PC availability app is developed to facilitate staff and students to look up the availability of the communal PC in the Chi Wah Learning Commons, KB-110 and some of the faculty-based PC laboratories. Its web version is available here.  

This app is available on Android or Apple iOS platforms via the HKU App (Staff corner or Student corner > Learning Facilities > PC Availability). 

PC Availability

d. Laser Printing Service

A print-anywhere printing service called uPrint is available for use by all staff and students.  uPrint supports both black & white and color printing; and copying service is also available at some of the printers. Staff and students can use uPrint at the Chi Wah Learning CommonsThe OvalThe Curve and some faculty-based PC laboratories. Users can submit print job from any networked desktop/notebook PC/mobile device installed with the uPrint printer driver or app.  Printout can be picked up at any uPrint printers. Please click here for the configuration procedures for using the uPrint service.

100 free printing units are allocated to every new student upon new account creation. For non-fresh undergraduate students, they will also receive 100 free printing units before the start of a new academic year.

Additional printing units can be purchased using Octopus Card at the Add Value Machines (AVM) in the Chi Wah Learning Commons, The Oval and Faculty of Medicine (at Computer Assisted Learning Centre). The charge is HK$30 for 100 printing units.

Note: All students must settle all outstanding liability of printing units incurred before graduation. Unused printing units will expire upon graduation. 

e. Booking of Study Rooms

There are 25 study rooms at the Chi Wan Learning Commons.  11 rooms are on Level 1 (CPD-1) and 14 rooms are on Level 2 (CPD-2).  Display panels are available in some of the Study Rooms for notebook projection.

A video camcorder (60GB hard disk, 60x optical / 2000x digital zoom, 2.7" touch panel display and built-in zoom microphone) for video shooting in the Study Rooms is also available for short-term loan on a first-come-first-served basis. For using the video camcorder in the Study Rooms, please contact the service counters at the Chi Wah Learning Commons. 

Please click here for the seating capacity and facilities in study rooms: For online reservation, please click here or via the CWLC Study Room Booking module via the HKU App (Staff corner or Student corner > Learning Facilities > Booking of CWLC Study Rooms).
 

FAQ on this topic:


9. Computer and Research Support Facilities

ITS provides expertise and central support in high performance computing (HPC) and Cloud/Grid Computing to facilitate compute-intensive research activities of the University.  The newest addition is a 2,320-core HPC system (theoretical peak power of 103.4 Tera-FLOPS) equipped with the latest technologies, including Nvidia Graphics Processing Unit (GPU), Intel Many Integrated Core (MIC) and Lustre parallel file-system, for supporting compute-intensive and accelerated computing.  In addition, a 2,256-core 64-bit HPC system (theoretical peak power of 29.15 Tera-FLOPS) serving as the Hong Kong node of the China National Grid (CNGrid), is supported by ITS for shared use with the Department of Computer Science for supporting multi-disciplinary researches and systems research. Software packages for supporting engineering computation, scientific applications, simulations, graphics applications and statistical analysis are installed on these servers.  Please refer to the website at http://www.its.hku.hk/services/research for more details.

hpc server


10. Free Download of Microsoft Office 365 ProPlus

Under the Microsoft Enrollment for Education Solutions (EES) agreement signed between the University and Microsoft, all students and staff can download and install Microsoft Office ProPlus (Office 365 ProPlus) on up to 5 personal machines (PC or Mac) and Office apps on 5 mobile devices including Android, iPad, and Windows tablets without additional cost.  They can also use Microsoft's online cloud storage OneDrive for Business (5 TB in size) and Skype for Business.

For Staff:

For installation and setup procedures of MS Office 365 ProPlus for staff, please click here.

The right to use will expire when staff leave or retire from the University.  After the employment end date, Office 365 ProPlus will be deactivated and access to Office apps, OneDrive for Business and Skype for Business on their personal device(s) will become unavailable.  The data stored on OneDrive for Business will be deleted after the use right is updated and removed.

For Students:

New students will receive an email from ITS informing them the availability of this service after their HKU Portal account is created. For installation and setup procedures of MS Office 365 ProPlus for students, please click here.

This right to use the Microsoft Office ProPlus will expire after students leave or graduate from the University.  The expiry date will align with that of the HKU Portal account and Microsoft products installed will be deactivated after the expiry date.

FAQ on this topic:


11. Other Software Items Available for Download

Apart from Microsoft Office 365 ProPlus, there are other software items available for download by staff and/or students. These include PDF Exchange Pro (for staff only), Sophos Endpoint Antivirus (for staff and students), Microsoft Imagine Service (for students only) and Amazon Web Services (AWS) Educate (for teaching staff and students).

The full list is available at http://www.its.hku.hk/services/personal/software and http://www.its.hku.hk/services/cloud.


12. ITS Related Mobile Applications

ITS worked on and assisted to roll out a range of mobile applications for use by University staff and students. These mobile applications are available for download and installation on Android and iOS mobile devices. For more details on mobile applications, please click here.

a. HKU App

The HKU App is developed to improve communication among students, staff, visitors and the university. It facilitates mobile access to the latest campus information wherever you are. The HKU App is available on both Android (version 2.2 or above, download from Google Play) and Apple iOS (version 9.3 or above, download from iTunes App Store) devices. For details, please refer to About HKU App. For the User Guide, you can click here

b. Courses@HKU App

The Courses@HKU App is developed for undergraduate students to enquire course information and plan for their studies. Students can view the detailed description, pre-requisite and timetable information of over 2,000 undergraduate courses and the course lists of over 75 majors and 75 minors at their fingertips. Enrollment statistics of Common Core Courses and Core University English Courses are also provided. To use this app, you need to login with your HKU Portal account and PIN. The Courses@HKU App is available for download for both Android (version 5.0 or above) and Apple iOS (version 9.0 or above).

c. HKU Shuttle Bus App

The HKU Shuttle Bus App offers a user-friendly interface to check the shuttle bus timetables, bus routes and bus stop locations. Users can search a bus schedule by locations (“From” and “To”), date and time. Suggestions on the schedule of the next bus, nearest stations/routes to the indicated destinations, complete route schedule, traffic news related to HKU Shuttle Bus service and fare information are also available under the App. The HKU Shuttle Bus App is available for download for both Android (version 4.0 or above) and Apple iOS (version 8.0 or above). For details, please refer to User Guide on HKU Shuttle Bus App.

d. HKU Tutorial Sign-up

The HKU Tutorial Sign-up app provides a platform for University students to register tutorial group sessions for their enrolled courses.

For details, please refer to http://moodle-support.hku.hk/tutorial-sign-application-app.


13. Getting Help

ITS provides the following channels to assist users in using the central IT services:

a. Service Desk

Professional staff are stationed at the Service Desk office (1/F, Library Building (Old Wing)) to provide advice and assistance in using the central IT services including the use of Student Information System (SIS).

You can get assistance via the following channels:

Click here for the opening hours of the Service Desk.

b. Frequently Asked Questions (FAQ)

Staff and students can find the most commonly asked questions on the central IT services supported by us.  Users will be able to find useful information from the pages at http://www.its.hku.hk/faq.

c. Training

Regular courses and workshops on using different central IT services are conducted by our staff and external course vendors. The training schedules can be found at http://www.its.hku.hk/its-news.

d. ITS News

This is our electronic newsletter which is published bi-monthly at http://www.its.hku.hk/its-news to keep users abreast on our latest development and services.   

e. Documentation

Guidelines and procedures in using our facilities and services are available at http://www.its.hku.hk/help/documentation.


14. Protect Your PC from Computer Viruses and Network Attack

Students and staff must protect their PCs vigilantly against computer viruses, trojan horses and spyware because they affect not only the operation of their PCs but also the performance of the entire campus network and the Internet. It is every user's responsibility to do the following (more details available at http://www.its.hku.hk/services/infosec/awareness/healthy-pc):

  • Perform Windows Critical Update whenever new critical update is available.
  • Install antivirus software on the PC and update it with the virus and spyware definition file daily, preferably to be done immediately after the PC is started up. Students can download ONE copy of the Sophos antivirus software for use on their PC during their studies at the University under HKU Portal (type "Sophos" under the Search field of HKU Portal and click the searched link "Download Sophos Anti-Virus"). Staff who has acquired the Sophos Endpoint Security and Control and Kaspersky Endpoint Security License through their departments can download a copy of the software for installation.
  • If a PC is infected with a virus, the virus may disable it from accessing anti-virus web sites and so it cannot be updated with the latest virus definition file. Users must use another PC to download the special removal tools and the latest virus definition files from the anti-virus web sites (please refer to the FAQ page on Computer Virus at http://www.its.hku.hk/faq/personal/software/virus).
  • Do NOT open suspicious mail or attachment from unknown/suspicious source.
  • Do NOT visit suspicious web sites or click on unknown web links.
  • Do NOT install peer-to-peer ("P2P") software because P2P software may auto-download and redistribute other software without authorization and would infringe others' copyright and make your PC susceptible to network attacks such as port scanning, virus, Trojan horse or spyware.
  • Always remember to switch off your PC when not in use for a prolonged period to reduce its chance of being attacked and if infected, to attack other computers or the network. This also saves energy and is environmentally friendly by extending the life of the PC.

FAQ on this topic:

Computer Viruses & Trojan Horses


15. Policies and Guidelines

All staff and students are required to abide by the following policies and regulations in using the University's IT facilities and services:

a. The University of Hong Kong Statement of Ethics on Information Technology (IT) Use

(http://www.its.hku.hk/about/policies/ethics)

b. Regulations Governing the Use of Central IT Services

(http://www.its.hku.hk/about/policies/central-it-services)

c. Conditions on IT Usage

(http://www.its.hku.hk/about/policies/conditions-it-usage)

d. Campus Network Acceptable Use Policy

(http://www.its.hku.hk/about/policies/campus-network)

e. HARNET Acceptable Use Policy

(http://www.its.hku.hk/about/policies/harnet)

f. Privacy Policy Statement

(http://www.its.hku.hk/about/policies/privacy)

g. Personal Information Collection Statements

(http://www.its.hku.hk/about/policies/personal-info-collection)

h. Guidelines on Electronic Communications and Storing Personal Data on Portable Storage Devices, Personally-owned Computers and Public Cloud Services

(http://www.its.hku.hk/about/policies/personal-data-guidelines)

i. Guidelines for Using External Web 2.0 Services for University Purposes

(http://intraweb.hku.hk/local/its/web2guidelines)