Getting Ready for ICT Systems at UTokyo (for New Students)

Table of Contents

Greetings

Welcome to all new students!

The University of Tokyo will mainly conduct face-to-face classes in the academic year 2023 with the necessary infection prevention measures in place. On the other hand, hybrid classes, which combine face-to-face and online presence in classes, or online-only classes will also be offered when it is possible to enhance the educational effect. In addition, the use of digital technology is progressing even in face-to-face classes, and there are many situations in which information systems are used, such as the electronic distribution of materials and submission of assignments. We would like to ask you to be ready to use the necessary information systems so that you can participate in the classes smoothly. Please prepare a laptop computer that you can bring with you, and complete the initial setup of your account and various tools. The university will continue to improve the environment for your productive activities on campus, such as updating and enhancing the Wi-Fi throughout the university and making it available in most parts of the campus during the academic years 2022 and 2023.

While digital technology is being used widely in the society these days, the University of Tokyo is also making progress in its Digital Transformation (DX) initiatives. Digital technologies such as chat tools and web conferencing have made it easier for people to interact and collaborate with each other at a distance, and have greatly changed the form of communication. However, there are still some uncertainties about how to introduce new technologies into university activities. We would like to take on the challenge of creating the next generation of education together with you, the students, and hope that you will actively participate in our efforts.

This portal site, “utelecon,” aggregates information on the system at the University of Tokyo. First of all, please check the necessary preparations for taking classes. We also introduce the advanced usage of various tools, so we hope that you will make use of this site not only for classes, but also for your own activities such as study groups and circle activities. If you have any problems or difficulties, please feel free to ask questions at the support desk.

We, the faculty and staff of the university, are committed to meeting your expectations for face-to-face classes and campus activities, while placing the highest priority on protecting your health and ensuring your study opportunities. We will do our best to make your studies as effective and fulfilling as possible.

Executive Vice President / Chief Information Officer
OHTA Kunihiro

Class Format at UTokyo

At the University of Tokyo (UTokyo), classes are offered in a wide range of formats, including face-to-face and online. Face-to-face classes are conventional classes held in classrooms, and online classes are classes in which students can participate without being in the classroom using web conferencing systems for example. Please check with the faculty, graduate school or the instructor in charge of the class to find out which format the class will be in.

Online Classes

There are various types of online classes, but the main type of online class at UTokyo is the ”simultaneous, interactive” type. This is a form of real-time interactive communication between the teacher and students using applications such as Zoom and Webex, types of web conferencing systems that allow audio and video exchanges. The preparations necessary for using the systems are explained in this page.

Other forms include ”on-demand” type, where students watch video recordings of classes and ask questions and discuss them via email or chat tools, and the ”hybrid” type, where online classes are combined with face-to-face classes in the classroom.

What You Need to Prepare for Classes

Use of Various Information Systems

You will be using a variety of information systems during your classes at UTokyo. You should set up an account and practice all the relevant procedures for using these systems in advance. Below is a list of these systems. The detailed procedures are explained in the subsequent sections:

Network Environment and Electronic Devices

To take classes, you will need an Internet connection and equipment such as a computer. The following is an explanation of what and how you will need to prepare.

When You Need help

If you have any problems, difficulties, or concerns regarding online classes, please consult the Technical Support Desk. Common Supporters (student staff) and faculty members will assist you in solving any problem you may have.

For example, the following questions and consultations are welcome.

Required Procedures to Use the Information Systems

In this section, we will explain the essential tasks that must be completed to use the information systems, such as creating an account. Please ensure you have enough spare time to complete these tasks before classes start. If you have any problems with these procedures, please consult the Technical Support Desk.

Please check the “大学生活に必要な情報システムの準備について(新入生向け) 手順動画集 (Getting Ready for ICT Systems at the University of Tokyo (for new students) Procedure Videos)” page (in Japanese) for videos explaining the procedures below in more detail.

Attending the Information Security Education

UTokyo is conducting various initiatives for the improvement of information security, all of which are detailed on ”Information Security at UTokyo” page. A prime example of these initiatives is the implementation of the annual Information Security Education for all UTokyo Account holders. Those who are newly enrolled should first attend this Information Security Education.

For details about the procedure of the course, kindly refer to the Information Security Education page. Once you complete the course, you will be able to use UTokyo Wi-Fi, UTokyo VPN, and UTokyo Slack (Note: Enabling Multi-Factor Authentication for your UTokyo Account is also mandatory for UTokyo VPN and UTokyo Slack).

Other Procedures to Use the Information Systems

Next, the procedures for performing more detailed checks and tasks on various information systems, such as logging in to each system and accessing UTokyo member-only pages, will be explained. Please ensure you complete the subsequent procedures before the beginning of the classes so that you are fully prepared. If you have any problems during the procedure, please consult the Technical Support Desk.

Please check the “大学生活に必要な情報システムの準備について(新入生向け) 手順動画集 (Getting Ready for ICT Systems at the University of Tokyo (for new students) Procedure Videos)” page (in Japanese) for videos explaining the procedures below in more detail.

UTokyo Account

This is the account you will use to log into UTokyo’s ICT systems. The username may also be referred to as the “Common ID”.

UTAS

This system allows you to browse the syllabus for each class, register courses, and check your grades (academic affairs system).

ITC-LMS

This system is used to download class material and submit assignments (learning management system).

UTokyo Wi-Fi

Wi-Fi services are available on campus. You will require them while taking online classes on campus. Please note that you will not be able to use the Wi-Fi services unless you have created an account in advance.

Zoom

This is a web conferencing system that is used for "simultaneous interactive" online classes.

ECCS Cloud Email (Google Workspace)

This is a UTokyo Google account that allows users to use Google services, such as Gmail, as a UTokyo member. The ECCS Cloud Email can also be used as your UTokyo email address. Since some UTokyo web pages can only be accessed by UTokyo members, you are required to activate your ECCS Cloud Email even if you already own a Google account.

UTokyo Microsoft License

This is a Microsoft license offered to UTokyo Account holders. This license will enable you to download Microsoft Office applications, such as Word and Excel, and use online Microsoft tools for free with your UTokyo Account. Similar to Google Workspace, some UTokyo webpages can only be accessed with a UTokyo Account. Therefore, it is necessary to use your UTokyo Account even if you already own a Microsoft account.

ECCS terminals

ECCS terminals refer to the computers installed on campus. You can use them while taking online classes on campus. You will also use them in some face-to-face classes. Please note that you need to apply for the right of use in advance.

Others

On taking classes

Other Information Systems

More information

Thank you for taking the time to read this guide. If you face difficulties with any of the steps, please consult the Technical Support Desk.

This concludes the preparation procedures for taking online classes at UTokyo. The site, ”Online Class / Web Conference Portal Site @ The University of Tokyo”, nicknamed “utelecon”, contains considerable information on how to use the information systems mentioned on this page. If you have any questions regarding the information systems in your classes, or if you are a member of a club or study group and have opportunities to use web conferencing systems and other information systems on your own, please visit this site to find out more.

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