May 2009

Do NOT Install Windows Vista SP2 and IE 8
Updates on Campus Video Broadcasting Service - High Definition Channel Available in June 2009
New Anti-spam Engine of the Campus E-mail System - What to Do After Receiving the Daily E-mail Message Sent by ''?
New Acquisition Arrangements for SPSS Software Licences
June Staff IT Training Programmes
Set Up the Auto-reply Rule in GroupWise before You Go on Leave
Microsoft University Programme 2009 - Extension of Registration Deadline

Do NOT Install Windows Vista SP2 and IE 8


Microsoft has recently released Windows Vista Service Pack 2 (SP2) and Internet Explorer 8 (IE 8) with updates on performance, security and other features. However, these updates have yet to be tested for compatibility with the University’s current PC environment and the central administrative systems. Users are therefore advised NOT TO install Windows Vista SP2 and IE 8 until further notice from ITS to avoid compatibility problems.

A 'Blocker for Windows Vista SP2 and IE 8’ has been prepared for you to disable their automatic installation on your PC by the ‘Windows Automatic Update’ feature. Simply click here to install the Blocker.  

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

Preparedness for Influenza Pandemic – IT Services to Facilitate Staff and Students to Work at Different Locations on Campus and from Home


As we are all aware, a Task Force for the Management of Influenza A (H1N1) chaired by Prof. Thomas Wong, VP(MGT) has been set up to coordinate with various departments in developing preparedness and contingency measures for the potential outbreak of the decease.

While departments and offices are reviewing and preparing for the implementation of their contingency plans as required by the prevailing situation, one of the key issues to consider is the contingency arrangements to have some staff working at separate office locations on campus or at home to maintain business continuity in case of emergency.

In view of the need for the ‘remote' working mode to be activated when so required, the following IT services can facilitate departments in their planning of contingency working arrangements:


Virtual LAN to Enable Staff at Different Locations to Work as a Team

For departments who may need to relocate their staff members to work at different locations on campus, ITS can provide assistance in setting up their departmental virtual LAN (local area network), and also in setting up IP telephones which would be instrumental in facilitating staff to work at separate offices. These arrangements will enable colleagues who are physically located at different sites to access their departmental network and to work as a team. 


Desktop Video-conferencing to Facilitate 'Face-to-Face' Communications

With the set up of some simple desktop video-conferencing software and devices including a web-cam and microphone, it will be possible for staff to meet and talk ‘face-to-face' over the Internet so as to reduce avoidable contacts. This is a useful contingency arrangement for staff working at different office premises or away from the office. ITS can provide advice and assistance to departments on the appropriate video-conferencing facilities for their desired purposes.


 GroupWise Caching Mode and GroupWise Client

In addition, the GroupWise Caching Mode, which enables all e-mails and their associated attachments and address books, etc. to be stored locally on the PC / notebook, is also useful to facilitate staff working both in the office or while away from campus. The installation of the GroupWise client on the home PC / notebook will enable staff to access the GroupWise service in the same user interface as if they are working on campus.


e-Learning for Students

As for students, various IT services are also in place to enable learning activities to continue off campus. In case normal classes are affected, students can continue to access teaching materials posted by their lecturers, submit assignments or take quizzes online via the WebCT (Blackboard) e-Learning platform.


University Portal for Convenient One-Stop Entry to e-Services

The University Portal also provides to all staff and students the convenient one-stop entry to all PolyU e-Services including e-mail, latest news from PolyU, in particular about Influenza A (H1N1) arrangements, etc. anytime, anywhere, and facilitates continual University, staff and student activities in the unfortunate outbreak of the influenza pandemic.


Virtual Private VNetwork (VPN) Service for Remote Access to Administrative Systems

VPN service will facilitate PolyU staff to execute the mission-critical administrative applications such as the One-Line Budget System, Payroll and Benefit System, Student Records System, etc. securely from home. With this service, staff can run the  web-based as well as client-server based central administrative applications anywhere outside their office.

Departments would be invited to nominate a limited number of staff with critical needs to access mission-critical central administrative systems, to be granted VPN access in order to execute those systems from off-campus. ITS will assist staff concerned to install the VPN and other required software on their notebook.

Departments and students who wish to know more of the above services and to get prepared for the potential outbreak of the influenza pandemic may contact the ITS Help Centre at 2766 5900 for further discussions and arrangements.


Updates on Campus Video Broadcasting Service - High Definition Channel Available in June 2009


Launched in August 2008, the Campus Video Broadcasting Service provides high quality video services at the desktop level. Staff users are able to view 3 multicast video broadcasting channels including the PolyU Info Channel, Research Channel and aTV News and Business Channel, via desktop PCs which are connected to the campus network and installed with the VLC Media Player (free software).

With effect from 1 June 2009, the aTV News and Business Channel will be upgraded from Standard Definition to High Definition and will be renamed as aTV: HD Channel This new HD channel can be viewed on all new staff PCs provided in the recent Staff PC Upgrade Exercise as well as PCs with at least Core 2 Duo 3.0GHz CPU and 4GB RAM.

More information on the Campus Video Broadcasting Service is available here. Please note that due to the bandwidth limitation of the campus network at certain areas, the video broadcasting service is NOT available for connection via the Wireless LAN, SPAN (Secure Public Access Network) sockets and Cisco IP Phone 7912G, NOR in classrooms, lecture theatres and the Student Halls of Residence.


New Anti-spam Engine of the Campus E-mail System - What to Do After Receiving the Daily E-mail Message Sent by ''?


As communicated in our last issue, the new anti-spam engine for the Campus E-mail System has been in operation with the launch of the new SMTP servers of the System (including WebMail) on 1 May 2009.

Under the new anti-spam control mechanism, incoming e-mails being identified as spams will no longer be delivered to users' mailboxes but be routed to the quarantine of the SMTP servers. Users will receive a daily e-mail digest from the e-mail account '', which contains a list of their quarantined messages in the past 24 hours, if any.


What should you do after receiving the daily e-mail digest?

Please take the following actions after receiving the daily e-mail digest to review and manage your quarantined messages:


OPEN the e-mail digest to review the list of quarantined messages.



CLICK the 'Manage Spam' button on the ‘WebMail’ menu bar to access the 'WebMail Quarantine Hub'. Login with your NetID and NetPassword. 



CLICK to open any quarantined messages that is of interest or concern to you to view the content.

4. Should you find any useful messages and would like them to be delivered to your mailbox, CHECK the checkboxes of the corresponding quarantined messages.
5. CLICK the ‘Deliver Messagebutton to deliver the messages to your mailbox. You can also click the Deliver & Approve Senderbutton to deliver the messages to your mailbox AND to add the senders of the messages to the ‘Approved Senders List’ (i.e. ‘White List’).


  • E-mail messages 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). Users are recommended to login to the 'WebMail Quarantine Hub’ regularly (e.g. once daily) to review and manage your quarantined messages before they are deleted.

  • The 'old’ personal 'White List' and 'Black List' previously maintained under WebMail by individual users have become obsolete and are no longer effective. The new 'Approved Senders List’ and 'Blocked Senders List' are to be managed under the ‘WebMail Quarantine Hub’.

Please click here for details of the new anti-spam engine and the 'WebMail Quarantine Hub'.


New Acquisition Arrangements for SPSS Software Licences


New Acquisition Arrangements

To provide more convenient services to departments and for administrative efficiency, new acquisition arrangements for the SPSS Software Licences will be implemented starting June 2009.

Under the new arrangements, departments that need to acquire SPSS software licences, including new and renewal licences, could simply complete and submit a web-based SPSS Licence Requisition Form accessible under the 'Software Licence' section of the ITS website.

An invoice will be issued by ITS and sent to the requestor in due course for endorsement by the Head of Department. Upon return of the endorsed invoice to our General Office, the concerned users may install the software on their PCs. The licence fee will be charged against the departmental general expenses account unless otherwise stated on the Requisition Form.  


Licence Renewal for 2009

For departments who have acquired SPSS licences for 2008/09, please be reminded that all SPSS licences will expire on 31 May each year and are subject to renewal at the anniversary date. Departments that would like to continue using the SPSS software in 2009/10 please complete the licence renewal procedures as soon as possible by following the new acquisition arrangements. The licence price list for 2009/10 can be found here.

Upon completion of the licence renewal procedures, the new licence code for 2009/10 will be sent to the Departmental CLOs for distribution to the concerned colleagues as appropriate.

Please contact Ms Cecilia Chan at Ext. 5934 for any enquiries regarding the SPSS software licence arrangements.

June Staff IT Training Programmes


Training Workshops


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


Online Courses

  June 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 June via e-mail.

Enquiries: 4566



Set Up the Auto-reply Rule in GroupWise before You Go on Leave


With the current academic year drawing to a close, some colleagues may be taking longer leave during the summer period. To inform e-mail senders that you are out of office and when you will be back, you can set up an auto-reply rule in GroupWise. Please click here for the steps of setting up the auto-reply rule.

Please note that to prevent e-mail looping resulting from auto-reply to/from multiple replies, the sending of the auto-reply message to the same sender would be limited to ONCE only during the period when the auto-reply rule is enabled.

E-mail looping not only would affect the performance of the GroupWise system but would also lead to possible blacklisting of the GroupWise servers by external e-mail service providers. Hence, it is a common practice for e-mail systems to limit the sending of auto-reply.

To more effectively communicate with the e-mail senders, colleagues are advised to clearly specify your out-of-office period in the auto-reply message. You are also reminded to disable the auto-reply rule when you are back. 


Microsoft University Programme 2009 - Extension of Registration Deadline


As announced in our previous issues, 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 the following globally-recognized Microsoft Certifications at discounted rates:

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

The registration deadline has now been extended to 15 June 2009. Interested students please visit the Programme Website for the courses available and the registration arrangements.  For enquiries, please call the Infocan hotline at 2882 2456.