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Information Technology Services Guide 2019-2020

1. General Information
2. ITS Orientation
3. HKU Portal
4. Connecting to the HKU Network
5. Email Service
6. e-learning
7. Learning Environment
8. Centrally Coordinated Software
9. Computer and Research Support Facilities
10. Protect Your PC from Computer Viruses and Network Attack
11. ITS Related Mobile Applications
12. Getting Help
13. 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 portal services, learning management system “Moodle” and web-based administrative applications.

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


2. ITS Orientation

ITS is organizing orientation sessions to help new staff and students familiarize themselves with the variety of IT services supported by us.  Orientation sessions for the first semester will be held from late August to mid-September and those for the second semester will be conducted in January.  Please visit https://www.its.hku.hk/services/training for the orientation schedule and registration.  All new 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 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)

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 their preferred UID and PIN.  For staff members without an initial password provided by HRS, they can apply for HKU Portal UID through https://www.its.hku.hk/services/account/application/staff-hkid (this link is accessible within HKU campus network only).

The chosen UID 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)

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.

For more information about HKU Portal, please click here.


4. Connecting to HKU Network

ITS has installed a high-speed and sophisticated campus network based on 10-Gigabit Ethernet and Fast Ethernet technologies with over 53,800 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 5,700 WiFi access points and is available in all 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 fixed network connection, a one-time configuration/network card registration is required by following the procedures at https://www.its.hku.hk/services/network/connect.  

Staff and students can also use the HKU Virtual Private Network (HKUVPN) for accessing the campus network services outside the University network.  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 automatically.  They will receive a one-time token code every time when they make a VPN connection.   Please refer to our webpage at https://www.its.hku.hk/documentation/guide/network/remote/hkuvpn2fa for the configuration and connection steps.


5. Email Service

a. HKU Connect Email Service for Students

Student email accounts are hosting on an outsourced email platform powered by Google.  The accounts UID@connect.hku.hk support unlimited disk quota and students can keep using their accounts for life. 

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

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 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 https://www.its.hku.hk/documentation/guide/email/webmail/exchange/staff/hkucc1.


6. e-learning

Learning Management System (LMS) - Moodle

Moodle is the central Learning Management System (LMS) which supports an online platform for teaching and learning.  Moodle courses are automatically created for all academic courses registered under the Student Information System (SIS).  For more information about Moodle, please visit http://moodle-support.hku.hk/.

Lecture Capture Services (LCS) - Panopto

Panopto is the Lecture Capture Service (LCS) available for use by staff and students to record lectures and events for subsequent viewing by different users.  Having integrated with Moodle, recorded lectures will be uploaded and associated with the Moodle course automatically.  More details can be found at http://moodle-support.hku.hk/teacher/panopto.


7. Learning Environment

ITS, through the Learning Environment Services (LES) Team, looks after the central learning environment of the University, comprising classrooms, lecture theatres, Chi Wah Learning Commons, The Oval (1/F of Knowles Building), The Curve (1/F and 2/F of KK Leung Building) and Study Lounge (MB238 of Main Building).  A wide variety of facilities is provided to support the technology-enabled learning experience.  For example, the Digital Literacy Laboratory (DLL) has powerful iMacs and well equipped production studios together with technical support for multimedia production.  Communal PCs come with latest version of software packages, including word-processing, web page design, graphical and multimedia tools, and statistical analysis.  uPrint service (laser printing service) is available for both communal and personal laptop computers (click here for the configuration procedures) which are connected to the campus network through WiFi.  A Materializer 3D Printer is also available in the Chi Wah Learning Commons.  To know more about available facilities, please refer to the website at http://www.les.hku.hk.

For using the uPrint service, 100 free printing units are allocated to every new student upon new account creation.  For non-fresh undergraduates, they will also receive 100 free printing units before the start of a new academic year.  Additional printing units can be purchased using HKU uPrint app or Octopus Card at the Add Value Machines (AVM) in the Chi Wah Learning Commons, The Oval and Faculty of Medicine.  The charge is HK$30 for 100 printing units.  Any unused printing units will expire upon graduation. 


8. Centrally Coordinated Software

ITS coordinates a number of software for use by staff and students.  They can download and use these items by following the procedures below:

  • Microsoft Office 365 ProPlus (go to https://login.microsoftonline.com/ and login using UID@connect.hku.hk and HKU Portal PIN)
  • Sophos anti-virus (login HKU Portal > type "Sophos" in the Search field and click the link "Download Sophos Anti-Virus”) 
  • MATLAB and other centrally coordinated software

Please visit https://www.its.hku.hk/services/personal/software for more details.


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.  There 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.  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 https://www.its.hku.hk/services/research for more details.


10. Protect Your PC from Computer Viruses and Network Attack

Staff and students 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 arrange necessary measures to safeguard their PCs.  More details available at https://www.its.hku.hk/services/infosec/awareness/healthy-pc).


11. ITS Related Mobile Applications

A variety of mobile applications supporting different services are available for use by staff and students.  Please click here for more details.


12. Getting Help

Staff and students are welcome to contact us through the following channels to get assistance in using the central IT services:

Click here for the opening hours.


13. Policies and Guidelines

All staff and students are required to abide by the following policies and guidelines in using the University's IT facilities and services as detailed at https://www.its.hku.hk/about/policies.