Policies and Guidelines

Web Design Guide

1. Departments are recommended to maintain a consistent web page design across their main websites for better web page navigation experience.
2. Departments are recommended to check their web pages for compatibility with all common browsers.
3. A HKU logo must be included on the homepage of a departmental website (preferable at the top banner area).
4. Departments are recommended to maintain a good screen readability for their web pages and downloadable documents.
5. Departments are required to fully commit to Web Accessibility for persons with a disability. The spirit of the public statement should be put on the homepage of the departmental website.
   1. "Public Statement: The University of Hong Kong is fully committed to Web Accessibility for persons with a disability. Users are invited to contact us should they encounter accessibility problems in viewing this website."
6. The Campaign for Web and Document Accessibility of the University also states the following and departments should follow:
   1. "Procurement Policy: When departments and faculties commission the development of websites, web accessibility requirements should be stipulated.” “For all procurement of website development service from external vendors, web accessibility with reference to the prevalent standards and/or practices must be specified as mandatory requirements."
   2. "Document Accessibility: Electronic documents of meeting minutes, papers, circulars, announcement and course material will be prepared and contained in accessible formats."
   "Guidelines on preparing teaching materials for persons with visual impairment" are shown at https://www.eounit.hku.hk/en/guidelines/guidelines-on-preparing-teaching-materials-for-persons-with-visual-impairment. Please contact HKU Equal Opportunity Unit for the details of the Web Accessibility Guidelines. Some design considerations for building a barrier-free website are shown at https://www.ogcio.gov.hk/en/our_work/community/web_mobileapp_accessibility/promulgating_resources/handbook/.

Web Hosting

Terms and Conditions Governing the Use of Departmental Server

Departments applying for the use of a departmental server for hosting websites or application programs under .hku.hk/SSH, SCP or SFTP server (hereinafter “the System”) must abide by the following terms and conditions:

1. The use of the System must comply with the University’s Statement of Ethics on Computer Use (at http://www.its.hku.hk/about/policies/ethics);
2. The use of the System is only for supporting the University’s teaching, learning, research and administrative activities;
3. Departments have to make sure that all data, including personal information that is processed by or submitted through the System will be protected and treated strictly confidential;
4. Departments are responsible for protecting and guaranteeing the integrity of the System and data stored under the System to make sure that no personal information will be disclosed, intentionally or unintentionally, to any unauthorized party(s) or person(s);
5. Departments will bear all responsibilities as a result of the unauthorized disclosure, either intentionally or unintentionally, of personal information which is caused, directly or indirectly, by the System;
6. Departments will be responsible for damage of any kind to the University’s servers incurred as a result of the failure of the System;
7. Departments have to make sure that the System will not interfere, disrupt or impair the performance, reliability and efficiency of the University’s servers;
8. ITS reserves the right to perform system checking at appropriate time and terminate any services hosting on the web server should there be reports of hacking activities;
9. Departments using our server facility to host SSH/SCP/SFTP server must enforce the following security measures if SSH/SCP/SFTP network protocol is opened to the internet:
   1. A mandatory change of account password on a regular basis of every 180 days; and
   2. Account password must be of eight characters with at least one letter (a-z, A-Z) and one digit (0-9).
10. Departments engaging a third party to build and/or maintain the System are required to ask the third party to sign an agreement stipulating the terms and conditions of system development to protect the University’s interest. Please contact ITS at ithelp@hku.hk to get a copy of the agreement.

Social Networking and Media Policy

The social networking and media communication channels are evolving. Departments setting up hyperlinks on university servers to social networking and media sites or posting materials on social networking and media sites should be in line with the University’s mission and goals, and compliant to the University’s web policies.

Web Capacity Policy/Bandwidth

The University campus network provides networking services to members of the University who access the network to support the academic, research and administrative activities of the University. The user must use these services responsibly. By connecting to the University campus network, the user agrees to the Campus Network Acceptable Use Policy, and related policies and regulations.  

All use of the campus network, including hosting of websites, should share the use of limited Internet and intranet bandwidth equitably. Information Technology Services reserves the right to suspend a website’s network connectivity if it is found that the bandwidth it consumes is excessive in comparison with the total bandwidth available.

Terms and Conditions for Department or Individual Website Administrators

The administrators of a departmental website or individual website must observe the Policies and Regulations of the Information Technology Services of the University of Hong Kong as published at https://its.hku.hk/policies-and-guidelines/.

Terms and Conditions on Use of the University's Name and Visual Identity

1. As society and economy become knowledge based, the University of Hong Kong - indeed, any university - is increasingly committed to knowledge creation and dissemination for the benefits of the community with which it forms an inherent strategic, and profitable, partnership. Through provision of educational services and technology transfer, university-owned knowledge acquires social and economic values, very often through collaboration with commercial enterprises. The globalisation trend also means that the University of Hong Kong must seek to break out of national and regional boundaries, and be recognised as a university of international renown. On account of its strategy of community partnership and internationalization, the University of Hong Kong is collaborating actively with individuals and organizations, locally and internationally.
2. Indeed, we regard "The University of Hong Kong" as a widely known and respected name in Hong Kong, regionally and internationally, and would feel immensely proud if the accomplishments of the University's staff are mentioned by the public. We are also gratified that the University is named for contributions to the material benefits and progress of the society - on account of its academic and research exploits and collaborative work with non-university partners.
3. We therefore believe that the appropriate use of the name of the University will bring credit to all members in association and the institution itself; conversely, improper use of the name will engender ill repute. However, the University must at the same time be seen to have maintained its core value in the pursuit of truth and must be trusted by the public that in all its activities, including commercialization of research output and business-industry partnership, the intellectual integrity is preserved.
4. The name itself (including the variant forms of its visual identity) is also an intellectual property that the University must have legitimate interest to protect its use.
5. The University has prepared a set of policies and guidelines on the use of the its name and visual identity, and this hopefully ensures the accurate and proper usage by members of the University and the public.
6. Members of the public who wish to make reference to the University's name in any activity or manner of association are urged to refer to the document "Policies and Guidelines on the Use of the University's Name and Visual Identity". It is understandable that the University's name will be used extensively and under different circumstances. Hence, this set of general principles and guidelines may not comprehensively cover all cases. If in doubt, members of the public are requested to seek advice from the Registrar of the University.

Privacy Policy Statement

Privacy Policy Statement

Permitted Uses of HKU.HK and its Content

By accessing and using HKU.HK, you agree to the following conditions:

1. You will not copy and use as your own any portion of HKU.HK, including but not limited to User Submissions (as defined above), in any form without prior written consent from HKU.HK administrators.
2. You will not use HKU.HK for any commercial purposes without prior written consent from HKU.HK administrators. Forbidden commercial uses include, but are not limited to:
   1. Selling access to any portion of HKU.HK's content or features;
   2. Using any portion of HKU.HK to increase advertising or subscription revenue;
   3. Commercial advertising on HKU.HK;
   4. Using the communication methods provided through HKU.HK, including but not limited to email, for any form of commercial solicitation.
3. Permitted uses of HKU.HK include:
   1. Uploading original content to HKU.HK to promote your office’s  projects, research, events, or artistic endeavours, which relate to HKU and the university community;  
   2. Sharing links to HKU.HK's content on social media and other websites as permitted by HKU.HK's functionality and its Terms of Use;
   3. Any uses of HKU.HK explicitly permitted in writing.
4. You will not collect personally identifiable information, such as account names, from HKU.HK.
5. HKU.HK, including its software, scripts, text, graphics, photos, audio, video, interactive features, and related materials, as well as corresponding trademarks and logos, that are used in the operation of HKU.HK is owned by HKU and is subject to copyright and other intellectual property rights.
6. Content on HKU.HK is provided “as is” and “as available” without warranties of any kind, either express or implied, for your information or entertainment.  HKU.HK content may not be displayed, sold, licensed, or exploited in any other manner without the prior written authorisation from the corresponding content owners.  
7. All rights regarding HKU.HK not expressly stated are reserved by HKU.hk.
8. You agree not to obstruct, disable, or in any way interfere with HKU.HK's security measures. These measures include, but are not limited to, preventing copying of content, as well as limiting access to any portion of HKU.HK.

U-Vision

HKU.HK is the revamped website of U-Vision and therefore, replaces its functions. These Terms bind both usage of HKU.HK branded services and U-Vision branded services alike. You understand that given the large number of Submitted Content in addition to regularly scheduled content, HKU.HK cannot guarantee the display of your submissions. HKU.HK retains the sole right to revise the programming schedules, including those with Submitted Content, on HKU.HK, including the U-Vision channel without further prior notice to you.

Third Party Websites

Any third-party websites that are contained in links within HKU.HK are not owned or controlled by HKU.HK. HKU.HK is not responsible for the content, policies, or practices of these third-party websites. HKU.HK will not and cannot censor any third-party content. By using HKU.HK, you declare that you and you alone are responsible for any consequences of using third party websites. Please use proper judgment and caution when using third party websites.

Liability Disclaimer

HKU.HK does not guarantee the accuracy or completeness of the content of HKU.HK or any third-party websites linked to HKU.HK. HKU.HK assumes no liability or responsibility for any:

1. Errors or omissions in content;
2. Personal injury or property damage of any kind incurred from accessing or using HKU.HK;
3. Unauthorized access to or use of HKU.HK's secure servers and/or any personal or financial information stored;
4. Any interrupted transmissions to or from HKU.HK.
5. Any loss or damage resulting from the use of any content posted, emailed, transmitted, or shared through HKU.HK.

Indemnity

To the fullest extent permitted by applicable law, you will indemnify HKU.HK and its administrators from and against any losses, liabilities, claims, demands, damages, expenses or costs (“Claims”) arising out of or related to your violation, misappropriation or infringement of any rights of another (including intellectual property rights or privacy rights) or your violation of the law.  

This clause will survive the termination of your user account or your use of HKU.HK.

User Account Registration and Termination

HKU staff who have a valid HKU Portal account automatically has an account to upload to HKU.HK on behalf of his/her Faculty/Department/Centre/Unit/Association of The University of Hong Kong. HKU students may use their residential hall or HKUSU student society’s HKU Portal account (same login as for the hall/society’s HKU domain email) to upload content on behalf of their hall/society. For uploading work made for a course studied at HKU, students may upload by logging in with their individual HKU Portal account and uploading on behalf of their faculty or request a faculty member to upload for them (please state the course name that the student work was made for in the remarks section in the last step of the uploading process).

Users who login to the HKU.HK website will automatically activate their account. By uploading content to HKU.HK, a user automatically declare that he/she is an authorised member to broadcast content on behalf of his/her Faculty/Department/Centre/Unit/Association/Hall/Society of the University of Hong Kong and grants HKU.HK the right to promote the content on related HKU websites and social media.

HKU.HK reserves the right to terminate a user's account and restrict access to HKU.HK if a repeated violation of the Terms of Use occurs.

Final Approval for Submission

The HKU.HK Parties reserves the right to approve or disapprove contents submitted.  At the request of the HKU.HK Parties to review submissions that may be questionable, the Chairman of the Committee on HKU.HK (previously U-Vision) has the sole discretion to determine if the content in question is suitable to be made public or not. 

The decision shall be final and is not subject to appeal.

Changes to Terms

HKU may change these Terms at any time without notice. You agree to be bound by the changed Terms if you use HKU.HK after they have changed.

Severability

If any provision or part of a provision of these Terms is unlawful, void or unenforceable, that provision or part of the provision is deemed severable from these Terms and does not affect the validity and enforceability of any remaining provisions.

Miscellaneous

HKU’s failure to exercise or enforce any right or provision of these Terms will not operate as a waiver of such right or provision. These Terms, and the terms and policies listed in elsewhere on HKU.HK, reflect the entire agreement between the parties relating to the subject matter hereof. The section titles in these Terms are for convenience only and have no legal or contractual effect. Use of the word “including” will be interpreted to mean “including without limitation.” Except as otherwise provided herein, these Terms are intended solely for the benefit of the parties and are not intended to confer thirdparty beneficiary rights upon any other person or entity. You agree that communications and transactions between us may be conducted electronically.

Privacy Policy for HKU.HK's Online Submission System

Please click here to view the Privacy Policy.

CPAO Media Team – Service Level Agreement (SLA)

Please click here to view the CPAO Media Team – Service Level Agreement (SLA) (requires HKU Portal login).

Definitions

The following are the definitions of University's name and activities:

1. "Name" includes "The University of Hong Kong", "香港大學", the acronym "HKU", "港大", all other names, abbreviations, logos (whether registered as a trademark or not), and any other form of visual identity that connote an association with the University; and
2. University's activities include its educational work, research and developmental work, community services, administrative and promotional work in pursuit of its knowledge generation and educational goals, consultancies with or without commercial advantages.

Application

The principles and guidelines shall apply to:

1. 'University members', including all staff and students;
2. University's sub-divisions of studies and learning, administrative and service departments, companies, registered staff organisations, sponsored or registered student groups;
3. University support groups such as Court and Council lay members, alumni bodies;
4. Government and other statutory bodies;
5. Public members, either individually or collectively, who through participation and engagement in University activities have become involved in the use of the University's name; and
6. Print, television, video, motion picture, all forms of electronic media.

General Principles

The following criteria, inter alia, should be considered when approval is to be given by the Vice-Chancellor or his designated authority for the use of the University’s name:

1. Any use of the University's name must be made to ensure that the association does not adversely affect the University’s reputation or other interests.
2. Any direct or implied association with the University due to using its name must be based on a relationship properly approved by the University between itself and the other party concerned.
3. The use of the University's name to describe or promote activities should be made only if it is assured that intellectual and ethical standards approved by the University are maintained; and that in actual application, there should be rigorous demand on factual accuracy to prevent distortion or misinformation.
4. Economic values which may be generated through the appropriate association with the University's name should be fairly attributed to the University in accordance with the relevant schedules and procedures managed by the Finance and Enterprises Office and Versitech Limited.
5. Public members, either individually or collectively, who through participation and engagement in University activities have become involved in the use of the University's name; and
6. The format or media in which the University's name (or any form of visual identity) appears must be aesthetically pleasing in order to avoid public offence or distaste.

Guidelines

1. The authority to approve the use of the University's name ultimately belongs to the Vice-Chancellor or his delegated authority. [Exception: Materials already designated in any visual identity manual or products/services under copyright/intellectual property assignments to the University may be given blanket or category approval.]
2. The use of the name of individual Faculties, Departments, sub-divisions of studies and learning, administrative and service departments shall be approved in advance by the Vice-Chancellor or his delegated authority. [Express approval must be obtained from the Vice-Chancellor or his delegated authority in relation to fund-raising, advertising and promotional efforts, sale and distributions of services/products for financial consideration, and financial transactions.]
3. For events other than the normal University activities, staff and students, individually or collectively, may only use the name of the University (including the name of individual Faculties, Departments, sub-divisions of studies and learning, administrative and service departments) with the approval of the Vice-Chancellor or his delegated authority except where blanket or category approval has already been given.
4. In using or authorising the use of the University's name (including the name of individual Faculties, Departments, sub-divisions of studies and learning, administrative and service departments) to identify themselves or to associate with activities conducted in collaboration with outside parties (such as in contract research, public statements, joint authorships), staff and students should, wherever necessary, assure that the use of such name(s) does not imply the University's endorsement of or responsibility for the particular activity, product, or publication involved.
5. Advertising that displays, lists, or suggests the University
   • as a user or endorser of any product or service; or
   • as the source of research information on which a commercial product, service, programme, or publication is based or derived; or
   • has evaluated or analyzed a commercial product, service, programme, or publication is generally not encouraged. Approval may be granted exceptionally if the University is satisfied that its reputation and interests are sufficiently safeguarded. [There should be an exclusion clause on the use of University's name in the normal research consultancy agreement in order to preempt commercial exploitation of the University's name consequent upon the release of the research findings and reports. A standard clause is at Annex I.]
6. In advance of using the University''s name (including the name of individual Faculties, Departments, sub-division of studies and learning, administrative and service departments) in whatever format or media, express approval should be obtained from the Vice-Chancellor or his delegated authority.

Annex I
Exclusion clause on the use of the University's name in research consultancy agreement
"The Sponsor shall not publish anything in a way that would damage the reputation and/or interests of the Researcher [here defined as"The University of Hong Kong including/or its Faculties, Departments, sub-divisions of studies and learning, and administrative and service departments"]. If the Sponsor wishes to publish the research findings, it must obtain the approval of the Researcher in advance of the publication. (Publication for this purpose includes learned papers, articles, reports, advertisements, whether published in journals, newspapers, magazines, on television, on the web or any other type of media). To obtain approval, the Sponsor shall submit to the Researcher a copy of the publication it wishes to publish, together with information on the media proposed to be used for the publication, and other related details as requested by the Researcher for assessing the implications of the publication on the reputation and/or interests of the Researcher."

Updated in June 2005
(An extract from the Policies and Guidelines on the Use of University’s Name and
Visual Identity approved by the Council on April 29, 2003)