HKU Portal Complete Access and Login Guide 2022

HKU Portal Complete Access and Login Guide 2022, HKU Portal login guide, how to log into HKU portal, why can’t I log in to HKU portal, HKU portal...

HKU Portal Complete Access and Login Guide 2022

HKU Portal Complete Access and Login Guide 2022 | digitalskillsguide.com

HKU Portal Complete Access and Login Guide 2022

HKU Portal Complete Access and Login Guide 2022, HKU Portal login guide, how to log into HKU portal, why can’t I log in to HKU portal, HKU portal change password settings, what is my account name (HKU Portal UID/UID), what's the Procedures on accessing HKU Portal with and without 2FA protection, can I Change My Account Name (UID)? How to Change it,services Available under HKU Portal, HKU Portal faqs, what is HKU Portal, I have already logged in HKU Portal. why am I prompted to log in again, what is SIS (Student Information System), what is HCMS (Human Capital Management System), and how do I view my transcript in HKU Portal will be detailed in this post.

HKU Portal login guide

HKU Portal provides a user-friendly and easy-to-access single sign-on interface for students of the University of Hong Kong. to access all the centrally provided IT services.

These include services offered under the Student Information System (SIS), Human Capital Management System (HCMS), electronic mail, learning management system, web-based administrative applications, and HKUL through a high-speed campus network.

Below is detailed information about HKU Portal Complete Access and Login Guide 2022.

HKU Portal Complete Access and Login Guide 2022 Table of Contents

1. How to log into HKU portal

2. Why can’t I log in to HKUservices portal?

3. HKU portal change password settings

    3.1 Alternate email address

    3.2 Mobile Phone (SMS)

    3.3 Secret question

4. What is my account name (HKU Portal UID/UID)?

5. What's the Procedures on accessing HKU Portal with and without 2FA protection

6. Can I Change My Account Name (UID)? How to Change it?

7. My account is EXPIRED/INACTIVATED. How can I reactivate my account?

8. Services Available under HKU Portal

9. HKU Portal Faqs

    9.1 What is HKU Portal?

    9.2 I have already logged in HKU Portal. Why am I prompted to log in again?

    9.3 How can I switch to another email account in the HKU Portal?

    9.4 What is SIS (Student Information System)?

    9.5 What is HCMS (Human Capital Management System)?

    9.6 I have just changed my HKU Portal UID and/or PIN and cannot login. Why?

    9.7 I cannot login to HKU Portal but see an error message after resetting the PIN to 10-18 characters. Why?

    9.8 How do I view my transcript in HKU Portal?

Conclusion

HKU Portal Complete Access and Login Guide 2022

HKU Portal Complete Access and Login Guide 2022

1. How to log into HKU portal

To log into HKU portal, follow the steps below.

1. To access HKU portal, first go to hkuportal.hku.hk/.
2. Enter your HKU Portal UID (User Identification).
3. Enter your PIN (Personal Identification Number).
4. Click on the green “LOG IN” button to access your portal.
5. Ensure you logout once you’re done to prevent unauthorized access.

HKU Portal login page

HKU Portal Complete Access and Login Guide 2022, HKU Portal Login

HKU Portal Complete Access and Login Guide 2022

2. Why can’t I log in to HKU portal?

If you’re facing difficulties logging into the portal;

1. Make sure you log in to Hong Kong University Portal via the login page hkuportal.hku.hk
2. Make sure you are using the correct UID and PIN.
3. Check whether the pop-up blocker is turned off for your browser.
4. Make sure you are a current HKU member and your account is not expired due to completion of study or termination of employment.
5. The portal is not available to graduates.

3. HKU portal change password settings

It’s normal for you to forget your password or PIN. To change your PIN under HKU Portal (login hkuportal.hku.hk > type “PIN” in the Search field > click the link “Change HKU Portal PIN”).

If you have registered your alternate email address, mobile phone number, or secret question with ITS, click the link “Forgot your PIN/Passwords” under the login page of HKU Portal.

You can reset your PIN online by following the instructions provided below.

3.1 Alternate email address

1. Click the link “Forgot your PIN/Passwords” under the login page of HKU Portal or https://extranet.hku.hk/itpwdpol/servlet/recoverPassword.
2. Enter your UID and Staff/Student No. and the 5-character string shown in the picture and click “submit”.
3. Click “Alternate email”.
4. An email containing a verification link (valid for 10 minutes after it is sent) will be sent to your alternate email address.
5. Click the verification link and follow the instructions to enter your new PIN.
6. The new PIN will be effective in 10 minutes.

3.2 Mobile Phone (SMS)

1. Click the link “Forgot your PIN/Passwords” under the login page of the portal.
2. Enter UID and Staff/Student No. and the 5-character string shown in the picture and click “submit”.
3. Click “Mobile phone (SMS)”.
4. A 6-digit verification code will be sent to your registered mobile phone number. Enter the code in the online form within 10 minutes.
5. After the code is verified correctly, enter your new PIN.
6. The new PIN will be effective in 10 minutes.

3.3 Secret question

1. Click the link “Forgot your PIN/Passwords” under the login page of HKU login page.
2. Enter your UID and Staff/Student No. and the 5-character string shown in the picture and click “submit”.
3. Click “Secret question”.
4. Enter the answer to the secret question you registered with ITS.
5. After the inputted answer is verified correct, enter your new PIN.
6. The new PIN will be effective in 10 minutes.

4. What is my account name (HKU Portal UID/UID)?

HKU Portal UID (UID) is a unique user identification (user name) for using the central IT services.  These include access to personal and departmental information through “Self Service” (SS) and “Manager Self Service” (MSS), online courses, network services, email, library resources and other online services provided by various departments. 

UID is in the format of 4-8 lower case letters or digits, starts with a lower case letter.  The chosen UID should resemble the user’s name. 

For students: Student’s pre-assigned UID begins with “h” or “u” followed by the 3rd to 9th digit of the HKU student number e.g. “u3001234” for student number 3030012345.  Students can change the pre-assigned UID within 7 days after Master Registration.

For staff: Staff can choose their UID upon application for HKU Portal account. 

5. What's the Procedures on accessing HKU Portal with and without 2FA protection

2FA (here) protection for HKU Portal is a measure for complying with DPP4 – Data Security Principle of the Personal Data (Privacy) Ordinance (“Ordinance”) when HKU Portal access is done outside the HKU campus network.

When access to HKU Portal is done outside campus network without 2FA protection, HKU Portal will enter into protected mode and some services/systems will not be available. For more information about 2FA Protection for HKU Portal, please refer to here.

Staff already registered for 2FA:

I. Connection Procedure on Accessing HKU Portal with 2FA Protection Outside Campus Network

1. Go to HKU Portal. 
2. Input your HKU Portal UID and PIN. Then click LOG IN.
3. Click Continue WITH 2FA Protection.

    a.  For staff registered to use alternate email address to receive the token code

    Enter the token code sent to the registered alternate email address and click Continue.

    b.  For staff registered to use 2FA Mobile App (FortiToken) to receive the token code

1. Enter the token code generated from the 2FA Mobile App (FortiToken) and click Continue.
2.  After completing the 2FA authentication process, you can access HKU Portal as if you are within HKU campus network.

II. Connection Procedure on Accessing HKU Portal without 2FA Protection Outside Campus Network

1. Go to HKU Portal. 
2. Input your HKU Portal UID and PIN. Then click LOG IN.
3. Click Continue WITHOUT 2FA Protection.
4. You will enter into HKU Portal in protected mode (indicated by a banner as highlighted in orange below).

Staff NOT yet registered for 2FA:

1. Go to HKU Portal.
2. Input your HKU Portal UID and PIN. Then click LOG IN.
3. You will enter into HKU Portal in protected mode (indicated by a banner as highlighted in orange below).

6. Can I Change My Account Name (UID)? How to Change it?

Students can change the pre-assigned HKU Portal UID (and the corresponding @connect.hku.hk email address within 7 days after online Master Registration) via HKU Portal (login HKU Portal > Type “UID” in the Search field > Click the link “Change HKU Portal UID”).

Staff members can choose their HKU Portal UID during account application.

Subsequent change of HKU Portal UID has to be made via a written request to the User Services Manager of ITS (address: 1/F, Library Building (Old Wing), Information Technology Services, Pokfulam Road, The University of Hong Kong) stating the reason for the change together with a crossed cheque of HK$200 payable to “The University of Hong Kong”.  The fee is to recover part of the administrative overhead in updating all related accounts and records. 

For staff

    After change of HKU Portal UID, staff may check or update their preferred email address recorded under the Personal & Family Data Form (under HKU Portal > Self Service > Human Resources > Personal & Family Data Form).  

    For “Personal & Family Data Form”, 2FA is required when 

    i) access is made outside HKU campus network (see Procedures on accessing HKU Portal with and without 2FA protection for the access procedures); and

    ii) viewing or editing of some important personal information in the Form is necessary, regardless this is done within or outside campus network (see document 1 and document 2 for the steps).

1. 2FA is automatically registered after the application for HKU Portal account is submitted.  For those who need not submit an application for HKU Portal account, please register for 2FA. 
2. For approver of HCM (Human Capital Management) applications (e.g. leave approval, departmental claim approval, etc.), they are requested to complete all pending applications before the new UID becomes effective. They may not be able to process/approve these pending applications after the UID is changed which can only be done after the requests are resubmitted.
3. If staff are administering authorities such as Dean or Principle Investigator (PI), their delegation assigned may be revoked by the system after change of UID.
4. In case delegates report that they are unable to perform a delegated task, staff are advised to check the delegation assigned (under HKU Portal > Manager Self Service > IT Services > HCM Assign Delegation (HoD/PI)) and reassign the delegation if the setting has been revoked.

For graduates

Graduates cannot change their account names.  They can consider setting up an email alias instead (an email alias is an alternative name for receiving emails which can be easier to remember) e.g. “[email protected]” or “[email protected]“.

7. My account is EXPIRED/INACTIVATED. How can I reactivate my account?

1. HKU Portal accounts are automatically updated based on the staff/student records from the Registry.  For staff, their accounts will be automatically extended for a period of 30 days after the last employment date. For students, they will receive an email from ITS notifying them the actual account expiry date. Students using @connect.hku.hk email accounts can continue using them after graduation.  

2. For staff with employment contract to be renewed or students continuing their studies for another degree/curriculum at the University, their HKU Portal accounts will be re-activated after the Human Resource Office and Registry update the staff/student record.

3. If your HKU Portal account is disabled before Human Resource Office and Registry can update your staff/student record, you may request for extension of your HKU email account by filling in CF150 with a justifiable reason provided.  For extension of 7 days or more, the application form has to be endorsed by Head of Department. 

Extension request for more than 3 months and repeated requests will not be accepted under normal circumstance.

4. If your HKU Portal account is disabled by ITS because of network abuse or computer virus dissemination, you can try the following steps to re-enable your network connectivity under HKU Portal:

Login HKU Portal > Type “Restore Network Access” in the Search field > Click the link “Restore Network Access”

If your network connectivity cannot be resumed after taking the above steps, please send an email to [email protected] to check if your network port has been disabled by ITS.

8. Services Available under HKU Portal

8.1 SIS (Student Information System)

The SIS (Student Information System) supports the management of all student-related information including admissions, timetable schedules, course enrollment, grades, records, transcripts and student self-service, etc.   Please visit Student Information System (for students) and  Student Information System (for staff) for more details. 

3.2 HCM (Human Capital Management) System

The HCM (Human Capital Management) System supports the management of University’s human resource, staff cost budgeting and payroll operations

3.3 Email

Central email/calendar service running on Microsoft Outlook Web Access (OWA) platform is provided for use by staff and students. 

3.4 Learning Management System

Moodle is supported which is the primary Learning Management System for University teaching and learning. The system provides an electronic platform for teachers to post up courses/class materials and students can access the online courses and submit assignment. For more details, see Moodle website.

3.5 Library Services

Online access to the electronic resources and services provided by the Libraries.

3.6 Event Management System

The HKU Event Management System (HKUEMS) is designed for departments and student societies to announce and manage their events and activities.  It is extensively used by students, staff and departments for event broadcast, registration and management. Daily events organized by departments and student societies will be displayed and search function is provided for ease of locating an event by organizer, date, keywords, etc. 

9. HKU Portal faqs

9.1 What is HKU Portal?

HKU Portal is a single sign-on platform for University members to access all the centrally provided IT services including services offered under the Student Information System (SIS), Human Capital Management System (HCMS), email, learning management system (HKU Moodle), web-based administrative applications, Library services and more.

The HKU Portal provides a user-friendly and easy-to-access single sign-on interface for University members to access all the centrally provided IT services including services offered under the Student Information System (SIS), electronic mail, learning management system, web-based administrative applications, and Library services through a high-speed campus network.

9.2 I have already logged in HKU Portal. Why am I prompted to log in again?

To prevent unauthorized access, an automatic “time-out” will be activated which will drop a session after 4 hours of connection. In this case, you will be prompted to log in again.

9.3 How can I switch to another email account in the HKU Portal?

With the single-sign-on feature of Hong Kong University Portal, the emails in the computer account which you use to log in to HKU Portal will be shown by default when you click the tab MyEmail. If you want to switch to another email account, visit https://webmail.hku.hk

9.4 What is SIS (Student Information System)?

The SIS (Student Information System) supports the management of all student-related information including admissions, timetable schedules, course enrollment, grades, records, transcripts, and student self-service, etc.

9.5 What is HCMS (Human Capital Management System)?

The HCMS (Human Capital Management System) supports the management of the University of Hong Kong’s human resources, staff cost budgeting, and payroll operations.

9.6 I have just changed my HKU Portal UID and/or PIN and cannot login. Why?

For change of HKU Portal PIN, the new PIN will be effective in 10 minutes.

For change of HKU Portal UID, the effective time of the new UID is illustrated below:

• Submission between 8:00 am and 00:45 am: 1 hour
• Submission between 00:46 am and 7:59 am: after 9:00 am on the same day
• Please try to login after the effective time.  

9.7 I cannot login to HKU Portal but see an error message after resetting the PIN to 10-18 characters. Why?

After resetting your PIN to 10-18 characters, you may see the following error message when you try to login HKU Portal:

portal_pin change_01

Please press the Refresh button Portal_pin change_02 or F5 key to reload the page.

If problem persists, please try clearing the browser cache.

9.8 How do I view my transcript in HKU Portal?

Login to HKU Portal. You will be directed to the SIS Main Menu. Go to SIS Menu > Academic Records > Transcript (Student Copy). Then print or save your transcript.

Conclusion

Hope you've been enlightened by this post about HKU Portal Complete Access and Login Guide 2022.

HKU Portal Complete Access and Login Guide 2022