August 2010


IT Orientation Workshops for Newcomers
Information Security Newsletters for General Users and IT Professionals
Last Reminder: ACT NOW to Install NOD32
Progress of Administrative Computing Infrastructure and Information System Development for 334 Implementation
New Arrangement of Posting IT Service Notifications
Maintenance Services for Computer Equipment

2nd Road Show for Notebook Ownership Programme Starting 1 September


Further to our announcement in the last Issue, this year’s annual Notebook Ownership Programme which commenced on 31 July has been very well received, and around 5,900 Fujitsu notebooks / mini-notebooks have already been sold at discounted prices from HK$2,498 to HK$13,988 during the 1st road show period.

If you have missed the road show last time, come and visit the 2nd road show to be held at the beginning of the new academic year:


1-14 September


Mon - Fri: 12:00 – 21:00
Sat & Sun: 12:00 – 18:00


Rm. VA110-111, Shaw Amenities Building

Web order are also accepted during the road show period.

Meanwhile, you may check out the model and price information here. Please note that for orders made during the 2nd road show period, the notebook / netbook collection date would be from early to mid October.

The annual Notebook Ownership Programme is offered to all PolyU students, staff and alumni. For enquiries, please call the sales hotline of Sunlite Computronics at 2616 2466 (until 31 October 2010) from 09:00 – 18:00 on Monday - Friday.



IT Orientation Workshops for Newcomers


All newcomers, welcome to PolyU!

PolyU provides a highly IT-infused learning and working environment for our students and staff. Come and join our IT orientation workshops to learn about the wide range of IT facilities and services available to you:

Orientation Workshops for Students

A series of IT Orientation Workshops for students are being held at the Student Computer Centre till the end of September. The 1-hour workshops will highlight the University's central IT facilities and services available to students including e-mail, University Portal, Student Computer Centre, e-Learning platform, network storage service, Help Centre and Hotline services, etc. Check out the Workshop schedule and reserve your seat by calling our hotline at 2766 5900. 

Orientation Workshops for Staff

All new colleagues are also invited to the IT Orientation Workshop for new staff:  


6 September 2010


09:30 – 12:30


Room M404, Li Ka Shing Tower

Interested colleagues may reserve your seat directly online via the Staff IT Training Workshop Enrolment System.

Where to Get Help?

As a newcomer to the University, there is an important number you need to remember: 2766 5900. This is our Help Centre hotline.

Just give us a call if you need advice or assistance in using any of our IT facilities and services. You are also welcome to visit our Help Centre in person at Room M201 of the Li Ka Shing Tower.

Hope you enjoy using our facilities and services.



Beware of Phishing E-mails - They Could be Very Genuine-looking


Here is a phishing e-mail that has recently been received by some of our users:

With a sender name of ‘The Hong Kong Polytechnic University’ and even a PolyU logo in the mail content, this is indeed a very genuine-looking phishing e-mail.

If you follow the instruction and click on the link provided, you will be directed to a forged site where the personal information you provide will be captured by an unknown third party.

Please be reminded once again that ITS will NOT directly ask users to provide their account/personal information via e-mail. Be alert and NEVER respond to such messages even if they seem to be from PolyU and look so official and convincing.

Below are some simple and yet effective good practices that you should follow to protect yourself from phishing:


NEVER reply to e-mails asking for personal informationIf you receive an unexpected e-mail saying your account will be shut down unless you confirm your information, DO NOT reply to such message. Legitimate organizations will not ask users to confirm or update their password or any personal information via e-mail.


Don’t click on links within e-mailsThese links may take you to rogue websites that capture your personal information. If you really want to check on the website, it’s always safer to type the URL yourself.

Don't simply trust the 'sender' and the e-mail headerBoth the name of the sender and the e-mail header can be easily forged. If in doubt, verify the legitimacy of the e-mail with the sender directly.

Enable the SPAM mail filter of your e-mail client – It can help to filter out suspected phishing messages.

Pay attention to URLs - The URL of a malicious web site may look very similar to a legitimate site (e.g., but with some variations in spelling or using a different domain name (e.g.,

Be cautious about opening e-mail attachments Even if the messages seem to be from someone you know, the attachments may contain viruses and other malicious programs that will harm your computer.

Make sure that your computer is protected - Install anti-virus, anti-spam and anti-spyware software and keep them always up-to-date. These will help to protect your computer from viruses and programs that will track your online activities without your knowing.

NEVER use public computers to access private information - Public computers may have Trojans and keyloggers installed to collect the personal information you have entered.

Adopt different username and password for different services - Using the same username and password pair will provide access to all your service accounts which may contain personal information once your password is cracked or phished.



Information Security Newsletters for General Users and IT Professionals

As one of the deliverables of the joint-universities Information Security Project funded by UGC, a series of information security newsletters targeted for both general users and IT professionals will be made available to further enhance information security awareness at local institutions.

Covering a wide range of information security-related topics, these newsletters will provide useful guidelines and good practices to general users as well as technical information and advice useful to IT professionals.

The information security newsletters can be conveniently accessed by all users via the PolyU IT Security Website.

Whether you are a general user or an IT support colleague, you will surely find a lot of useful information in the Newsletters to safeguard your IT resources and those of your department and the University.



Last Reminder: ACT NOW to Install NOD32


As communicated to all staff via e-mail and also in previous issues of ‘Get Connected’, all colleagues are requested to REMOVE McAfee, the existing campus-wide anti-virus program which will soon expire, and INSTALL the new NOD32 anti-virus solution by 31 August 2010.

To facilitate a smooth migration, a utility has been developed for staff to remove McAfee and install NOD32 simply in one go.

If you have not yet installed the new anti-virus solution, ACTION NOW to download the utility with your NetID and NetPassword here.

Save the utility onto your PC, double click the saved file and the program will start to run automatically. The process will take less than 10 minutes and one reboot.

Please be reminded that with the expiry of the current site licensing arrangement, the use of the McAfee anti-virus software will become illegal starting 1 September 2010. 

For assistance, please contact the ITS Help Centre at Ext. 5900.



Progress of Administrative Computing Infrastructure and Information System Development for 334 Implementation


During the past 3 months, the Administrative Computing Infrastructure (ACI) project team has been working in full swing to install and implement the PROD (hardware production) platform for running the new administrative systems to support the 334 implementation. The installation and setup of the PROD platform has been completed and it is now under the final stage of acceptance testing.

For the Middle-tier Web/Application Server implementation, the installation of WebSphere in the PROD platform has also been completed. It is targeted that the PROD platform would be ready in September to support the pilot run of eAdmission in December this year.

As for the Information System Development project, the development of the AS admission administration is in progress and functions including eAdmission, user account maintenance and some admission processing functions have been released for user acceptance testing.

For the Student Account System, functions for debit note generation, user access control, student account enquiry and last due date deferment have been released for user acceptance testing. The system interface between eAdmission and the Student Account System has also been developed and is now under system integration testing.

For the Scholarship and Financial Assistance System, the Government Financial Assistance module and the User Management module have been released for user acceptance. The development teams will continue to develop the full suite of functionalities to support the 334 implementation.


New Arrangement of Posting IT Service Notifications


As introduced in our December 2009 issue, a new notice system has been in use to let users know clearly and easily what are happening with the University’s IT services.

The IT service announcements come in the form of NoI, NoS and NoA:


Notification of Incident (NoI) - The NoI tells affected users that a service is broken, and provides updates and reports when the service has been restored.


Notification of Scheduled Change (NoS) - The NoS provides users with an early warning that a change to a service is planned/ scheduled and allows users of the service to raise any concerns they may have about the proposed change.

Notification of Action (NoA) - The NoA tells users of any emergency changes that have been made to services or informs users of the completion of planned or emergency changes that have been the subject of an earlier NoS.

To provide a more convenient channel for users to check out all the service announcements at a single location, a new ‘IT Service Notifications’ page has also been created under the ITS website.

Simply visit the ITS website, click on the 'IT Service Notifications' button and you can find the full list of IT service announcements. 

In connection with the new arrangement, the IT service notifications will no longer be posted on the ‘myNews’ channel of the University Portal.




September Staff IT Training Programmes


Training Workshops

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


Online Courses

  September Online Courses


Access 2007: Level 1, 2, 3 & 4

  Access 2007: New Features


Acrobat 9.0 Pro: Level 1 & 2


Excel 2007: Level 1, 2, 3 & 4


Excel 2007: New Features

  Excel 2007: VBA


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
  GroupWise 7.0 Level 2-1: Exploring Advanced Mail and Message Features


GroupWise 7.0 Level 2-2: Exploring WebAccess, Rules and Access Rights


PowerPoint 2007: Level 1 & 2


PowerPoint 2007: New Features


Project 2007: Level 1 & 2


Publisher 2007


Security Awareness (Part 1): Protecting Information and Countering Social Engineering


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


Security Awareness (Part 3): Promoting E-mail Security and Proper Responses to Security Incidents


SharePoint Designer 2007: Level 1 & 2


What's New in Visio 2007


Windows Vista : New Features


Word 2007: Level 1, 2 & 3


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 September via e-mail.

Enquiries: 4566



Maintenance Services for Computer Equipment


To achieve cost-effectiveness on an institution-wide basis, ITS centrally co-ordinates maintenance services for common desktop computers and related equipment with external service providers.

The maintenance services are provided to departments for free and the scope of services covers a list of commonly-used and/or recommended PCs, monitors, printers, scanners.

Please note that prior registration of the computer equipment is required for the provision of maintenance services. Departmental CLOs (Computer Liaison Officers) have already been contacted earlier to provide the list of equipment in their offices to be included in the central maintenance list.

For maintenance services, please call the following service hotline:

Types of Computer Equipment

Service Provider

Service Hotline

PCs, monitors, printers, scanners, etc. covered by the maintenance contract


2880 9966