[Special Edition] Are you ready for BYOD?

The Educational Computer System was renewed-page 2-In March 2018 we began operating the 10th generation of the educational computer
system. From the use of desktops belonging to Kyoto University to the so called BYOD
(Bring your own device), meaning that students bring their own PCs and the trend is touse it in class etc.
However, considering that suddenly abolishing all fixed type terminals and shifting to
BYOD will increase the burden on both teachers and students, working in cooperation
with each department, this time we will make a BYOD transition period when thesystem is combining partial BYOD with bringing your own PCs.

Kyoto University Edition of BYOD
Student owned PC recommendation/ The necessity of expanding the education
learning space/ Deepen the teaching and learning through creation■ Major changes〇 We reduced the number of fixed type terminals by about 1/3 as a whole.
〇 We reduced the number of fixed terminals of the Open Space Laboratory (OSL) by
about 70% and we arranged it so as to be used for bringing member’s PCs as a learningcommons space. (In the survey done for undergraduate freshmen in 2017, 97.5% of thepeople answered that they either have or plan to buy one. The response rate was 81.4%)〇 Satellite rooms of the law school, economics department, engineering department,science department, pharmacy department were reduced by classroom units. In
addition, for other satellite rooms, we introduced the bringing of your own PCs alongwith fixed terminals having Windows 10 installed.

〇 We installed the VDI: Virtual Desktop Infrastructure which can be started and usedon the server side in all satellite rooms. 1.000 virtual terminals can be operated
concurrently and you can use Linux (Ubuntu or CentOS) via the network from inside oroutside the university. This will allow us to provide a unified terminal environment in
ordinary classrooms which helps improving the connectivity for lessons, preparations,review and also prepare lessons from remote campuses.
〇 The first grade seminar subjects that are held mostly in the terminal room of the
Academic Information Media Center will be maintained along with the rebuilding of the
CALL classroom of ILAS aiming at promoting the improvement of the foreign language
educational environment.
〇 Printers have been abolished, but depending on the satellite classes, there are places
where department’s local printers can be used. For satellite rooms that don’t haveprinters, the network print service provided by the Kyoto University’s Co-op shop that isavailable at Co-op shops and designated places within the departments.
■ How to use the fixed terminals and your own PC you are bringing with you〇 The use of fixed terminals in OSLs and satellite rooms
Fixed terminals are installed at 13 locations inside the university campuses, places
such as the Open Space Laboratory (OSL) and satellite rooms of each undergraduate
department. For these terminals, software used for Windows 10 as the basic software(OS), Microsoft Office 2016 as the application software and software used for classes etc.
are available.
The user’s files are stored in the file server installed at the university and can be usedfrom the fixed terminal via the network. Please note that these files cannot be accessedby other users unless you make some special settings.
――――――――――――――――――――――――――――――――――――――――【Printers】
Having updated the educational computer system this time led to the abolishing of
the printing services from the satellite rooms and OSLs.
When printing from OSL, please use the Co-op’s paid service (web print system).
For printing inside the satellite rooms, please contact each room administrator.

Windows 10 Education + MS Office 2016
8GB memory, Intel i5-7500T
10GB personal storage space
21.5 inch wide display

Space for carry-in PCs by students
Can be used as secondary displays〇 The use of the virtual terminal
You can use the virtual terminal service not only from stationary terminals installedin OSLs and satellite classrooms, but also from your home or anywhere in the campus
via the network.
You can use it for lessons inside the classrooms, self-study at home, preparing for
lessons in the laboratory etc.
※ In order to use it, permission from the person in charge of the subjects or the systemadministrator is required.

〇 When using a BYOD terminal such as the PC you bring with you, please use
KUINS-Air.
You can connect to the fixed terminals and use the VGA or HDMI for connection anduse them as a second display.
〇 Cloud Storage Service
Cloud storage is the service that allows the access to files located in the user storageof the educational computer system from PCs, smart phones etc. that are owned by theuser. In addition to saving files, there are functions such as sharing files on multiple
terminals that you have.

In both cases of the terminal services (fixed type and virtual type), Nextcloud folder(drive) can be used after logging in.
Nextcloud folders can synchronize files with PCs, tablets and smartphones by using
dedicated software. The file sharing with other users is also possible.

■ Final remarks
The first semester of 2018 is the first time to use the new system and therefore
various problems, including unexpected ones, may appear.
At the IIMC, BYOD-TA are placed in the OSL of the 1st floor of the South Building of
the Academic Information Media Center and we will be increasing our efforts to deal
with troubleshooting, answering questions and dealing with the PCs you bring in.
■ Contact:
Please contact us by using the e-mail address support@iimc.kyoto-u.ac.jp.
(Kajita Shoji, Director of IIMC’s Education Support Division)

[Information provided]-page5-

Recommendation when studying using a laptop!
-Introductory map of Yoshida South Campus’ self-study placesKyoto University is recommending students to have a laptop because the opportunities
to do self-study inside the campus by using a laptop have increased. Especially in the
Yoshida South Campus, where there are many students receiving education in common
subjects, the needs for self-study in various forms are increasing.
Therefore, in this article we are presenting the places inside Yoshida South Campus
where self-study using a computer is possible. We have also included information onwhether there are desks where power supplies are available for charging laptops,
hoping that you will be able to learn inside the campus.
※Even if there are no power supplies on desks, somewhere nearby, either on the wall oron the floor etc. they may be available.

(Information Environment Support Center)[Heads up]-page6-

Proper use of the software license
The members of our university are trying to properly manage and use the computer
software (hereinafter referred to as “software”), but last year a foreign student of ouruniversity has illegally downloaded software that he did not purchase the license forlast year and it became clear that he used it last year. This case received a strict
observation from the department head. The unauthorized use of software represents aviolation of the copyright law, not only by the person doing it, but also the institution
involved can be asked for legal liability, compensation for damages etc. and also could
lose its trust.
We ask you to confirm the following matters and to make efforts so as to properly
manage and use the software.
International students and foreign researchers who are not familiar with Japaneselaws and systems should pay particular attention and university’s faculty is asked togive them guidance and advice etc.
『
● Software should be obtained as legal products through a correct distribution route( regular sales agent, manufacturer’s direct sales etc.). Pirated software from the web
etc. may not be acquired.
● Do not acquire crack tools (tools that improperly modify the mechanism of thesoftware).
● Use the software properly in accordance with the license agreement and do not
conduct unauthorized modifications or duplications.
● Regardless of the media (CD, DVD, download from the web etc.) purchased software
should be properly managed so as not to be touched by third parties.
● Proof of entitlement or the license agreement shall be kept if proper conditions sothat it can be shown immediately if necessary.
● The person responsible for managing the information equipment is required to grasp
installed software and regularly confirm that it is properly used.
』(IIMC/ Information Infrastructure Division)

[Implementation report]-page7-This year we also conducted the targeted attack e-mail training
When the members of our university receive targeted attack e-mails or suspicious
e-mails, they should not click on the URL nor open the attached files, but report about it
and take the proper measures. In order to be able to do so, we continued the training
targeted attack e-mail that we did last year.
Prior to the implementation, we distributed information(※1) summarizing the outlineof the targeted attack e-mail and correspondence at our university through the security
officer of each department beforehand so as to inform about it.
The outline of the training is described below.
■ TargetAll board members, faculty & staff etc. for who a faculty& staff e-mail address has
been issued.
■ Implementation method/ Number of times
Twice from October to November 2017
■ Summary
Not only when the training e-mail was received, but also when suspicious e-mails werereceived as described in ※1, a lot of people have sent messages to us about it. This factshows that your consciousness has improved.
Suspicious e-mails arrive at our university on daily basis. We hope you will continue to
pay attention to these issues.
For 2018 we plan to continue conducting the same training. We apologize for troubling
you, but we thank you in advance for your understanding.
※1: Outline of target attack e-mail and correspondence can be found at this page:
http://www.iimc.kyoto-u.ac.jp/ja/services/ismo/use/targeted_email.html(IIMC>F01 Information Security>【Can only be accessed on-campus】Overview and
Correspondence of Targeted Attack E-mail(Planning & Information Department/ Information Infrastructure Division/ Security
Measures Team)[Notification]-page 8-About the university’s account and the university’s e-mail at the time of graduation,
course completion, transfer and retirement
The university accounts (ECS-ID (Student Account)) and SPS-ID (Faculty & Staff
Accounts) and the university e-mails (KUMOI (E-mail for Students) and KUMail(E-mail for Faculty & Staff) issued by Kyoto University will not be available for use
when a certain person is no longer a university member.
■ For the students who will graduate, complete their courses or withdraw from theuniversity in March
Please do the following preparations by the 31st of March 2018.
① Back up the files you need
Please log into a PC terminal of the educational computer system and save thenecessary files using USB memory sticks. It is not possible to save them to CD or DVD.
② Back up the e-mails you need
There is a way of doing it by using e-mail software and another one by importingthem to Gmail or HotMail. They are posted below, so please refer to it.
FAQ: http://www.iimc.kyoto-u.ac.jp/ja/faq/mail/kumoi_Use/③ E-mail transfer settings
If you set the forwarding destination, the e-mails arriving at KUMOI will betransferred to the destination set for 3months (until the end of June) after having it
stopped. Please access it and set up the transfer protocol.
Kyoto University’s account management> Change password/change student e-mailKUMOI transfer settings
https://ecs.iimc.kyoto-u.ac.jp④ Confirm the forwarding destination settings for the lifelong e-mail address
For students enrolled in a regular course we issue lifelong e-mail addresses. Please
access the following URL, login with the lifelong e-mail address and password from
“Change the registered information”, check or change the forwarding e-mail address.
The webpage for the Kyoto University Lifelong E-mail Service is:https://www.lm.iimc.kyoto-u.ac.jp/kulml/※ Lifelong e-mail address is an address made for forwarding, but you can use it foryour entire life by always registering a valid address for the forwarding destination.
If the address has not been activated yet, please contact us from the “inquiry” link.

⑤ Others
Please inform the people you communicate with using e-mails of the new address thatyou will be using from April.
■ Students enrolled at Kyoto University even after April, but whose status oraffiliation changes【The status changes within the student class(undergraduate student=>graduate
student, graduate student=>research student, research student=>graduate studentetc.)】
You can use the same ECS-ID and KUMOI address as they are. In this case there is noneed for you to follow the procedure.
If you received the ECS-ID notification and there is a different ECS-ID listed in the
notification, it is possible that the ECS-ID was issued twice, so please contact theInformation Environment Support Center.
【When the status changes to JSPS-PD, part-time lecturer, trainee etc.】
The same ECS-ID and KUMOI address can be used by changing your status(continuation) of the ECS-ID. We will inform to the KUMOI address from May to June,so please follow the procedure to change your status when you receive the notification.
【When becoming a faculty or staff of Kyoto University (excluding part-time lecturers)】
For the faculty & staff of Kyoto University the SPS-ID (faculty & staff account) andKUMail e-mail address (faculty & staff e-mail) will be issued, so please use them.
ECS-ID and KUMOI e-mail address will not be available for use so please check theabove paragraph “for the students who will graduate, complete their courses orwithdraw from the university in March” and follow those procedures.
■ For teachers & staff members (except for part-time lecturers from outside theuniversity) who expect to transfer, retire, etc.
【In case of transfer inside the university】
In case of an internal transfer, you can use the same SPS-ID and KUMail address as
before. It is not necessary to follow the procedure.
【Retirement or transfer to another job outside the university】
If you leave Kyoto University, the SPS-ID and the KUMail address will no longer beavailable. Please do the following preparations.

① Back up the e-mails you need
Before the SPS-ID expires, please prepare to save the e-mails and move them to the
new e-mail environment.
FAQ: http://www.iimc.kyoto-u.ac.jp/en/faq/mail/kumail/kumail_9.html② E-mail transfer settings
If the forwarding destination e-mail is confirmed before the SPS-ID expires, please
set up the e-mail forwarding. The e-mails arriving at the KUMail address will betransferred to the e-mail address specified in the forwarding destination for 90 days.
If the forwarding destination e-mail address has not been confirmed before the SPS-ID
expiration, please mention that fact.
Please e-mail us at kumail-qa@mail2.adm.kyoto-u.ac.jp .
③ Confirm the forwarding destination settings for the lifelong e-mail address
For full-time faculty and staff, lifelong e-mail addresses are issued. Please access thefollowing URL, login with the lifelong e-mail address and password from “Change theregistered information”, check or change the forwarding e-mail address.
The webpage for the Kyoto University Lifelong E-mail Service is:https://www.lm.iimc.kyoto-u.ac.jp/kulml/※ Lifelong e-mail address is an address made for forwarding, but you can use it foryour entire life by always registering a valid address for the forwarding destination.
④ If you are a network administrator or an user of the hosting service, please do thenecessary procedures for changing the administrator.
Please proceed as described below.
◆ The person responsible for VLAN management of the network etc.
Faculty & staff authentication system (groupware)> work link> network applicationsetc.> Registration database for KUINS connection devices◆ Hosting service users
We will send an inquiry mail about the use of the hosting service in 2018 separately to
all users, so please follow the instructions.
【If you still hold some kind of status at Kyoto University】
If you become a part-time lecturer, JSPS-PD, trainee, commissioned researcher,collaborative researcher from the private sector etc., we will issue an ECS-ID when you

apply for it. Please check the application method shown below.
Acquisition of the ECS-ID (Student Account) and application to continue using it:
https://url.iimc.kyoto-u.ac.jp/z3nu0※ We are issuing ECS-IDs (student accounts) to all Emeritus Professors in one batch.
Please activate it and use it. This ECS-ID allows you to use KUMOI (Student
Account) and the network. In addition, the acquired ECS-ID and the KUMOI e-mailaddresses can be used without the need to update them every year.
■ Contact us
Please contact us if you have any questions about the acquisition or use of the ID ande-mail address. E-mail: support@iimc.kyoto-u.ac.jp(Information Environment Support Center)[Notification]-page10-

About starting to capture delivery data in the financial accounting system
From January 2018, as an effort to contribute to labor saving and to the efficiency ofthe voucher input work, at Kyoto University we started to operate a plan consisting in
inputting the delivery data to the university’s financial accounting system fortransactions with dealers having a large number of transactions with the university.
The orders made by the faculty and researchers so far had to be inputted to thefinancial accounting system for each contract as a general rule.
By retrieving the delivery data from the vendor, it is possible to save time and laborfor the input of researcher’s ordering data and also for the clerical work it is expected to
improve the efficiency of the accounting work such as the confirmation of the purchasedata, registration of the verification data and automatic generation of accrued data. In
addition, it becomes possible to grasp the outstanding debt promptly and lead to theprevention of omissions of accrued liabilities.
In addition, we can expect to contribute to the IR (Institutional Research) by
acquiring the data (product information) of delivered items. Currently only 1 company
is cooperating concerning the delivery data, but in the future it is possible to secure time
for researchers to engage in education and research by linking the delivery data withother suppliers in the future and we believe that further labor savings and efficiency
improvements can be expected.
I think that it may cause inconvenience for a while after the start of loading thedelivery data, but we ask for your understanding and cooperation.

【Basic accounting workflow through cooperation of delivered data】(Financial Accounting System Data Cooperation Project)

[Service introduction]-page 11-

Enhanced support for the Web Hosting Service
The IIMC provides the VM Hosting Services and the Web Hosting Service and tosupport the provision of information services to both the Internet and the Intranet,
including the Web pages done by the faculty members themselves. Especially the Web
Hosting Service has been used in various ways so as to send out the Web pages oflaboratories and divisions, but on the other hand has raised several concerns about the
information security and the backup. Therefore, as of the 1st of February 2018, we
decided to strengthen the support contents of the Web Hosting Service.
In this article we will introduce the contents backup and the WordPress automatic
update settings (trial offer). Please note that although there will be an enhancement in
the support, no further usage charge burden will be issued.
■ Contents backup
It saves regularly the backup of the contents data as a means to restore either thedeletion or the overwriting of the contents due to erroneous operation or to detect/
restore the data tampering due to the information security infringement and to provide
it to the user when necessary.
● every hour for up to 3h prior to it● every day for up to 7 days prior to it● every week for up to 4 weeks prior to it● every months for up to 6 months prior to it (save starting from January 2018)
The items present in the contents folder can be restored from an hour ago to half ayear ago, by making data comparisons and it becomes possible to restore the contents or
detect and recover falsifications that may occur. Regarding the backup of the database,
we are obtaining it from the past up to now (every day for up to 7 days in advance/ every
week for up to 4 weeks in advance).
■ WordPress automatic update settings (trial offer)
WordPress (WP) is the most used CMS (content management system) currently. By
using the WEB Hosting Service, you can use the WP even if you choose one of thefollowing methods to select when applying for the service.
● Add the “WordPress package” and use the WP site prepared in advance by the IIMC
● Add “CGI/PHP package” and set up the WP site on the user side
By arranging a lot of plug-ins and themes, WP can create web contents according topeople’s tastes quite freely. On the other hand, because it is one of the commonly usedsoftware, it easily becomes the object of attacks. Therefore, strong password

management and secure updating of vulnerability are strongly required.
This time, automatic updating of WP became possible regardless of theabove-mentioned mechanism offering or original construction. Specifically, we check thefollowing contents of the WP on a daily basis and if necessary we update it.
●WordPress main body (core) ●Database ●Patch for Japanese●Plugins (those distributed on the official website)●Themes

In order to apply this automatic update to the WP site that is currently in operation,
it is necessary to apply to the Cloud Computing Team. This is because the customization
situation of individual sites is different, automatic updating may have already been
carried out by another method and it is necessary for users to decide whether tointroduce this setting or not.
In the future, if you choose “WordPress package” for newly built websites, we plan to
apply automatic updating by default.
■ Contact Information
In this matter, if you are currently using the Web Hosting Service, individual
inquiries can be made. The IIMC will continue to consider further improvements in theconvenience of the Web Hosting Service and finding new forms for the information
dissemination means. If you have any requests or opinions, please feel free to contact us.
E-mail: whs-qa@media.kyoto-u.ac.jp(Aoki Takaaki: Associate Professor at the IIMC/ Research Support Division)

[Service introduction]-page 12-Introduction of the storage services provided by the IIMC
The IIMC provides multiple storage services available to the students, faculty & staffof Kyoto University. Here we will introduce the main applications of each service,typical usage methods and examples, restrictions, subjects to be used, etc.
Please use the appropriate storage service case by case.
Applications from A to D match with the storage services as indicated in the table below.
A: File transfer
B: Data storage/ backup
C: Sharing files with multiple individual devices
D: File sharing within the department etc.

■Nextcloud
It is a storage service offered at the Campus ICT Laboratory and it is using the open
source software called Nextcloud. Any ECS-ID or SPS-ID holders who are interested
can use the trial service.
You can distribute files to other parties inside and outside the campus or share files
with others (sharing parties can also write in it). You can also set passwords or you candistribute and share securely by designating a partner by using the university e-mailaddress. You can also handle folders from other storage services in an integrated
manner.
When installing the desktop client on a PC such as Windows or macOS, the filecontained inside the PC can be automatically synchronized with the server so as toautomatically share the latest files with multiple devices.

■Cloud storage for BYOD
It is a service aimed at sharing files between PC terminals that the IIMC provides
with educational computer systems on one side and PCs, smart phones owned byindividuals etc. on the other side. Students and teachers who use PC terminal services
for lectures and self-study can use up to 10GB per person.
■KUMail Storage
It is a service offered for the purpose of delivering files without attaching them to an
e-mail. Users holding SPS-IDs can be the owners who distribute files to users frominside and outside of the university and receive files from other users. Each owner canuse up to 2GB.
When sharing files and folders, in addition to the method of communicating the URL
in order to share it with the other party, the method of setting passwords to protect itand setting one time passwords so as to use it only once and therefore increase thesafety are methods that can be used to increase the safety.
You can also have the recipient upload files using the “Receive Folder” function.
In addition, Windows provides an application that automatically synchronizes files
and folders with the server.
■Groupware document sharing・Large documents
This is a file transfer service that can be used from the Kyoto University faculty andstaff portal available for users having SPS-IDs. Considering that the receiving side also
needs to log in with their SPS-IDs, you can safely transfer the files between the faculty& staff of our university.
As for the sharing party, apart from needing SPS-IDs, you can specify which team orgroup it is addressed to from the secondary address book of the groupware.
■Data storage
It is an important data archive system for research data and administrative
documents. SPS-ID users and ECS-ID users who are allowed by SPS-ID users can use
it.
Its features are that files can be uploaded to the area called light archive and they canbe stored safely in the area called dark archive.
Dark archives are written on a one-time recordable optical disc and are usually kept
inaccessible. It is planned to have it preserved for a long period of over 10 years.
According to each of the files, metadata can be given as “for research data” of “for

general document” and it can be used for organizing and searching data.
Files from the light archive area can be with students and faculty & staff members
designated using the university e-mail address and also the version control is possible.
■Integrated file server for office use
It is a file sharing service aimed at file sharing within the office headquarters
building and the common office department.
Because it directly accesses folders and files from Windows and macOS using filesharing protocols called SMB and CIFS, it is suitable for file sharing by many people.
We set it so that it can be accessed only from specific rooms inside the university andwe have restricted it only to designated VLAN of the KUINS-III.
For consultations regarding its use, contact the person responsible with the OfficeIntegrated File Server Support at this e-mail: tfsv@mail2.adm.kyoto-u.ac.jp .

We are considering arranging these services and also adding new services so as toprovide more convenient storage in the future.
When updates will be made, we will inform you about in Info! and on the Web page of
the IIMC.
■Contact us
Please contact us using the e-mail shown below.
Information Environment Support Center: support@iimc.kyoto-u.ac.jp(Komura Takaaki: IIMC/ IT Planning Office/ Director of the System Design Division)

[Participation Report]-page 14-

We participated in EDUCAUSE2017■What is EDUCAUSE?
EDUCAUSE is an American NPO whose mission is to contribute to the advance of
higher education through the use of IT and currently it is one of the largest higher
education institutions in the US, having approximately 2200 universities andcompanies affiliated. Since 2007 many Japanese universities, including Kyoto
University joined as members.
Approximately 7000 people participate in this annual event of EDUCAUSE every
year, being a place where miscellaneous information is shared beyond the limits ofuniversities and working fields.
EDUCAUSE2017 was held in Philadelphia, Pennsylvania, starting from the 31st of
October 2017. From our university, 3 teachers from the IIMC and 2 staff members fromthe Planning & Information Department participated for the purpose of checking theuniversity ICT trends and grasp the current status of other universities.
■Memorable Lectures etc.
We actively participated in a breakout session where university officials spoke.
Among them there was a presentation of a university having proven track records ofmany cloud environments and discussions about notable aspects when integrating acloud into a system. Although I was vaguely aware of it throughout my work, theproblem awareness became clear to me when treating it as a main theme.
During the general session, celebrities such as Mr. Michio Kaku, a theoreticalphysicist, held lectures. The theme was about the technology developments during thenext 20 years. Among them, contents such as the development of the medical field dueto the development of IT felt very impressive. Although the medical field has nothing to
do with my current work, it was reconfirmed to me that the IT is deeply involved insupporting various fields.
Generally, I noticed that the challenges of IT are the same all over the world and I feltthat opportunities for sharing information such as EDUCAUSE can be very useful
because we are facing the same tasks.
■Ending remarks
At EDUCAUSE I learned that the IT problems are the same worldwide, but on theother hand, life in the US is different from the one in Japan. For example, there are big
system differences even for the use of the transportation means. This gave me a chanceto think about the systems I was accustomed to. Not only EDUCAUSE, but also much of
the time spent in the US was a time for learning and the consciousness about IT has
expanded.
(Geshi Kazuhiko: Planning and Information Department/ Information Infrastructure
Division- Cloud Computing Team)

Entrance gate of EDUCAUSE2017

Picture from the general session

[Exhibit Report]-page 15-

We exhibited at the annual meeting of the University ICT Promotion Council(AXIES) held in 2017
The IIMC participated and exhibited in the 2017 Annual Meeting of the University
ICT Promotion Council (AXIES) held at the Hiroshima International Conference Hall
from Wednesday, December 13th, 2017 to Friday, December 15th.
The University ICT Promotion Council (AXIES: Academic eXchange for Information
Environment and Strategy) is an organization established for the following purpose:it aims for the advance education, research and management using information andcommunication technology at higher education and academic research institutes,
contributing to our country’s education, academic research, culture and industry.
Currently 105 universities, research institutes and 61 enterprises joined, being divided
into 12 subcommittees (CIO Subcommittee, IT Benchmarking Subcommittee,
Information Education Subcommittee, Open Source Technical Subcommittee, Academic
and Educational Content Sharing Distribution Subcommittee, Software Licensing
Subcommittee, Authentication Collaboration Subcommittee, Cloud Subcommittee, ICT
Utilization Research Subcommittee, Education & Technology Development
Subcommittee, ICT High Quality & Security Subcommittee, Research DataManagement Subcommittee).
The annual convention is held once a year, in the middle of December and it ispromoting the exchange of professional information among its members and among
domestic higher education and academic research institutions. During this convention,
exhibitions, project sessions, general sessions, poster sessions etc. will be held. This
time 646 university officials and 536 businessmen participated.
The IIMC presented a poster entitled “Supporting Research Activities for Open Science”
at this exhibition and it explained about the collaboration between Kyoto University
Educational Research Activity Database that the IIMC is working on and researchmap,
KURENAI, ORCiD etc. , the open access of the research achievements by KURENAI,
Kyoto University’s Digital Archive of Valuable Documents and also the Kyoto
University Research Resource Archive that the General Museum is taking care of.

At the general assembly’s keynote lectures, Jack Suess, the Vice President of the
University of Maryland in Baltimore County (and also EDUCAUSE Executive Director),and Prof. Tetsutaro Uehara from the Ritsumeikan University presented their lectures.
Vice President Jack Suess’ lecture was entitled “Why NGDLE (Next Generation
Electronic Learning Environment) is necessary and what the universities should
provide”, talking about the change of the learning environment and the electronic
learning environment for the next generation as necessary components. Prof. Tetsutaro
Uehara’s lecture was entitled “University Information Security in the Cloud First Era”,
talking about how to improve business efficiency while protecting the information
system including sensitive information from internet threats and the problems that theuniversity ICT system faces.
The next university ICT Promotion Council AXIES Annual Conference will be held at
the Sapporo Convention Center from Monday, November 19th, 2018 to Wednesday, 21st.
Those who are interested in the university’s ICT should definitely participate in it.
(Atsumi Noritoshi: IIMC/ IT Planning Office-System Design Division-AssistantProfessor)

[Case examples from other departments]-page 16-

We have started to use the web reservation system in Tokyo Officesince October 2017
Did you know that we have established Kyoto University-Tokyo Office on the 10th
floor of the New Marunouchi Building near Tokyo Station in order to make it aninformation dissemination base of our university?
In this Tokyo Office there are 6 large and small conference rooms available for faculty,
staff and alumni for a fee, and also a lounge space that students can use for free.
We recently changed the reservation acceptance for the conference rooms that requirea fee from the phone reservation (temporary reservation) and paper application (theactual reservation) to the web reservation system.
By introducing this system, it became possible to check the availability at any time,
the application for use was also simplified, so we are waiting for many of you to use it.
■History of the system implementation
So far we have accepted reservations by phone at first, but for users to call during thereception hours of Tokyo Office and after to stamp the application and then send it bypost or as an attached file to Tokyo Office it raised concerned about the time and effort
spent to do so.
Also, when the office moved from Shinagawa to Marunouchi in 2016, the number ofconference rooms that you have to pay to use increased from 3 to 6 rooms and theinformation was shared between the Tokyo and Kyoto staff members so that mistakes
will be prevented. Doing these procedures became a burden, so we started considering
using this kind of system.
■Comparison between the situation before and after the implementation
Before implementation

After implementation

Showing theOnce every 2 weeks the list of res. status is

Always publish the latest info on theres. status

updated on the HP as a PDF

Web Res. System

Prov. res.

Rec. by ph. at the Tokyo Office (10:00-19:30)

Rec. from Web Res. Syst. any time

Real res.

Adjust the info about the application andIf there are no unclear aspects in thedetails after the call about the prov. res. andcontents reg. in the system, it will belater receive an application form on paper

accepted. If there are missing things,

having the resp. and acc. stamps by thea reply by e-mail having theapplicant either by mail or e-mailnecessary info will be received laterattachmentfrom the applicant

Send the perm. on paper to the office workers

E-mail the res. conf. notice to theby the univ. mailing serv. or the postal serv.

office admin.

Res. conf.

■Achievements and efficacy
From the user’s side

From the staff’s side

You can now check the latest availability

Res. ledger was created automatically ineven outside the Tokyo Office’s rec. hours

the system and both the staff in Tokyo andKyoto were able to immediately grasp thelatest situation

Since it’s no longer necessary to press the

Although the content of the paper applic.

stamp of the resp. employee and acc. staff

form was input through Access for the req.

in the paper applic. form, the time req. forprocedure, it became possible to capture

the procedure has been shortened

the res. contents from the system andwork efficiency was improved■TasksRegardless of whether or not invoices have been issued, reservations and changes
from the web can be made for up to 10 days before use and in case you have to do it
within less than 10 days, you should contact the Tokyo Office directly. In case invoices
are not necessary, we would like to make it possible to accept changes from the web for
the users from our university.
■URL of the Tokyo office web reservation system
https://rsv.adm.kyoto-u.ac.jp/entry
Please proceed starting from the “usage guide” on the HP of “Kyoto University-Tokyo
Office”.
Even if you click the “Kyoto University-Tokyo Office (Marunouchi)” tab on the facility
reservation page of Kyoto University Faculty & Staff Portal, it will direct you to the web
reservation system login screen.
Please login with the “SPS-ID (Kyoto University’s Faculty & Staff Account)” whenfaculty & staff members of our university make reservations.

Web reservation system screen➡

■Contact address: Tokyo Office (for the days when it is open: from 10:00 to 19:30)
http://www.kyoto-u.ac.jp/ja/tokyo-officeTel: 03-5252-7070. Fax: 03-5252-7075. E-mail: t-office@www.adm.kyoto-u.ac.jp■Introduction of the Tokyo OfficeOpening date/

From Monday to Saturday (10am to 8pm)

open hours

Saturdays it is not possible to use the lounge only.

Closed dates

Sundays & National Holidays, between the end and the beginning of the year
(from the 28th of Dec. to the 3rd of Jan.), Kyoto University’s Foundation Day (18th ofJune), Summer vacation (In August, between Mon-Fri of the 3rd week)

Address〒100-6510 Tokyo-to, Chiyoda-ku, Marunouchi 1-5-1 Shin-Marunouchi Building
10F

AccessNearby JR, Tokyo Marunouchi Line (Tokyo Station)

information

10min. away on foot from Tokyo Station’s Shinkansen platform. Close to theNorth Gate of Marunouchi Line.

Large Conf. Room A & B

Small meeting rooms 1~4

For symposiums, seminars, res. meetings etc.

For meetings of small groups

The two rooms can be connected.

LoungeTokyo Station seen from the lounge

Waiting place for a small number of people

You can see the red brick of the station

before and after the meetingsbuilding and Marunouchi station square(Tokyo Office Secretariat/ General Affairs Department-External Affairs SectionGeneral Affairs & Alumni Team)[Workshop Information]Workshop Information-page 18-

The IIMC holds various workshops for users. Please apply from the website of the
IIMC for those who require prior application.
Workshop information: http://www.iimc.kyoto-u.ac.jp/en/whatsnew/event/
Date and timeWorkshop Name& details

23rd of March (Fri.) 10:00-12:00

PandA usage Seminar

28th of March (Wed.) 15:00-17:00

PandA usage Seminar

11th of May (Fri.) 10:30-16:00

Introduction to UNIX/LINUX

18th of May (Fri.) 10:30-16:00

Introduction to Fortran24th of May (Thu.) 10:30-16:00

Supercomputer usage Seminar

25th of May (Fri.) 10:30-16:00

Introduction to XeonPhi programming

31st of May (Thu.) 10:30-16:00

Introduction to Gaussian

1st of June (Fri.) 13:00-16:00

Introduction to MOPAC

7th of June (Thu.) 10:30-16:00

Introduction to ADAMS

8th of June (Fri.) 10:30-16:00

Introduction to Nastran and Patran

14th of June (Thu.) 10:30-17:00

Introduction to SAS

15th of June (Fri.) 10:30-16:00

Introduction to Marc

21st of June (Thu.) 10:30-16:00

Basics of AVS

22nd of June (Fri.) 10:30-16:00

Applications of AVS

28th of June (Thu.) 10:30-16:00

Basics and applications of IDL

29th of June (Fri.) 10:30-16:00

Basics and applications of ENVI

5th of July (Thu.) 10:30-16:00

Introduction to LS-DYNA

6th of July (Fri.) 10:30-16:00

Introduction to numerical analysis programming(NAG edition)

Early Sept. (2 days in a row, notParallel programming course/ Elementary level

decided yet) 10:30-16:00
Notes: For all workshops prior application is necessary. For the ones to be held inMarch the number of people who can attend is limited to 15, while for the others is 20.
The Educational Support Team is in charge with the seminars to be held in March.

Kyoto University’s Institutional Organization Guidance-page 19-

We will target those newly enrolled at Kyoto University so as to explain them about
how to smoothly start their study and research life. The organizational structures
cooperate to do the guidance about the information environment, library, environment,
safety and health. The use of the network at the university, information security
measures such as computer virus countermeasures etc., library usage for searchingresearch papers, health management, eco life etc., which are important issues of thecampus life which will be included. Please make sure to come and inform others around
you about it.
Time and place etc.
For New Undergraduate

3rd, 4th and 5th of April, from 14:00 to 16:30 for each day

Students

Yoshida South Campus －Yoshida South Building No. 4

For Graduate Students

3rd, 4th and 5th of April, from 9:30 to 12:00 for each day
Yoshida South Campus －ILAS Building 3F

For International

17th of April (Tuesday), from 16:30 to 18:30

Students

Yoshida South Campus – ILAS Building 3F■Content of the guidance【Information environment: network use and security issues】
We well comprehensively explain you about what is the information environment at
Kyoto University, things that can be done, things to be careful about when using it andsome notes about the student account (ECS-ID) which is issued for using theinformation environment.
【Use of the library】
Proper usage and precautions when using electronic resources such as electronic
journals, databases and e-books etc. provided by the library will be explained.
【Things necessary for a safe campus life】
So as not to have your university life ruined by accidents or health disabilities, we willtell you about the tendency of accidents at our university, things to be careful about,
about the safety measures during experiments, our efforts to promote health andenvironmental considerations etc.
【Cardiopulmonary resuscitation/AED course】
While experiencing how to do chest compressions and use AED through simple
teaching materials (called Appa-kun), you will learn how to save lives bycardiopulmonary resuscitation.

[Column]

Topics on security (13th edition)-page20-“Watch out for business e-mail fraud”

In December 2017, JAL was asked to change the payee’s rental fee consisting in thelease fee etc. of the airliner by an e-mail from somebody pretending to be a business
partner and in the news it was mentioned that they were tricked to send the money to a
fake account.
In this article I would like to express my thoughts about tackling business e-mailfraud regarding how this can happen at the university.
◆Typical ways of business e-mail frauds
・A fraudster steals e-mails between targeted organizations
・A fraudster sends an fake invoice etc., based on the timing the real one should becoming, stating that the account information has changed
・In the e-mail the name and e-mail address of the people that someone deals with are
mentioned, therefore somebody gets tricked and deals with remittance processing
・The money is being sent to an account managed by the fraudster◆How does this happen at the university(1) The university deposits money into a false account and it loses the money.
(2) The university’s account is replaced with a fake account and other institutions losemoney.
First thing we should inform you about is that we have received reports about e-mails
being sent to target them, so it is not just something affecting others, but us as well.
In case (1), our university suffers direct damage. In most cases, there is no
confirmation from the other side and we would be told that they haven’t received themoney when you try to confirm it. In case (2), there is no direct monetary damage to ouruniversity, but our credibility is at stake when it comes to money transfers.
◆How to avoid being the target of business e-mail frauds
First of all, there is a problem that the e-mail exchanges are being seen. There are 3
places where e-mails are being searched for and seen: at the sender, on the route and at
the recipient. It is possible that the PC of the sender and of the recipient is infected by avirus or the password is being stolen and the e-mails are searched directly. As
countermeasures, it is important that you take anti-virus measures on the PCs where
you use e-mails on daily basis and make your password strong. So that people are notpeeping on the route, encrypting the e-mail itself by using S/MIME etc.is a possible
countermeasure.
(1) When the university deposits payments
It is necessary to see as suspicious sudden changes in the bank account from theother side. Please don’t see it as too much trouble to double check it by phone orother means apart from e-mails.
(2) When the university receives payments
Please avoid contacting by e-mail as much as possible on issues related to moneytransfers. If you need to contact by e-mail, please consider to use concurrently othermeans to combat frauds such as calling them, too.
◆Ending remarks
I think that there are many cases where you receive price estimates from traders via
e-mail on daily basis. However, in recent years, it became extremely dangerous to
conduct contacts involving money exchange only by e-mail. By using e-mails it is easy tosteal by pretending to be someone else. Whether it is a matter of an organization of theuniversity or individually, take care so as not to be the victims of frauds involving
money.
(Katagiri Osamu: IIMC/ IT Planning Office/ Planning and Information
Department-Information Infrastructure Division-Security Measures Team Leader)