Computer News No. 123  Sep.-Oct. 2006

HKU Smartcard Integrated Access and Facilities Control System (SIFS)

  1. Access and Facilities Control for Centrally-Timetabled Classrooms from November 1, 2006 for lecture theatres of the Meng Wah Complex
  2. Who can check-in the classrooms?
  3. Briefing session materials
  4. Contacts

1. Access and Facilities Control for Centrally-Timetabled Classrooms from November 1, 2006 for lecture theatres of the Meng Wah Complex

The Registry, the Estates Office and the Computer Centre have collaborated and formed a project group to develop a smartcard-controlled system for regulating access to centrally-timetabled classrooms in the main campus. The main objective is to have better control on the use and security of the classrooms and to achieve better energy saving when the classrooms are not in use. With the help of an outside contractor, the ITE Smartcard Solutions Limited, the HKU Smartcard Integrated Access & Facilities Control System (SIFS) have been developed and phase one will be launched on November 1, 2006.

The first phase will include lecture theatres T1, T2, T3, T4, T5 and T7 of the Meng Wah Complex, and will be implemented from November 1, 2006 onwards.  Depending on the outcome of the first phase, the system will be introduced to all other central classrooms phase by phase, with the objective of implementing the system in full within the shortest period of time.

The main features of the system are highlighted below for your easy reference. For full details on the SIFS system, please visit the website at http://www.hku.hk/sifs/index.html.

(a) Use of classrooms must be booked in advance, via the Examinations Unit.
(b) All HKU staff card holders and HKU research student card holders can check-in classrooms with bookings.
(c) All classrooms would be locked when there are no bookings for better security.
(d) The doors of the booked classroom will be automatically unlocked by the system and air-conditioning and lighting to the room turned on 10 minutes before the starting time of the booking. This would allow students arriving early to enter the classroom to wait for the arrival of the teacher.
(e) Although students can enter the room before the booked time, they will not be able to control the lighting and air-conditioning inside the room. They can only turn on the minimum lighting within the classroom.
(f) When the designated user (the user) checks in, full lighting and air-conditioning will be turned on automatically.
(g) To check in a room, the user must present a valid smart card at the smartcard reader installed outside the classroom. (For details of checking-in, please refer to the website material)
(h) The user can also use a valid smartcard to open the AV box installed inside the classroom.
(i) At the end of the booking, the user will hear five beeps to signify the expiry of the booking. The user should caution all staff and students inside the classroom to leave as all lighting (except the minimum lighting) and air-conditioning will be turned off 10 minutes after the end of the booking. The classroom doors will also be locked by the system, although users staying in the room can always open the door from inside.
(j) During the booked period, the user can check out at any time by presenting a valid smartcard at the smartcard reader. When the user checks out, the system will also start beeping for 5 times, and 10 minutes from then, all lighting (except the minimum lighting) and air-conditioning will be turned off, and the door locked (similar to end-of-booking).
(k) The user is always encouraged to properly check-out, especially on leaving early in order to save energy.

2. Who can check-in the classrooms?

The eligible users to the SIFS system are:

  • All HKU staff card holders
  • All HKU research student card holders
  • All valid SIFS PIN holders

Please see section on FAQ/Tips Q1: What should I do if I do not have a smartcard? at http://www.hku.hk/sifs/index.html.

3. Briefing session materials

Briefing sessions to introduce the system to staff have been conducted on October 25 and 27, 2006. If you have missed them all, we have made available the presentation materials and the demo movie presented at the briefing sessions online.  Please visit our website at http://www.hku.hk/sifs/index.html.

4. Contacts

If you require further details on the system, please feel free to contact us at the following numbers during office hours:

  • Project co-ordinator: Computer Centre (2857 8595)
  • Smart card, network: Computer Centre (2857 8589)
  • AV box and equipment: Classroom Services Unit, Registry (2859 2452)
  • Door locking, lighting, air-con: Maintenance and Operations Unit, Estates Office (2547 9522)
  • Room Booking: Examinations Unit, Registry (2859 2445)