April 2009

IT Security Quiz – Announcement of iPod Shuffle Winners
Joint Universities IS Awareness Seminar and Security Workshop on Risk Assessment
May Staff IT Training Programmes
More Briefing Sessions on New Vista PCs for Staff
Updated List of ITS Representatives to Departments
Issues on GroupWise: Document Management System and Auto-reply Rule
Reminder: Phasing-out of Dial-up Modem Service
Services Updates on the Academic Unix Clusters
Implementation of Identity and Access Management (IAM) Infrastructure and Framework
Microsoft University Programme for Students - Be Qualified as a Microsoft Certified Professional

IT Security Quiz – Announcement of iPod Shuffle Winners

To facilitate user education and awareness on IT security among the PolyU community, an IT Security Quiz was launched in the March issue of 'Get Connected'.

It is very encouraging to note that the Quiz had received very good response with over 900 staff and students participated. For those who could get all the answers correct, they will have the chance to win an iPod Shuffle in a lucky draw.

Before announcing the lucky winners of the iPod Shuffles, let's check out the answer to the 5 questions of the Quiz and win useful IT security tips first of all:


Spyware is any software that secretly gathers information about a user's online activities without his / her permission. Which of the following practice(s) could help to minimize the risk of spyware infection?


d. All of the above (a. Do not visit suspicious websites, b. Regularly clean up the saved 'cookies' in the browser, c. Do not download / install any software from unknown sources)  


Which of the following statement about social networking sites is NOT true?


c. It is always safe to accept a link request from a 'friend-of-friend'.  


Before disposing your mobile device, what should you do to avoid data leakage?


b. Permanently remove all data using data erasing tools.  


When choosing your computer password, you should avoid using:  


d. All of the above (a. Your username or real name, b. Real words from the dictionary, c. Any meaningful numbers such as your HKID no., mobile phone no., date of birth, etc.)


What should you do if you receive an e-mail claiming to be from PolyU and asking you to provide your account username and password at a given URL?


c. Do not respond to the e-mail and delete it immediately.

If you have got all the answers correct, you may be the lucky winner to receive the iPod shuffle. Click the button below to check it out:

Congratulations winners! We will contact you shortly for the prize collection arrangements.


Joint Universities IS Awareness Seminar and Security Workshop on Risk Assessment


As conveyed in our last issue, ITS will be launching a series of IT/ IS security awareness and training programmes starting April, with the aim to providing practical guidelines and advice to departments and colleagues in handling IT security-related issues.

Joint Universities IS Awareness Seminar

Held concurrently at the 3 university campuses on 2 April 2009, the 'Joint Universities Information Security Awareness Seminar' was jointly organized by ITS in collaboration with our counterparts at HKU and CityU. IT security experts from external organizations including the Information Systems Security Association (HK Chapter), Information Systems Audit and Control Association (HK Chapter), Hong Kong Computer Emergency Response Team Coordination Centre, etc. were invited to deliver presentations on a wide spectrum of topics on information security. Over 100 PolyU colleagues from 55 departments / offices had participated in the event.


IT Security Workshop on Risk Assessment

The next programme, an 'IT Security Workshop on Risk Assessment', was held on 24 April 2009 to provide departmental IT security personnel with practical know-hows to conduct risk assessment on the  departmental IT systems. Conducted by an external IT Security Consultant, the workshop focused on the risk assessment methodology and risk mitigation methods, with demonstrations on the use of various security tools for risk assessment. A risk assessment checklist /template was provided to all attendees, to facilitate them in conducting risk assessment on their departmental systems after the Workshop. Over 90 colleagues from 54 departments / offices had attended the Workshop.

Following the Risk Assessment Workshop, a  Departmental IT Security Questionnaire Survey will be launched shortly to collect information on the security practices and risk factors at the departmental level.

IT/IS Security is an on-going endeavour for everybody, both in the interest of personal as well as University activities. We count on your continuous support and participation in the University's upcoming programmes on IT Security to be lanuched by ITS.

Thank you for your continuous support and participation.



May Staff IT Training Programmes


Training Workshops

You may view the full list of workshops offered in May and make online enrolment via the Staff IT Training Workshop Enrolment System. You will be notified instantly of the enrolment results.

Online Courses

  May Online Courses


Access 2002: Level 1 , 2 & 3


Access 2007: New Features


Acrobat 8: New Features


Acrobat 9.0 Pro: Level 1 & 2


Excel 2002: Level 1 & 2


Excel 2002: Advanced


Excel 2007: New Features


FrontPage 2002: Introduction


FrontPage 2002: Advanced


GroupWise 6. 5 : Level 1 & 2


GroupWise 7.0 Level 1-1: Using GroupWise E-mail


GroupWise 7.0 Level 1-2: Organizing E-mails and Address Book in GroupWise


GroupWise 7.0 Level 1-3: Using GroupWise Calendar and Resources


PowerPoint 2002: Introduction


PowerPoint 2002: Advanced


PowerPoint 2007: New Features


Project 2002: Level 1 & 2


Project 2007: Level 1 & 2


Publisher 2002: Introduction


Publisher 2007


Security Awareness (Part 1): Accessing a Computer, a Network and the Internet in a Secure Manner


Security Awareness (Part 2) : Maintaining File and Email Security


Security Awareness (Part 3): Promoting Web Security and Proper Responses to Security Incidents


SharePoint Designer 2007: Level 1 & 2


Visio 2002 Professional: Level 1 & 2


What's New in Visio 2007


Windows Vista : New Features


Word 2002: Level 1 & 2


Word 2002: Advanced


Word 2007: New Features

Please click here for the detailed description of each course. To enrol, please complete and return the web-based proforma reply and you will be informed of the enrolment results in early May via e-mail.

Enquiries: 4566


More Briefing Sessions on New Vista PCs for Staff


In response to requests from departments and colleagues, 2 additional brief sessions on the new Vista PCs for staff will be held in May 2009 with details as below:




14 May

14:30 – 16:30


21 May

09:30 – 11:30


Medium of instruction: Cantonese

Registration will be accepted on a first-come-first-served basis. For enquiries, please contact the ITS General Office at Ext. 4566.


Updated List of ITS Representatives to Departments


To provide consultation to individual departments and enhance communication and collaboration, a dedicated senior ITS staff member, 'ITS Representative to Department' (IRD), has been assigned as the direct contact point to each Department/Office/Centre/Unit.

The IRDs will coordinate to provide professional input to departments on their IT initiatives. IRD visits to departments / offices may also be arranged to better understand departmental IT needs. Heads of Departments, Computer Liaison Officers (CLOs) and other colleagues involved in the planning and development of departmental IT initiatives and projects are welcome to contact their IRD at any time for discussions and idea sharing. Please click here for the updated list of IRD.


Issues on GroupWise: Document Management System and Auto-reply Rule


Document Management System

While colleagues are gradually receiving their new PCs running on Windows Vista with GroupWise 7 pre-installed, it is noted that users of GroupWise Document Management System (GW DMS) may be affected by the following technical issues:

  1. Viewing / Editing of TIFF/JPG Files

    In the new Vista PCs, Windows Photo Gallery is used as the default program to view TIFF and JPG files. This will cause errors when viewing / editing the TIFF/JPG files stored in GW and will result in the locking up of those files for further access.

  2. Forwarding / Attaching Document Reference

    Forwarding and attaching the GW document reference are not allowed in the GroupWise client version 7.0.3 HP1. As a result, only the message content could be sent out to the recipient without the attached document reference.

Please click here for detailed information of the above issues and the recommended solutions.


Auto-reply Rule

It has also been found that when running the GroupWise Caching mode, errors will occur if a user clicks on the ‘Run' button to enable / execute an auto-reply rule. In addition to replying to those newly received e-mails, an auto-reply will be sent out for other previously received messages stored in the same folder. To avoid the problem, please DO NOT click the 'Run' button to enable your rule. Instead, simply check the box next to the auto-reply rule.

Please contact our Help Centre at Ext. 5900 if you need any assistance.



Reminder: Phasing-out of Dial-up Modem Service


As announced in our August 2008 issue, the PolyU dial-up modem service will be phased-out starting from the 2009/10 academic year.

With the rapid development of broadband Internet service in recent years, high speed residential Internet connection services are offered by the ISPs at low cost. While the broadband speed has been ever increasing to cope with user needs, the speed of the dial-up modem Internet access service is limited by the 56kbps ceiling which is a hundred times slower than the popular 6Mbps broadband service.

We have been cutting down the number of dial-up lines over the past few years as the demand for campus dial-up modem service has become less and less. Taking into account the decreasing usage rate and the cost-effectiveness in maintaining the service, it is planned to phase out the dial-up modem service in September 2009.

Please contact the ITS Help Centre at 2766 5900 if you have any enquiries on this arrangement.


Services Updates on the Academic Unix Clusters


During this summer, a number of services under the Academic Unix Cluster will be upgraded and enhanced. The key changes are highlighted below:


Phasing-out of Services



Phase-out Date

ASP service in myWeb

Since the ASP engine used in the 'myWeb' environment has entered its 'end-of-life-cycle', the ASP service in 'myWeb' will be phased.

1 August 2009

SSH gateway Service

Starting December 2007, all Academic Unix users can use SSH (secure shell) and SCP (secure copy protocol) to connect to all hosts of the Academic Unix Cluster machines (hkpu07, hkpu10, hkpu11, hkpu21, hkpu22 and hkpu23) from off-campus. To consolidate the resources, the PolyU SSH gateway service will be phased-out. Click here for the documents on how to access the Academic Unix Cluster machines.

1 August 2009

Oracle Database Service

Since the launch / support of the mySQL database service in the Academic Unix Cluster, increasingly more users have adopted mySQL as it could work better with the 'myWeb' service as compared with Oracle. As conveyed in our November 2008 issue, to focus our support efforts for mySQL database service and to further strengthen its affiliation with 'myWeb', the Oracle database service in the Academic Unix Cluster will be phased out. Click here for the mySQL installation and configuration guide.

1 August 2009

Solaris 8 for hosts of general & research computing groups

As stated in the August 2008 issue, the OS version for the remaining hosts running on Solaris 8, including hkpu07, hkpu11 and hkpu22, will be upgraded to Solaris 10 within July 2009. Users are strongly recommended to test and migrate their applications running on Solaris 8-based hosts (hkpu07, hkpu11 and hkpu22), including the mySQL server, to Solaris 10-based hosts (hkpu10, hkpu21 and hkpu23) on or before 30 June 2009.

Within July 2009


Patching / Upgrade of Services




OS patching for general & research computing groups  

OS patching exercise for the hosts of the general computing group and research computing group will be conducted.

Within July 2009

Research machine booking system

The research machine booking system for the hosts of the research computing group (hkpu11 and hkpu22) will be upgraded.

Within July 2009


PHP in myWeb

To provide a better PHP programming environment, the PHP in 'myWeb' will be upgraded from version 4 to 5. Users are strongly recommended to test your PHP-based programs in 'myWeb' after the upgrade.

Within August 2009

 If you have any enquiries or need assistance, please feel free to contact the ITS Help Centre at 2766 5900.


Implementation of Identity and Access Management (IAM) Infrastructure and Framework


In order to enhance the security in user life cycle management, account provisioning and access control to the central IT systems and facilities of the University, ITS has initiated the IAM project, which is an infrastructure project that involves business process re-engineering and integration work with existing systems and applications.

Phase 1 of the project will cover the implementation of the IAM Infrastructure and the pilot integration of some selected systems and applications. Upon the successful completion of Phase 1 targeted for August 2009, ITS will proceed to the other phases which would involve the integration of more systems and applications and the implementation of new functions and features for delegated administrators. The existing Account Management System will be phased out upon completion of the project.


New Anti-spam Engine for Campus E-mail System


As communicated earlier via e-mail and the University Portal, new SMTP servers for the Campus E-mail System (including WebMail) will be launched on 1 May 2009 to further enhance overall e-mail security and control, and to reduce the number of spam / unwanted mails in users' mailboxes.

The new SMTP servers have a new anti-spam and anti-virus engine which, with the latest technologies deployed, can eliminate over 99% of spam mails. They can also proactively protect against evolving threats including viruses, Trojans, phishing attacks and web-based malware.

To highlight, the spam control mechanism of the new anti-spam engine is different from the existing engine in the following ways:

  1. Incoming e-mails identified as spams will no longer be delivered to users' mailboxes, but be routed to the quarantine of the SMTP servers. E-mails stored in the quarantine will be deleted after a few days (estimated to be 7 days, depending on the total volume of incoming e-mails being identified as spams).

  2. Existing personal 'White List' and 'Black List' maintained under WebMail by individual users will no longer be effective. Instead, users can maintain their 'White List' and 'Black List' under the new ‘WebMail Quarantine Hub'.

With the new spam control mechanism, users will receive a daily e-mail digest containing a list of your quarantined messages. You can access the 'WebMail Quarantine Hub' to manage the quarantined messages, as well as to maintain your 'White List' and 'Black List'.

Details of the new anti-spam engine can be found  here


Do NOT Upgrade to Internet Explorer 8


Microsoft has recently distributed the latest version of Internet Explorer 8 as an important update via the Windows Update. As the University's web-based applications and administrative systems and most websites and web applications of external organizations are developed based on IE7, users of IE6 and IE7 are advised NOT to install IE8 at this stage to avoid compatibility problems.

ITS has prepared a 'one-off' solution for you to disable the automatic installation of IE8 on your PC. Simply click here and follow the instructions to install the IE8 Blocker.

For enquiry and assistance, please contact the ITS Help Centre at 2766 5900.


Microsoft University Programme for Students - Be Qualified as a Microsoft Certified Professional


As announced in our last issue, Microsoft Hong Kong and Infocan Computer (HK) Limited will jointly offer the 'Microsoft University Programme 2009' to all full-time university students this summer, so that they can receive training and take examination to obtain globally-recognized Microsoft Certifications at discounted rates.

The Programme will provide students a chance to get the certified credentials of:

  • Microsoft Certified Application Specialist (MCAS)
  • Microsoft Certified Technology Specialist (MCTS)
  • Microsoft Certified IT Professional (MCITP)

To enable PolyU students to benefit from this special programme, ITS is collaborating with Infocan to provide the venue and facilities for running a number of courses on campus.

Please visit the Programme Website for the courses available and the registration arrangements. For enquiries, please call the Infocan hotline at 2882 2456.