January 2011


Joint Universities Information Security Project - Information Security Conference 2011
Important Reminder - Keep Your NetPassword CONFIDENTIAL
Beware of WiFi Traps - Are You Using Unauthorized Hotspots?


Content on this page requires a newer version of Adobe Flash Player.

Get Adobe Flash player


Good Practices for Using E- mail


E-mail is the official communication channel at PolyU and is extensively used by all staff and students. To take full advantage of the convenience and efficiency of electronic communication, please observe the following good practices:

Managing E-mails

  • Check e-mails regularly everyday as some messages convey important information and may require a timely response from you.
  • Set up auto reply to inform e-mail senders when you are on trip or away from office and may not respond to e-mails promptly.
  • Delete unwanted mails and download useful messages to the local PC or other storage media regularly.

Language and Style

  • Use proper and courteous language in e-mails, and do not violate laws including, but not limited to, those related to discrimination, harassment and slander.
  • Use a meaningful subject. This will help the recipients to judge the nature and importance of the message correctly.
  • Do not attach unnecessary files. For those files intended for general readership without any concern of personal data privacy, you could publish them on the web and inform the recipients of the URL in the mail.


  • Never disclose confidential or sensitive information, such as password, ID card number, credit card number, etc. via e-mail.
  • Do not leave your e-mail account open when you leave your computer, as others would be able to read your e-mails and send out messages under your name. 
  • Think carefully before forwarding received e-mails, as the senders may not expect the disclosure of the message content. In particular, never forward copyrighted materials without the permission of the copyright owners.


  • Do not open any e-mails with attachment files from unknown senders / sources, as they may carry viruses.
  • Enable the junk / spam mail control features available in your e-mail client programs.
  • Do not try to respond or unsubscribe to spam mails, as it would only confirm the senders that the e-mail address is ‘active'.
  • Keep the virus scan program and the associated virus signature file on your computer up-to-date and up-and-running at all times.


Updates on 334 IS Development Projects – Pilot Run of Admission System


The pilot run of the new Admission System has been launched for the 2011/12 admission exercise for the taught postgraduate programmes on 28 December 2010 for application submission. Department/faculty users can start to view and select applications via the new system.

The new system, including its administrative functions, is fully web-based and implemented with more user-friendly user interface. It is developed using the latest web technologies on the latest system infrastructure.

The system also provides increased self-service features for the System Administrators of the Academic Secretariat to update news, messages, captions, etc., online without affecting service availability.  



Information Security - Your Roles and Responsibilities


Information security breaches have been found in the higher education sector during the last few years. University of California, San Francisco has discovered an unauthorised access to a file server storing Social Security numbers and bank account information, which has caused a potential data security breach impacting 46,000 individuals. Another security breach in University of California, Los Angeles has been reported that approximately 800,000 student, faculty, and staff records have been compromised in a series of intrusions.

Protecting the University’s information security is not only the job of the IT people. All information users of the University, including staff, students and any other third party users, have their security roles and responsibilities.

Typically, users should be responsible for the following acceptable use of the University's information asset:

  • Using the information only for the purpose intended by the information owner or custodian, and on a need-to-know basis;

  • Complying with all information security controls established by the information owner or custodian; and

  • Ensuring that all classified or sensitive information is not disclosed to anyone without permission of the owner or custodian.



Joint Universities Information Security Project - Information Security Conference 2011


Riding on the success of the last conference held in May 2010, the 2nd Joint Universities Information Security Conference will be held on 19 - 20 May 2011 on the PolyU campus.

JUCC Steering Committee members

Organized by the Joint Universities Computer Centre (JUCC), the theme of this year’s Conference is 'Implementing Information Security in the Higher Education Community’.  A number of prominent information security experts from the government and tertiary sector, as well as the information security industry, have been invited to share practical tips and solutions in implementing information security in the Higher Education sector.

A wide spectrum of topics will be covered in the 2-day Conference, including implementation of data classification and data handling security policy, effectiveness measures for information security, data loss protection, security incident handling, security in outsourced environment, identity management, web application security, etc. 

An invitation for registration will be sent to departments shortly. Meanwhile, if you are supporting information security in your department and would like to learn more about the Conference, please visit the Information Security Conference Website.



Important Reminder - Keep Your NetPassword CONFIDENTIAL


As a PolyU staff / student, you should be using your NetID and NetPassword on a daily basis as they are your key to all central IT facilities and services including e-mail, University Portal, academic and research computers, e-Learning platform, as well as other network facilities and services.

To Share or Not to Share? NEVER!

It has been noted that some users, for  convenience purposes, may share their NetID and NetPasword with their friends, classmates or colleagues. This in fact is a very unwise act as it would provide others with access to your e-mails, personal information, etc. hosted on the University computer systems. Others may also perform malicious acts using your identity.

Your Responsibility

Being a NetID owner, it is your responsibility and obligation to maintain and safeguard the confidentiality of your NetID.  You are also responsible for all activities that occur under your NetID account and hence any consequence that may result from its use.

To keep your NetPassword confidential and protect your NetID from unauthorised use, it is important that you:  

  • Never disclose or share your NetPassword with any other person, even your closest friend.

  • Change your NetPassword via the NetID Management System regularly and at least once every 6 months.

  • Report to the ITS Help Centre (2766 5900) immediately if your NetID or NetPassword is known or suspected to have been compromised in any way.



Beware of WiFi Traps - Are You Using Unauthorized Hotspots?


Recently, we have received enquiries from users on whether they can connect to the PolyU SSID (Service Set Identifier) of ‘PolyUWLAN’ when using WiFi serivces at some public places outside PolyU.

We would like to alert users NOT to connect to those unauthorized WiFi hotspots. You would be at risk of losing your valuable personal data if you use those unauthorized access points for Internet connection.

In fact, starting from 1 September 2010, the PolyU official WiFi SSID of ‘PolyUWLAN’ would only be broadcasted on the PolyU campus and some off-campus offices as listed below:


PolyU Campus

  • PolyU Main Campus
  • Student Halls of Residence, Hung Hom
  • Hotel ICON, TST East

Off-Campus Offices

  • 1/F, 4/F & 9/F of  New East Ocean Centre, TST East
  • 12/F, 27/F & 28/F of Metropolis Tower, Hung Hom

If your WiFi devices detect the ‘PolyUWLAN’ SSID at locations other than the above, just ignore it and DO NOT use it.

You are also strongly recommended NOT to connect to unknown SSIDs which appear to be free, such as ‘Free Public WiFi’, as they may be viral SSIDs.  

In addition, if you are using those public and open WiFi services provided at the airports, shopping malls, coffee shops, fast food chain stores, etc., always remember NOT to communicate confidential or personal data, since hackers can easily steal your content while you are transmitting unencrypted data.



February Staff IT Training Programmes


Training Workshops

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


Online Courses

  February Online Courses


Access 2007: Level 1 & 2

  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): 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 2007 Professional: 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 February via e-mail.

Enquiries: 4566

SCC Lunar New Year Opening Hours - We are Open


The 3rd floor of the Student Computer Centre (SCC) at the Li Ka Shing Tower will remain open during the Lunar New Year holidays from 3 - 6 February 2011. Service hours are from 9:00 am to 11:30 pm.