September 2011


Simple Security Practices to Safeguard Your Information
Information Security Awareness Workshop in November
Annual Notebook Ownership Programme - Over 12,000 Notebooks / Sub-notebooks Sold
FAQs on PolyU Connect
Updates on Latest IT Services and Provisions - CLO Meeting on 7 October
October Staff IT Training Programmes

Phasing-out of Campus E-mail System and 5th xBox 360 Winner


Phasing-out of Campus E-mail System for Students

As previously communicated via 'Get Connected’ and e-mail, the new PolyU Connect service will replace the Campus E-mail System as the official communication channel with students in the new academic year. 

Below are the detailed arrangements and the important dates to remember regarding the phasing-out of the Campus E-mail System:

Important Dates to Remember

Date Description
1 Nov 2011
  • Starting from 1 November 2011, the PolyU Connect will become the official communication channel between PolyU and students.
  • ALL incoming e-mail messages sent to students' Campus E-mail accounts (i.e. with e-mail address <Student_No> will be automatically routed to their PolyU Connect e-mail accounts (i.e. with e-mail address <Your_Preferred_Name>
  • Copies of those forwarded messages WILL NOT be kept in the Campus E-mail account and students have to access the PolyU Connect account for reading new messages.
  • As for 'old’ e-mail messages received before 1 November 2011, they will still be retrievable via the Campus E-mail account. 
1 Apr 2012
  • Starting from 1 April 2012, the PolyU Connect will be the ONLY e-mail platform that PolyU communicates with you.             
  • Students' Campus E-mail accounts will be permanently disabled. They will NO LONGER be able to access the Campus E-mail System for viewing the old messages. Students are reminded to download any useful messages before the date.


About PolyU Connect

PolyU Connect is a multi-service platform that integrates e-mail with additional communication, collaboration and productivity services. In addition to being a life-long email service, the PolyU Connect also provides a host of other services including web storage, web applications, free software download, etc.

Since it is a life-long service, the PolyU Connect e-mail account will not be disabled /deleted after graduation and students can continue using the same e-mail address perpetually.

Click here to visit the PolyU Connect website for more information.

For students who have not yet activated the PolyU Connect account, click here to do so.


PolyU Connect Login ID and E-mail Address

  • Login ID:

    (Note: The NetID is the same as the student number, but with the last alphabetic character in the lower case.)
  • E-mail address: Preferred

    (Note: The Preferred Name is selected / generated Preferred during NetID activation. It is in the format of 'first name.last name’, e.g. Peter.Chan)


Actions from Departments

With the phasing-out of the Campus E-mail System, departments / offices are advised to send messages to students’ PolyU Connect accounts <Preferred_Name> starting from 1 November 2011.

To facilitate a smooth transition, however, departments may continue to send messages to students using the Campus E-mail format <Student_No> until 30 June 2012. These messages will be automatically routed to their PolyU Connect accounts. 

During the interim period, departments please take the following actions:

  • Review ALL the existing communication channels, applications and/or systems of the department / office that use the e-mail address format <Student_No>
  • Modify / update the affected communication channels, applications and/or systems to using the PolyU Connect e-mail address (i.e. <Student_No>
  • Complete the modification / update not later than July 2012


PolyU Connect for Staff

Currently, the PolyU Connect service is provided to (1) ALL current students, and (2) ALL students who have graduated after mid-Feb 2011. To facilitate the communication with students, the service is now extended to all PolyU staff by application. Interested colleagues may complete and submit the Application Form under the ITS Electronic Form Library.


5th xBox 360 Winner

To encourage early adoption and familiarization of the new e-mail system, a total of 5 sets of xBox 360 with Kinect are to be given away to the early adopters of the PolyU Connect service. Click the Xbox 360 below to see if you are the 5th and last lucky winner:

Please contact the ITS Help Center at 2766 5900 if you have any enquiries or need further information regarding the PolyU Connect service or the phasing-out of the Campus E-mail System.





Simple Security Practices to Safeguard Your Information


Let’s refresh on some simple security practices to safeguard your information from malware and other security threats while using e-mail and the Internet:


Rule #1:

DO NOT send sensitive information like your username and password via e-mail. You could assume that information transmitted in plain text via the Internet could be read by anyone.

Rule #2:

DO NOT store sensitive information, like your passwords, account names, or your HK ID card number, anywhere on the Internet.

Rule #3:

DO control access to your computer. Lock your computer when it is unattended.
To lock your PC, you can simply press win71.jpg+ L”
To lock your Mac, you can move the pointer to your “hot corner” to activate your password-protected screen saver.

Rule #4:

DO log off your workstation at the end of each day.




Reminder: Business Continuity Drill on 1 & 5 October


As previously announced, users are reminded that the University's annual Business Continuity (BC) Drill for the Central Computer Systems will be conducted on 1 October (National Day) and 5 October (Chung Yeung Festival) this year. Departments/offices are reminded to avoid carrying out critical events which would have to rely on the central computer systems on the two days.

The annual Drill is a crucial part of the University's Business Continuity Plan which is dedicated to ensuring the continuity of its critical processes in case of disaster or other unexpected problems.

What will be done?

During the Drill, we will simulate the failure of some or all of our systems in the Main Computer Room (MCR) and Secondary Computer Room (SCR), to rehearse the established business continuity procedures in order to maintain the University’s mission-critical processes in case of disaster.

What systems / services will be affected?

All computer systems will be shut down from 07:00 to 13:00 on 1 October 2011 and from 07:00 to 16:00 on 5 October 2011. The affected time for different systems / services with or without high availability (HA) protection are listed below:


Affected Time

Affected Systems / Services

1 October

Two 30-minute intervals, one within 07:00-09:00 and the other within 11:30-13:00

Systems / services with High Availability (HA) protection:

  • University Portal
  • PolyU Intranet web hosting service
  • myWeb
  • myStore
  • IAM System
  • Payment and Cash Management System – file transfer to bank (G19999)
  • FO Financial Reporting System
  • CPCE SMS System




Systems / services without HA protection:

  • WiFi service
  • Network services (incl. IP telephone) for off-campus offices at 10/F of HKCC West Kowloon Campus, 7/F of HKCC Hung Hom Bay Campus, New East Ocean Centre, Concordia Plaza and Chinachem Plaza
  • Academic Unix Cluster (hkpu07, hkpu11, hkpu21 & hkpu23 only)
  • Rest of the computer systems in SCR

5 October

Two 30-minute intervals, one within 07:00-09:30 and the other within 13:00-16:00

Systems / services with HA protection:

  • AS systems
  • MISO systems
  • RO systems
  • FO systems
  • Oracle Financials (OF) System
  • Payroll and Benefit System
  • CHRIS, SAO HIMS systems
  • Campus E-mail service
  • University Portal
  • Academic Unix Cluster
  • myWeb
  • myStore
  • mySurvey
  • PolyU Internet web hosting service
  • IAM System
  • Payment and Cash Management System – file transfer to bank (G20000)
  • New Student Account System for 2011 Taught Postgraduate Admission
  • SAO Admin Application Systems
  • New ACI RO System



Systems / services without HA protection:

  • WiFi service
  • Network services of Student Halls of Residence and P Core 4/F
  • Central Novell and GroupWise service
  • Academic Unix Cluster (hkpu10 & hkpu22 only)
  • Library systems
  • VPN service
  • Blackboard (WebCT)
  • Turnitin
  • eSurvey
  • Video Servers
  • Video-on-demand
  • Acrobat Connect
  • Kiosk
  • Upcoming Events service
  • Rest of the computer systems in MCR


Schedule for next year

We would propose that the future BC Drills be carried out on the National Day (1 October) and the Chung Yeung Festival (a public holiday) every year. If there is an absolute need to re-schedule any part of the Drill, we would suggest to use the public holiday following the Mid-Autumn Festival.

The proposed dates for the BC Drills next year are as below:

Part 1: 1 October 2012 (National Day, Monday)
Part 2: 23 October 2012 (Chung Yeung Festival, Tuesday)

For further information or enquiries regarding the exercise, please contact our Help Centre at 2766 5900.




Information Security Awareness Workshop in November


As one of the initiatives to be launched by the JUCC (Joint Universities Computer Centre) Information Security Task Force, a series of workshops will be organized for staff members to enhance their information security awareness.

Following the last workshop in May, another half-day Information Security Awareness Workshop will soon be held in November 2011. The upcoming workshop will provide an overview of end user computing security and will equip general users with the fundamental IT security concepts related to their daily computer usage.

Topics that will be covered include IT security trends and countermeasures, fundamentals of social engineering, password management, best practices in handling portable/ internet storage media, as well as end user computing security controls and self assessment process.

Invitation will be sent to departments in October. Don’t miss the workshop if you are supporting information security at your department!



Annual Notebook Ownership Programme - Over 12,000 Notebooks/ Sub-notebooks Sold


Following the end of the 2nd road show, this year’s Annual Notebook Ownership Programme has come to a close. Over 12,000 Lenovo / Acer notebooks / sub-notebooks have been sold by the end of September. 

Here are the 3 most popular models:





 Lenovo ThinkPad T420s


 Lenovo ThinkPad X220


 Acer Timeline X AS4830TG 

The 2nd delivery period will start in early October. For enquiries, please call the sales hotline at 8208 6988 (until 31 October 2011) from 10:30 – 19:00 on Monday - Friday and 10:30 - 14:00 on Saturday (Closed on Sundays and Public Holidays).



FAQs on PolyU Connect



Where can I get the initial password to activate my PolyU Connect account?


You can retrieve the initial password at the URL:

Once you have activated your PolyU Connect account, remember to set up some secret questions or add an alternate e-mail address in the system so that you can easily recover your password in case you have forgotten it. Click here for the setup guide.


How can I access the PolyU Connect service?


You can access the PolyU Connect e-mail service online at the URL: This is, however, not the only way to access your mailbox. You can use any e-mail clients which can support POP3 or IMAP4 protocol to download the messages to your local hard drive for offline review. Click here for details.

You can also use the MS Outlook 2007/2010 client to directly access and cache a copy of your PolyU Connect mailbox. Click here for the setup guide.

Alternatively, you can retrieve and synchronize the e-mails in your PolyU Connect account using any mobile devices running the Apple iOS (such as iPhone/iPod/iPad), Android OS or Windows Mobile OS. Click here for the setup guide.




Updates on Latest IT Services and Provisions - CLO Meeting on 7 October


Departmental Computer Liaison Officers (CLOs) are the close working partners of ITS and regular meetings are held to update them with our latest IT services and provisions.

The forthcoming CLO meeting will be held at 2:30 pm on 7 October 2011 at the Senate Room. During the meeting, ITS will introduce and report the new IT initiatives/developments in a number of areas including:  

  • Update on PolyU Connect Service and Phasing-out of Campus E-mail System for Students

  • New Staff E-mail System - Office 365

  • Update on LMS (Learning Management System) Transition

  • Schedule of SAM (Software Asset Management) Exercise 2011/12

  • Update on 3-3-4 Information System Development Projects

  • Update on IAM (Identity and Access Management) Implementation

  • Linked Classroom

  • etc.
In addition to the departmental CLOs, other departmental IT support personnel are also welcome to the meeting to learn about the latest IT developments and provisions on campus and to provide us with your comments and suggestions on the services we provide.



October Staff IT Training Programmes


Training Workshops

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


Online Courses

  October 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 October via e-mail.

Enquiries: 4566