Information for Visiting Student/Staff in Department of Mechanical Engineering

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Introduction

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This document provides guidelines for eligible visitors who wish to (1) apply for a temporary card  for accessing laboratories and premises in the department, and (2) apply for a guest account in MECH User Management System (MUMS) for requesting door access of laboratories. MUMS is an in-house system developed for the research staff and research students in the Department of Mechanical Engineering (MECH) to apply for services provided by the department (e.g. door access). Eligible visitors who wish to access laboratories must (1) apply for a temporary card and (2) apply for door access, and must agree to the terms and conditions outlined in this guide. The purpose of this guide is to provide a clear understanding of the eligibility, safety, application procedures, and acceptable use policies. Please read this guide carefully and follow the steps outlined to apply for a guest account.

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Eligibility

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Eligible visitors refer to visitors from ABIC or non-HKU University who are affiliated with the department or have a specific reason for accessing any premises in the department. Eligible visitors must meet the following criteria.

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1. Affiliation: Visitors must be affiliated with ABIC (Advance Biomedical Instrumentation Centre) or a non-HKU University.

2. ​Supervision/Cooperation: Visitors must be under the supervision of or engaged in collaboration with a professor in our department. The professor will serve as their supervisor throughout the guest account application process.

3. Purpose: The guest account should be required for legitimate research, academic, or collaborative purposes related to the activities in our department.

 

Please note that meeting the eligibility criteria does not guarantee the approval of access. Each application will be reviewed on a case-by-case basis to ensure compliance with our guidelines and availability of resources.

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Safety

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• You should follow the safety regulations as detailed in the safety policy in HKU (https://www.safety.hku.hk) and that in our department (https://www.mech.hku.hk/safety) while visiting or working in any premises in our department.

• The fire evacuation plan of the premises in our department can be found in https://me.hku.hk/eform/Floor-plan-HWB-COB-YPB.pdf.

• In case of emergency, please call 3917 2882 (security control) or dial 999.

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Application Procedures

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Eligible visitors who would like to apply for (1) a temporary card and (2) door access are required to obtain approval from the professor who will be supervising or collaborating with the applicant.

 

(1) Temporary Card

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• A Temporary Card is required for accessing laboratories and premises in our department.

 

Eligible visitors may fill out an online application form (https://nas2.mech.hku.hk/tempcard.php). Terms and conditions for the Temporary Card are detailed in the application form. Please use a computer within the HKU campus or connected to the HKU network. If you are outside the HKU campus, please access the form via this link (https://hku.au1.qualtrics.com/jfe/form/SV_6XR38OY50hWu7hs).

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Upon submission of the online form, your application will be sent to the professor in MECH for verification. This process may take 1-2 business days, and you will be notified via email regarding the status of your application. For queries, please contact Ms. Samantha Tsang (tsangs@hku.hk). 

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After you receive the email notification, please proceed in person with HKD$100 as a deposit payment for the temporary card to the General Office (HW717) or Technical Staff Office (HW731) on 7/F, Haking Wong Building. The deposit is refundable upon return of the card. Holders of the temporary card can enjoy catering service in campus canteens: https://www.cedars.hku.hk/campuslife/catering/catering-outlets. Please contact Dr. Scott Chan (mechanwk@hku.hk) if you have queries about temporary card application.

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(2) Facilities Access

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• You need to get your Temporary Card activated to access facilities in our department.

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Eligible visitors who have indicated the door access you would like to apply with the temporary card may receive email regarding Moodle guest account (for accessing hot-desking office) or MUMS guest account (for accessing laboratories). If not, please contact Ms. Samantha Tsang (tsangs@hku.hk) for enquiry or fill out e-form (https://nas2.mech.hku.hk/visitor.php) or (https://hku.au1.qualtrics.com/jfe/form/SV_cTKf3dHs7gQbEc6).

 

• For accessing hot-desking office (COBLG109 or YP203)

Eligible visitors with a valid temporary card will require a Moodle guest account to apply for accessing hot-desking office (COBLG109 or YP203). For enquiry, please contact Ms. Samantha Tsang (tsangs@hku.hk).​

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• For accessing laboratories

Eligible visitors with a valid temporary card will require a MUMS guest account to apply for accessing laboratories. Before your submit your application, please confirm which room(s) you want to enter and the access period. Approval from your supervisor and the (academic) staff-in-charge of the laboratory (SIC) is required for your application. After your door access application in MUMS has been approved by your supervisor and SIC, the technician-in-charge of the laboratory (TIC) will set up the door access right for you. Please contact the TIC for issues regarding laboratory access. The names of the SIC and the TIC are printed on the placard at the entrance of each laboratory. Their contacts can be found on our departmental webpage: https://www.mech.hku.hk/people. 

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In order to verify your identity and eligibility, you must provide an official email address issued by ABIC or non-HKU University. You are advised to check your provided official email regularly, as we may send email to you regarding your application.

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Please note that the application process may vary depending on the specific requirements and policies of our department. Please ensure that you will follow any additional instructions or provide any necessary information as specified by the department.

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Facilities access for visitors is limited and restricted to ensure the safety and security. Any unauthorized access or use of the temporary card beyond the approved scope is strictly prohibited.​​​​

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Other policies, terms and conditions for MUMS guest accounts

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Guest accounts are normally valid for 30 days or the approved duration of the eligible visitor's affiliation with ABIC or non-HKU University, whichever is shorter. Once the affiliation ends, the guest account will be deactivated, and access to the MUMS system will be terminated. It is the responsibility of the eligible visitors to inform the department of any changes in their affiliation status. If it is necessary, you may be required to provide your employment contract or any identification document to verify your affiliation status and validation period.

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Guest account holders are required to adhere to any acceptable use policies and guidelines in using the guest account and the MUMS system. Any violation of these policies may result in immediate account suspension or termination, as well as potential disciplinary actions as determined by the department.

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1. Account Usage: The guest account provided to you is for your exclusive use and should not be shared with or transferred to any other individual or entity. You are responsible for maintaining the confidentiality of your account credentials and ensuring that they are not compromised. Unauthorized sharing or disclosure of your account information is strictly prohibited.

2. Acceptable Use: The guest account is to be used solely for the purpose specified in your application and approved by the department. Any unauthorized use, including but not limited to, accessing or modifying data beyond the approved scope, attempting to bypass security measures, or engaging in any form of malicious activity, is strictly prohibited.

3. Compliance with Policies: You agree to comply with all applicable policies, guidelines, and regulations related to the usage of the MUMS system. This includes, but is not limited to, the department's code of conduct, acceptable use policies, and any additional regulations set forth by the department.

4. Account Termination: The department reserves the right to suspend or terminate your guest account at any time, without prior notice. Any violation of the terms and conditions in using the guest account and the MUMS system may result in disciplinary punishments, include but are not limited to, revocation of access to departmental resources, academic penalties, legal prosecution, and any other actions deemed necessary by the department.

5. Liability: The department and its affiliates shall not be held liable for any damages, losses, or liabilities incurred as a result of your usage of the guest account or the MUMS system. You agree to indemnify and hold harmless the department and its affiliates from any claims, actions, or expenses arising from your breach of these terms and conditions.

 

By using the guest account in the MUMS system, you acknowledge that you have read, understood, and agreed to abide by these terms and conditions. Failure to comply with these terms may result in the suspension or termination of your account, as well as potential disciplinary actions as determined by the department. For queries, please contact Ms. Samantha Tsang (tsangs@hku.hk)

 

Revised in July 2024