Table of Contents
- Preparations for students
- If something is wrong/ If you can’t connect
The 2020 A semester will soon begin. At the University of Tokyo, we have decided to introduce online classes in the S semester in 2020. As a result of online classes held in the S semester, we have heard both faculty members and students saying there were many advantages to conducting online classes, and that it can be conducted even when the country is not under quarantine. On the other hand, many of you are experiencing the pain of not being able to go to campus and meet new friends. This problem is recognized throughout the university, and in the 2020 A semester, many departments have decided to recommence some face-to-face (hybrid, high-flex) classes, most of which is centered on experiments and seminars[The University of Tokyo’s Attempt to balance the prevention of COVID-19 and education].
However, under the current situation, we can not conduct face-to-face classes fully. Compared to high school students and junior high school students, university students engage in a wider range of activities outside the campus, and the patterns of behavior on campus are very diverse and they interact with many people. Unlike in restaurants where a person stays in a seat for an hour and leaves the room, it is difficult to keep track of each and every student’s action at the University as a part of COVID-19 prevention measure. It is said that many university students are infected while doing activities outside of university (although it may be because there are so few face-to-face classes being conducted in the first place) [cf. Tohoku University Survey slide Slide 13].
Infection prevention measures at the university such as keeping social distance in the classroom ( which is relatively easy to follow) is not enough; it relies on how we can control the University environment even outside of class hours, and manage the number of people in the whole university and their actions. Also, even if there are students who want to come to campus, some find it difficult to because they have family members living with them or because they don’t have an accommodation near the university. Some members of the faculty may be under similar circumstances as well. Therefore, in the current situation, it is necessary to design a classroom format that meets a wide variety of requirements. Under these limitations, we would like the students to understand that the University staff are solving the complicated puzzle of “To what extent can we allow conducting face-to-face classes?” ( We would like you to understand that this is not because of a low-level reason such as “We don’t want to be bashed by the public by not having inadequate prevention measures” as some people may say).
It is clear from the reactions to online lessons conducted in the S semester that conducting face-to-face classes fully is not the goal of the university. Our goal is to balance the pros of online lessons (No commuting necessary, being able to take classes from different campuses, digitalization of course materials and class recordings, easier to see class resumes than on blackboards, easier to hear than in large classrooms, etc.), with other elements such as determining where face-to-face classes are essential, and most importantly, creating the campus as a place where people can interact.
The proportion and form of face-to-face classes in the A semester varies from department to department, but this page explains the educational ICT system that is required in almost any form, and the basics of attending classes online (from home or campus).
The page for the 2020 S semester explains what an online class is in the first place, so please take a look if you are new to this system.
All faculty members and students participating in the editing of this portal
Preparations for students
Preparations for taking online classes are broadly in 2 parts
- Step 1 is to make sure that you can correctly use the information (ICT) System for Education used at the University of Tokyo. If you were able to go to campus every day, you would be able to get important information from your friends in the classroom, from your seniors in the circle, or hear by chance from other people’s conversations, but that’s not the case if you are restricted from attending school. It is very important that each and every student correctly checks the information source, and that his / her contact information (email address, etc.) is registered in the appropriate place so that he / she can be reached when necessary.
- Step 2 is to prepare a device that can be connected to the web meeting system and make sure that it can be connected properly. The “device” isn’t anything special; if you usually watch videos on your computer or smartphone, you can access the web meeting software used for online classes (Computers are recommended, but the preparations described here can also be done on a smartphone). It is not a difficult task, but electronics tend to be troublesome to use. It is important to make sure that you can connect properly and to attend class with the confirmed equipment. Details are described below.
- After completing these settings, check the form and method of the class you are attending, and if it is conducted online, obtain the information for connecting to class (URL). You can get it on the ITC-LMS explained below. For details, see How to be notified of the lesson URL –2020 A semester version.
- You will need the following equipment. If you cannot get them on time or have difficulty getting them, contact the staff at your department or major.
- PC: Since it is possible to watch videos on a smartphone, you can also watch online lessons on a smartphone. However, for studying at a university,we recommend owning a PC (Windows, Mac, Linux, etc.) for writing reports, etc. Also, during online lesson activities, you will have more opportunities to do small tasks and exercises while watching videos. Prepare a computer environment so that you can have your online class and a different window for other tasks both on your large screen.
- Internet environment: To take classes from home, you need an environment where you can watch videos. Check the capacity of the Internet and/or smartphone. Be careful if you connect your smartphone directly to mobile (LTE etc.) If you do not have enough data capacity or an unlimited internet environment, you will not be able to watch the video when you run out of giga, or it will cost you money to buy giga to keep watching. We recommend having enough or unlimited internet. We have a support system for those in need.
- The following initial setup work can be done before you get a computer to use for class.
- You can run it on the smartphone, iPad, tablet, PC (at home), etc. that you already own.
- Make a note of the password you have set and keep it in a safe place.
ICT system for education used at the University of Tokyo
The whole picture is as shown in the figure below.
- Click the system name to go to sign in page to each system.
- The arrows indicate how each element is related, and A-> B indicates that you must first enable A and to use B (for example, to use Zoom you need to be able to use G Suite, for which you need a UTokyo Account).
- Systems marked “Enable” require initial setup when used for the first time. Click “Enable” to go to that page.
- For details, please see Part 1 of the 9/11 briefing session: のOverview of ICT system required for class (video).
Below is a brief description of what you need to do on each system. If you encounter any problems while conducting the tasks below, such as not getting results as written on this page, ask for help using the chat support that will appear on the page. (you can contact the support team if chat support doesn’t work).
- UTokyo Account: This is the account on which all other University education services are based. If you are a student, you would have accessed it at one point.
- The account information will be distributed to new students from the office upon admission. How it will be distributed depends on the major and department. In the past, it was often distributed on paper on the first day of enrollment; however, due to the difficulty of going to campus and the need for preparation time to use the following system for classes, it is likely that they will be mailed or electronically distributed prior to the first day of school. Please contact your major or department if you need help.
- Task: If you have never used your account before,change the initial passwordProcedure video
- UTAS (Academic Affairs System): A system used to select classes by referring to the content of the class (syllabus), register for classes, and view grades.
- Task(Sign in): Sign in to UTASwith your UTokyo Account, and register the e-mail address that will surely reach you in “E-MAIL 1” from “Change current address, etc.” (Video under preparation). Whether you remember doing this or not, please take this opportunity to check.
- ITC-LMS (Learning Management System): Used for posting assignments, submitting assignments, etc. of the lectures you have taken. Information on online classes can also be obtained via this system. Lecture materials may be uploaded here or attendance management may be done here as well. It is similar to UTAS, but UTAS is mainly used for class registration (before the Semester) and to check grades (after the Semester) while the ITC-LMS is used during the Semester. After the Semester starts, the class information will often be sent via ITC-LMS.
- Microsoft 365: Microsoft service. It is used for various purposes such as creating reports and presentations.
- Task(Activation): Please agree to “Office 365 ProPlus License” from the UTokyo Account user menu and activate Microsoft 365 (Procedure video).
- After that, wait up to 3 hours during the day/ 11:00 the next morning until you can actually use applications such as Excel (to be exact, 11:00, 14:00, 17:00, 20:00 when the license is permitted).
- Task(Sign in): Sign in to www.office.com if you have a UTokyo Account, you can sign in. When the UTokyo Account sign-in screen appears asking for your E-mail, Phone or Skype, enter email@example.com (then you will be taken to the UTokyo Account sign-in page). The xxx part can be anything (Procedure PC, Smartphone). If you have already signed in with another account (For example, your personal e-mail), sign out and then sign in again using your university account(Procedure PC, Smartphone).
- Practice: Try creating an Excel Book(Procedure video)
- G Suite for Education (Google): This is a google service which can be used for various purposes such as creating reports and presentations in addition to using mail (Gmail) and calendar services. Also, for some online classes, you must sign in to the web conference (Zoom) with this gmail address to enter the room.
- Task (Activation): Set your account name on “ECCS Cloud Mail” in the UTokyo Account user menu and the password on “ECCS Cloud Mail (Change Password)” to enable G Suite for Education (Procedure video).
- After this, wait up to an hour before you can actually use G Suite for Education (you can sign in to Google).
- Task(Sign in): After an hour, sign in to Google.
- PC: Sign in to Google if you are not yet signed in. If you’re already signed in to Google with another account,sign out and sign in again with your university account.
- Android Add a Google account.
- iPhone Add a Google account. * Practice: Look over which apps you can use and create a Google spreadsheet (like Excel)(Procedure video)
- Zoom: A web conferencing system. Many online classes will be conducted using Zoom.
- Task (Activation): Follow the instructions on How to create a university Zoom account to get a university Zoom account.
- WebEx: Web conferencing system. Get it in advance if you want to use it in class.
- Task (Activation): Follow the procedure on How to Create a New UTokyo Webex Account to get a university WebEx account.
- UTokyo Wifi is a wireless LAN on campus at the University of Tokyo. You will need it when you connect to the internet on campus, especially when you take online classes.
- Read the UTokyo Wifi page.
- Task (Preparation at home): Before coming to campus, follow the steps below to get a UTokyo Wifi password and make a note of the settings.
- Check if you have registered your e-mail address with UTAS.
- Go to the page to issue the UTokyo Wifi passwordand press the “Application” button. The password will be sent to the registered e-mail address. When you receive it, make a note (or print it), and bring it to the campus (Video)
- Follow the instructions on the UTokyo Wifi page for settings. It is recommended that you bookmark this page on your smartphone or print out the settings and come to campus.
- Task (actual Wifi settings): Go to the campus where UTokyo Wifi works (Available in many classrooms) and connect your PC or smartphone with the settings and password written above.
- Internet connection support is provided at Building 7 in Room 721 and Building 13 in Room 1321 on the Komaba Campus. (Monday-Friday 10: 25-16: 40). Please visit us here if you have any problems connecting.
- Note: If a lot of people use mobile Wifi routers or tethering when they can’t connect to UTokyo Wifi, the radio waves will interfere and it will be a loss for everyone. Everyone should use UTokyo Wifi as much as possible, instead of using your own Wifi or LTE.
Caution: Many of you may already have experience using Microsoft and Google. Make sure that you can also use your college account as necessary. Keep in mind how to switch between your personal account and your university account. ( Procedure video: Microsoft, Google) When taking an online lecture, it is expected that there will be many situations where important information is shared only by university members. In those cases, if you are signed in with your personal Google and Microsoft accounts, you will not be able to gain access to these information.
“ECCS Cloud Mail” is the name of G Suite for Education at the University of Tokyo.
Checking to see if you can connect to online classes (Web conference)
- Connect to the online class URL. Look at your class page on ITC-LMS and click / tap the online lesson URL (various types). This is to check whether your browser, application, etc. is compatible with the system used for class. Even if you do connect it, it will only connect to an empty room, and no images or sounds will be visible/audible. Leave the room as soon as you can confirm that you can connect. Try connecting to the class a little early before class, or if you have a chance to try with friends and acquaintances in advance, to make sure you can connect to the audio.
Checking to see if you can use Microsoft 365
- Checking to see if you can use Microsoft 365: To see if you can access this Microsoft Excel sheet, click on the link. Depending on the sign-in status on Office, you will encounter either one of the following patterns.
- Pattern 1: You will be able to access the Excel sheet immediately if you are signed in to office.com with your UTokyo Account.
- Pattern 2: Receive an error / a message saying “We’re sorry, but firstname.lastname@example.org can’t be found in the univtokyo-my.sharepoint.com directory.”. This means you are signed in with a non-university account ( For example, your personal account). First sign out, sign in again this time using your college account, and try again.
- Pattern 3: The University of Tokyo “Sign in” window pops up asking for your “email, phone number, Skype”, etc. This happens when you are not signed in to any of your accounts.
UTokyo Account ID (10-digit number) @ utac.u-tokyo.ac.jp
Type in the UTokyo Account ID is a 10-digit number as shown above. Next, when the screen for entering the UTokyo Account ID and password appears, enter the UTokyo Account ID and password you set yourself (video) and try again.
Checking to see if you can use G Suite for Education
- Checking to see if you can use G Suite for Education: Click on this link to check if you can access this Google Spreadsheet. However, if you are currently in China, you will not be able to connect to this sheet. Depending on the Google sign-in state, you will encounter either of the following patterns.
- Pattern 1: If you are signed in to Google via ECCS cloud email (email@example.com), you will have access to it immediately.
- Pattern 2: A “permission required” window pops up. This happens if you’re signed in to Google with a different account (for example, your personal account).
- For PC: Select Switch Account on the right and sign in with your university account. You cannot access it by pressing “Request Access Permission”.
- For Android: Add the email address you created this time (firstname.lastname@example.org) to your Google account before accessing.
- For iPhone: Please add the email address you created this time (email@example.com) to your Google account before accessing.
- Pattern 3: “User authentication failed” pops up. This happens if you are not signed in to Google in the first place.
- For PC: A screen will appear prompting you to sign in to Google, so sign in with your university account.
- For Android: Add the email address you created this time (firstname.lastname@example.org) to your Google account before accessing.
- For iPhone: Add the email address you created this time (email@example.com) to your Google account before accessing.
If something is wrong/ If you can’t connect
- If you encounter a problem you can’t solve, try using the Chat Support that is displayed on the bottom-right of the page or access the Support Page to receive help.
- Online Classes
- for students (2020 A Semester)
- for instructors (2020 A Semester)
- ITC-LMS (for instructors)
- Sharing Class URL
(for students/ instructors)
- Misc. applications/reporting forms
- QA Forum, ML, etc.
- Network equipments support
- Class supporter
- Report troubles on entering class rooms
- Register school/faculty contact persons for students
- Register school/faculty web pages