August 2012


2nd Road Show for Notebook Ownership Programme Starting 18 September
Important Message for Colleagues - Staff Email Service as University’s Official Communication Channel
Closing Down of Campus Email System/ Webmail and New Arrangements for SMTP Gateway
New Student Record System Supporting the Double Cohort Admission Exercise 2012
NEVER Disclose Your Passwords
Update on University Enterprise Content Management
Beware of Phishing Sites
Consultation on University e-Authentication Security Framework
IT Orientation Workshops for Students
September Staff IT Training Programmes

2nd Road Show for Notebook Ownership Programme Starting 18 September

As communicated in our last Issue, this year’s annual Notebook Ownership Programme has already commenced on 30 July. A wide range of Acer and Samsung notebooks and tablets are offered at discounted prices ranging from HK$1,894 to HK$9,948 to PolyU students, staff and alumni.

If you have missed the 1st road show, come and visit the 2nd road show to be held at the beginning of the new academic year:

Web ordering will also be accepted till the end of the road show period.  

Meanwhile, you may check out the model and price information here.

For any enquiries about the notebook programme, please call the sales hotline at 8208 6988 (till 31 October 2012) from 10:30 – 19:00 on Monday - Friday and 10:30 - 14:00 on Saturday (Closed on Sundays and Public Holidays).




Important Message for Colleagues - Staff Email Service as University’s Official Communication Channel


Do you know -

The new Staff Email Service, launched in May 2012, has replaced GroupWise as the University’s official communication channel with staff.


While the data migration exercise from GroupWise to the new Staff Email Service is being conducted by phases by departments, colleagues are reminded that to avoid missing important messages, all colleagues (except those who have already migrated their GroupWise account to the new Staff Email account) SHOULD access BOTH your new Staff Email account and GroupWise account daily to check for new messages.

The e-mail address of your new Staff Email account is in the format of:

<Preferred Address Name>

You can access your new Staff Email account with your NetID and NetPassword either using an Internet browser or the MS Outlook client. Please visit the official website of the Staff Email Service for more information.

Should you need any assistance or support for accessing the new Staff Email Service, please contact our Help Center Hotline at 2766 5900.




Closing Down of Campus Email System/ Webmail and New Arrangements for SMTP Gateway


With the launch of the new Staff Email Service on 31 May 2012, the Campus Email System/ Webmail has been replaced immediately. During the past few months, the Campus Email System / Webmail can no longer receive any new messages while staff users can still login to their accounts to retrieve their old messages.


Closing Down of Campus Email System on 30 September

However, please be REMINDED again that the Campus Email System / Webmail will be officially closed down on 30 September 2012 after then colleagues will no longer be able to login to their Campus Email account. So, if you would like to keep the old messages in your Campus Email account for future reference, don’t forget to download them before the closing date.  

New Arrangements for SMTP Gateway

In line with the closing down of the Campus Email System, there will be some new arrangements for the SMTP gateway connected to the system.  Details are as follows:

Starting from 1 October 2012, all users will NOT be allowed to use the existing SMTP gateway ( for sending messages if the device is connected outside the PolyU network.

Instead, users should use the outgoing SMTP gateway as stated in the Staff Email account / PolyU Connect account settings. For details, please refer to the official website of these services - Staff Email, PolyU Connect .  

The change will not affect devices connected within the PolyU network.

For more information or assistance, please contact our Help Center at 2766 5900.



New Student Record System Supporting the Double Cohort Admission Exercise 2012


The University has grown in size in terms of student number this year, as it is a double cohort year due to the implementation of the 334 academic structure.

Up to 24 August 2012, over 3,100 new students have been admitted to the University based on the results of the new Diploma of Secondary School Education (DSE) and over 2,800 based on the results of the Advanced Level Examination.

The double cohort admission exercise this year is supported by the newly developed Student Record System which has been fully launched in March 2012. While the pilot run of the admission subsystem for the taught postgraduate programmes has been launched in 2011, the real challenge comes this year with a much larger number of applications and users involved, as well as very tight operation schedules.

The new Student Record System has demonstrated its capability of handling the double cohort admission with tripled number of JUPAS applications and doubled number of admittees this year.

The upcoming add-drop exercise at the commencement of the 2012/13 academic year in mid September will be another challenge for the new system, in view of the much larger number of students accessing the system concurrently to register for their favourite subjects.

The history of the old Student Record System can be traced back to May 1987 when the original and core database structure was designed. Although the old system has gone through lots of big and small scale enhancements and developments over the years, not much change can be done to the core components. As computerization goes, most of the operations for admission, student record administration, graduation and statistics processing cannot be performed without a system.

The project of redeveloping the Student Record System was kicked off in 2008. The most difficult part is not to build a brand new system but rather to be an archaeologist, digging out the existing process flows and logics, archiving the records of graduates, and finding a balance between retaining the old processes which all users are familiar with and introducing new flows which can be more streamlined. In addition to the Student Record System, other student record related supporting systems, including the Student Account System and various SAO systems also need to be redeveloped or enhanced.

Following the launch in March 2012, phase 2 of the Student Record System redevelopment project is now underway. Close monitoring and support, from applications to infrastructure, will be in place to meet the coming challenges.




NEVER Disclose Your Passwords


Colleagues and fellow students should be aware that your personal computer account passwords must not be shared with others for accessing the University’s resources or applications.

The original purpose of using a password is to facilitate identification and authentication so that relevant resources can only be accessed by authorised individual users based on their identity. Disclosure to third parties not only compromises the confidentiality of passwords but also imposes serious security risks to the information resources.

Therefore, you are reminded of the following good practices in handling your passwords:



Update on University Enterprise Content Management


To support more cost-effective and efficient document management and to facilitate the sharing of documents at the University, an Enterprise Content Management solution is needed to handle the existing document management systems (DMS) used by different departments.

After thorough evaluation of the various solutions available on the market, the University has acquired an Enterprise Content Management (ECM) software named ‘OpenText’ in May 2012. The new ECM solution will provide more advanced document management capability for departments to deploy e-forms and workflows, and to streamline business process management, record management and knowledge management across the University.

An implementation team has been formed in June 2012 to implement the solution for the University. The 1st phase is to build up the ECM infrastructure at the University, and to migrate all the existing departmental GroupWise DMS libraries as well as the HRO’s Alchemy DMS library to the new system.

Other departmental DMS libraries will be replaced in the 2nd phase during which the use of the ECM solution in other potential areas at the University will also be evaluated and promoted.



Beware of Phishing Sites


Have you ever received emails from the University claiming that one of your services, e.g. email, or your web account, etc., is being locked or suspended, and you need to unlock it by providing your user ID and password?

Or have you ever received emails about a security alert with an embedded URL for you to view the details?

In these cases, the sender’s email address may look like a legitimate one and some of the emails even come with the University logo. However, IF you follow their instructions, your personal identity would have been stolen. This kind of cheating technique is known as ‘phishing’ and it is widely used on the Internet.


About Phishing

Phishing is an attempt to obtain sensitive information (e.g. usernames, passwords or credit card details) by masquerading as a trustworthy entity. It is typically initiated by directing users to fake websites through email spoofing or by popping fake messaging windows to deceive users for downloading malware.

Recent trends also indicate that social networking sites have become the prime target of phishing, since the personal details in such sites can be used in identity theft.



What are the consequences?

Successful phishing attempts can cause the leakage of sensitive information related to the universities or their students/staff. Access to the universities’ information systems may be released to unauthorised parties and lead to serious security breaches.

Monetary loss may occur if credit card details are acquired by the attackers. Reputation damage or possible litigations may follow a phishing activity that steals the personal data from universities’ students, staff or third party personnel (e.g. contractors).


What to do if you have been phished?

If you suspect that you have provided your user credentials at a phishing site, report the case to the ITS Help Centre (2766 5900) and reset your account password IMMEDIATELY.  

Always remember that the University and other legitimate organizations WILL NOT  ask users to provide their account password through email.




Consultation on University e-Authentication Security Framework


Similar to most universities, PolyU’s activities are heavily associated with generating, manipulating and sharing information for teaching, learning, administrative and research functions.

In addition to the University community, other external entities may partner with the University to conduct academic research or run joint programmes. These entities may also need to access our information assets in the course of the partnership. To prevent unauthorized users from gaining access to protected resources, an effective electronic authentication process is essential.

Recognizing the importance of authentication to information services, the University has launched a centrally managed Identity and Access Management (IAM) infrastructure (named ‘PUsecure’) in 2011 to provide a central user authentication mechanism to departments. 

The University also intends to establish a federated identity management infrastructure in support of collaboration with trusted external partners. This infrastructure is based on the establishment of trusted relationships between the PolyU IAM infrastructure and the identity management infrastructure of other entities. 

This will provide PolyU users with secure access to the information services provided by other entities using a set of standardized security credentials i.e. the PolyU NetID and NetPassword.

Authentication related risks include: impersonation of a legitimate user and unauthorized capture of user’s credentials. This can result in computer systems being compromised and/or credential file tampering or theft.  It is imperative that all participating entities and parties within the authentication process establish and maintain sufficient security controls to minimize risk exposure.        

The proposed e-Authentication Security Framework provides detailed security guidance for departments or external entities who wish to use the University’s IAM infrastructure.  The Framework also defines the process for user departments /external entities to obtain consent and clearance to connect their information systems to the University’s IAM infrastructure. The adoption of the Framework will minimize the risk of authentication process failure and protect the integrity of PolyU’s IAM infrastructure.

You are invited to provide your views on the proposed E-Authentication Security Framework. Please forward your views and comments by email to‘’ on or before 21 September 2012.

For further information or discussion, please contact Mr Carter Lau (ext. 2418, email: cslau) or Mr Joseph Lam (ext. 2405, email: itjkclam) of ITS.




IT Orientation Workshops for Students


Before the start of the new academic year, a series of IT Orientation Workshops are being offered to all full-time and part-time students.

These 1-hour workshops will introduce the wide range of the central IT facilities and services available to students including:

  • PolyU NetID and NetPassword
  • PolyU Connect Email Service
  • University Portal
  • Student Computer Centre Services
  • e-Learning Platform
  • Academic Unix Cluster, myStore, myWeb & mySurvey
  • Wired and Wireless Network Access
  • Help Centre and Hotline Services

The Orientation Workshops will be held in Room M405 of our Student Computer Centre at Li Ka Shing Tower. Here are the details:



1 Sep (Sat)

09:30 – 10:30

4 Sep (Tue)

16:00 – 17:00

6 Sep (Thu)

16:00 – 17:00

12 Sep (Wed)

16:00 – 17:00

15 Sep (Sat)

09:30 – 10:30

Reserve your seat now by calling our Help Centre Hotline at 2766 5900. Separate sessions may also be arranged for students of individual departments should there be sufficient demand.

All students are welcome!




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

A new online training system will be launched soon to provide a list of online interactive training courses including MS Outlook. Watch out for our announcement!

Enquiries: 4566