I\rp !hr of rhr nllilippi cs

Frpartursltt of @!ttration

oEC 2 0 20t2

DepEd MSMORANDUNIx' 227 . s. 2012

CUIDELINES ON THE US3 OF THE DEPED EMAIL SERVICE

'li): UFli:rs(rr.rtadcsAssisr:!nt Secre!ariesRrrr..u Dir..torsDir(jclor$ ol Sorvices, Ceoler$ i,rnd licads of UriilsP, qronid Drre.lorsScirools Division/City Superintcndentsll(:t!ds, Public and privatc Fjlcmcntan and S(l:ondflry SchoolsAll Othels Concefired

L To achicle the policy objectives oi enhaDcing lhe exisring mcdia oI communicdtion,p.omotinH :r scns(} of idontit!. and faciljtaling a culturc of coilaboration, lhe Departmcnt o[Eduoorjoir (Dcpltd) issllc$ the Culdelirxes on the Use of the DepEd Emall Sepice loopcrationiilize thcr Lrse oI thc DepEcl Ernail Service pursu.rrll 1() Depltd Order No. 85, s-2Ol2cntirlcd l'oliclt on lhe F"stablislu ., of DepEd Dnnil Seruice.

2. 'l'h(i (x'rolosL!rcs r:orrtirin il:c iollo{'ing gLlidelines tor reference:

llnrk,surc No. I ' Guiclclincs r)n RcgrslruLion fot dcired.gov.ph accounls;andEnclosure No. 2 Guidelines on lhe Acceptable Usc of dcpcd.gov.ph uccounts.

3 Thlsc guidelinds $hall remairr in force and ro cffcc1 ltnli] sui:lt hrrrc when thet wiilbs rcscindii(l o)_ amcndcd. this Dcpa{mcrt Lhrough Lhc OIlice oi rhe Technical Serlice (fS)shall male the necessar'1, modifications when deemed necessarf,. as long as consistenq{,irl: ihc abovc sis,ed poljcr thrusts is satisficd.

1. AnI concerrl oll these guideliilcs sha]l be dirccted to rhc Ollico of d1c l)irector, TS.l)L.n[d C(nlr{l Officc lCOl throu{h cmal addrcss: hclodcsk'adcpcd.!ro!.ph or at lelcphoneno.i iO2) b3a i87n.

: Irmc.liate Cissemilation of lhls I'lemor&rdun i$ dcsircd.

.'//aJ:

BR. ARMIN A.IUISTRo FscSecretary

r )c.'r,:r (\n'\picx \r.r r li | ^\$ur,

i'.sir cirv t 6on F uaa-rro*,, oaar""o. ur2 I 3r, I g

63n rs?6" 637 o,z os ? .*.' a"p.r."n. pr,

DepED Memorandum No.227 s.2O72 December 25, 2012

GUIDELINES ON THE USE OF THE DEPED EIMAIL SERVICE

Schools Division SuperintendentDivklon of:

ACXNOWLEDGMENT RECEIPT

RECEIVED BYr

TORNA DIG DINODiiector lV

School Princlpal

Name of School

Districtl

District SupervisorDistrict of:

OEPNRTMENT OF EDIJCNI/' \CEGION IV.CAI AB4RZO\

,c'1'OFFtCE

REffiEDB\. i! HragL:)YE E-,20\oaf,'"' tv'l"l

RECEIVED AND DISSEMINATED BY:

Division of:

lnformation and Communication Technology Off lce

I).pl'-.i Ordcr (\o. as, s. !01!)

1,, i)E irrli.aiecl rn ihc P_eJlLull;jll,I-]:d:-Iur(1.r'th. ftnlowiirg s Lr lric ( i'.s.

J'IIPI,0YEI'Slf : l )ll\l.^Tl()N'lFiCH:\Ol,()GYt(rt.lCl-i.Rt)ciRALtsIrR( ) rl'iCTSRUI-ll,q :-nd REGULA'l 1.):tS

rIltT ijll ( i I l!.1m. r 'n.(lu rlrrlq\!:u1l r.!..tt\. ;i.!r--.ts..rn.Lr. ,l0l.l,l2 lt 12

Enclosure No. 1 to DepEd Memorendtr No.227' s- 2012

CUIDELINES ON RpCISTnATIO FOR deped-gov,ph ACCOUNaS

1. Rol€s and R€sporsibiliti€s

r Super Adrninistratols. Thc lirll s,ystcm adminislr:rtols shall bc rssigned byth.:l.crriilr!. ThLr\' shltll htl!c co'rlpl0lo arc.:is Lo thc d.Ped.]ou.ph conltolp.dicl arlci xll .idmi isl:a'-1n i,crio:s

ICT Admidistrators. '111c CcDtnl Ofl]cc, each rcsiolsl ofll(r, and each di\.isiorlr)lli.r. sh ll as$igu un TCT administr-aLor to be in chargc oi the administralilumirinlcnan(xr of uscrs rnd {troups in lhck ):csp.ctivd ar{ja of responsibilil),.

Pcrsonncl Ofiicer, Thc Ccntriil oIficc. cach regi rd oifice, :md cach divisionoaicc sh ll rssign a Personnel or AdtniDisrrativc O{fiftr. {,ho $.ill sc e as thcnr;lhorlzod omc.r Ior (ftrlion nn.l dcaclivaLion ol acL:ounts.

gerpdesk. Troublcsl, ooring nd other tech;icrl concerns reiati!'c to lhc scn,iccshill lrirclvisc bi- ncldresscd b).. ihe Tcchnical Scrti(:c ('lS), in coor.tinalion ivilhoLhcr rs$ign(:d cmplolecs otthc l)epartnent.

.1.

b.

ci. Tl\t dqxrLl.!(rlt.ph accounrs assigncd $'ill :rdhcre to the follorving naming

2. Assignm€nt

AJI prnnancni cmplovces ol this )cpartmcnt shall be assigned ? depe-d.(pu.phlccolrnr whi(:h can bc ac!:c{t$(rl rl,rough http:/ /mdil.d€p,€d.Eov,t h.

Corisulhnrs ani pcrsonncl Lrnde. contract ol scnicc marl be assignecl thcirrcspectiYe acco"r:1ts Iipon thc requcst of their imm€d;atc hr:ads of lhc !rn:t andsr.lbjcct to thc discrclion and approval oi rbc srlper acldiristrator-s. 'l'hc rcqucslsshall bc br$r)cl c|] thc ,ccd of thc said indivi.luals f.rr olliciri cmail afl:olrnls inthc pc{ormancc of their cl.rlies.

]\ll uscrs wiil bc dil'idcd inro Lhrco domnins in lhe adminisirativo panel.(:rnploycesr consult;u1ts1 :rnd collrracts of srr'lrce

<t'iIst rramc>.<last n.1ric>ad:dcpcd.go\.-ph for rcgu jar en'rplovecsi<fi rsL n!rmel>.<las1 name>..!ijconsultant.depect. gov.ph for

coDsultanlsl nnd<ljrsl naff c>.<lasl n?!mr>1,4co$,dcpcd.gov.ph lbr contracts oi $crvice.

Ejrail addresses iollo$ing a dilferent naming convcntior. assigned ns an alias,!\,ill bc assisne.l upon the requesi oI the hea.l oi unil lrncl !('ill bc slrliccted totlrr Lliscr(ilioD and pp.olnl oi tl:e supcr ;rdministr.lors.

Oiliccs wl,ich ncecl an cmail .rddrcss rvill bc assigncri a clistributioll list. $ith ilsemplolees \Lho ncod lo conrmunicate using the said addrcss undcr il. uPon therc(jLrost ol thc hcad oi Lrnil and $iJ: bc subjcctcd lo Ihe discretion and approvrlol lhe super ad iflislrators.

3, Registration Klosks

il Orrc l1) conl)Lr|d t{:nr,iiat xrusi bN ser up. io functro:r.s R.cgisrrArion fzrcjtit!,irr r:rtn office (rcgionrl ald clivislul). and i atl Dcp8d Trainins Cenlr:rs irom,llnutrrr":,2013 to ,Unrch 30.20t3. This 1.rrmin.1t slrout.i br rcadity a1,ailabl(lL L , . 1- t,.r.o ...l]'.r 1

b T:).:rbo!errcn.Lidncd ir)mpLLrc.lcnrinal musr hav!: a s!abLc inlernct conne.ilon'i-he d.iault lxrD.pagc. http: I / d€pedverify.appspot.cod!, rnlrsL bc kcpr operdr rlrlg Olicr hou.s.

i:. Tlrr rcgio.. or dlli:rj(xl ICT r1.1mir:i-.r.rrtor shr bcr thc offrccr r.sporsibl, for rhcsii.l .fgisrrarion ki{)sk

4. Ingress and Eg.ess Proc€dules

a. Du:ing l]l) irriliirl .lr,'istrrtiorl, trom Oclobcr ),2C12 ra l,tarch 30, 2013, a1lr.!tjsI;r rs wjll go throcgh a lcrification f.ciljty lhaL crn be accesse.l throu{:hhttp: / /depedverify.appspot.com.

b. Regisrr.rits $ho provjd. i:.rformrL,,," ,.".r,.t..,, wjrir r)LU DepEd rt.rrrh.rsc shujtaulonaljc.lly be issued flrail .rc.:ounts bv thc vcrificatr(nl facitit! an.t c:Ln log.jnlri ihclr accounrs oi1 t!. srlir dar.

c. Rrqrsrranls x'ho pr.olicc inii)nn.tioi i consisr€nr \i.ith drc Dep[i.t databascslrdll undcig_o ::rrrrLruL vcificrti{)n. 'th.1,. will bc c.|1ar1e.l lv:tiin ,r.d( rficrthcir:-cgi!1:llion.

d. 1'o udcLrcss nlanurl lerilicatron .oncems, the Cenrrat Otfice (CO) vcrific:1riontl:i)n has becrr osrablishcd lo coordinatc (,ith rhc rtspectile ICT acltinistr.alorsalr.1 pcJ.sorlrd oficer s !I each region airl (tivjsion.

€. Slarilrlg Atdl i, 2()13, all rr.ryl! hircd rcgutar enlptotrecs sha bc givro d1l.rcd.qoL.ph accolrnr bl rhc iCT adminlsa::!or r.Lp()n instruction of thcplr'sonnel oillc.r. Such &ccounr shatl be creaied for thc cmployce on rhc fi.srdai :har lhc same is requjrcd il] rcpor! for l\rcrk. A basic oricntation of thisusage policy and drhcr in.tter:rj related to tbe deped.qor.ph scrr,jcc $hal dlso bc

\. r. . ..n-l ti.. .

L l!.liridrLaLs who in-e no longrr coirne.txd wiih Dcpld by rcnson oi resigoduon,trrrtsli'r oi ofllcc. r-rtirrmcr11. orur]lrr causcs oi rermmdljon or suspcnsion ofs,rfvi.!, shall br p:ohibi:ecj fr,:]fl access to tbe depe(1.4a1).ph selvice througha.Lr)lrnl dcldioir. ln e\,.r.v insl:1ncc oi clfcctrrc scparaLion lrom ihe Deplid, rh!Prrsorlncl t)lficer slrall ;rclirdc the dcactivalion of accourls br U1e tCT

5. Suspellsion

r. WheD pcrsons are suspen.led oJ' are separared pendjng ihc acur plishmenr oi.!:l!,|r:rr1cc,s, or olhct analogous tnst.nccs! thc pet.sonnel ofilcer shall inloam lhelcl:|dminrstadlor $o thill th.r 1a[er ca]t suspend email accounts or othcnv;se:roltjt Lroaulhorizecl lrc.:rs t., rhc sa:rc.

b. Lili.lrisc, upon notice lrolIl rhe personDel ofilce., $hen il-,e causc lor erccor.rn!srsperlsion has.esolved or remcdic.l, rhe iCT aclmrnistra.tor sh.l1 restorc iher.( rLr.tl acc.ss.

1_

Enclosur. No. 2 to DepDd Mernorandum No.227,3.2012

GUlDELINES ON THE ACCEPTABIE USP OF dep€d.gov.ph ACCOUNTS

Scop€

tr Tlrlsc gLrlichrcs (ov(r ihc rsc of I depea.qav.ph !'nlAi1 accor"LIrl assi8ncd to.nIl,'v(rs of DcPltd.

l). $lrcrc applicablo. ll1. $Lrbstarlc() ol this Policy sh:rll al$o covcr sln^il.odr'iuni:aljors l)"_ persons c()rlilrctcd io !he Deparlmcnr arld ac Dg orl irs

Co!€ Piinctples

Wlrcnev{:r :ur onployce oI Dcpltd is assigncd a cleped.gou.ph e'r,ai.l accourli. lh(: uscoI such nccoun! for all orlin. olilcial commr.rnic:ltioDs is highly crrcouragcd.

b. +\ ofess<rtel Discrctiotli. Considcring rhlit .:ll cornmunicatioDs lhroLrgh llx deped (lou.plt em ll

rri.ollnl arr trc.rl(lr:{ !1s o11lcial rcprescnlalions. cxcrcisc ol utmoslprolcssilrnnl discrclion is rccluired spc.:ially lvhcr scnding ou1 to cxtLrtnal

ii 'l'ii. coDt..t DI all such comtru.icatiorls shall nlcct the apptopriatcs:.1dnr'.1 r lorrns oi li)mr kr.g. languagc, spcllir!., grnnlmar, punctLLation,prcs.nlarror), ns \!el1 ;rs sllbstarcc.

. I't.luctton Ag.tu1st Liabilitlt,i. Appropn:rtr discrction shaLi bc appiiod at .{l limcs in 1crfls ot

ft'prcscrrra:i()ns. c!:ijnrs, ard iisciosuics mad. rirrougil rha .leped (!oL,.phcmail accou:lt.

ii llr ihe $,p;dt ol cm€jl risli a*ilreness aneL lo miligalc possiblc liability, lhi:ir)ilusion ol thr follo$ins discl:{imcr in thc signaturc ;inc of altcomDrnica:ir,ns scnt through lhe se*ice is automalicallv incluclcd infv.rJ clrlail:

''Ti.is (:ontnturicutiot! ma! contait\ cotlfldcltlial ot Pitile(Fdinfomtatiatl, an.I is iliet,.ded soleu fot the indi\idtl&l or entitlJ torrlron rl i.s orilrt1 l\t dddtesse(]. l\tt! Aisclosute, copving,di-cscrrirali.rr. or Lu\!t aclian teker, i teliatLce 10 i1 bA olhcts, otl&rthan the interded 'edpi.rl. A sirictlll ptohibite.I The opinia,8,.onclusion.s, .rnr, slQler?cni-s expresscd in lhis tnessulle arc those oft)1c se. ..|er a d Dtar nat rlcccssdnl.r/ re|la(:l lhe uietus of theDepo,lnutl oJ l clucetit)t1.'

ct. Irrolubiled l:-s!'i 'fl1t dq)ed.goL).ph emnil itcq)Llnt is:ir govcrnrnclll em.{il scrvjrr obt.rined

irr thu inleres! ot public scr!.ice. Trarlsr'r'lissior: and storage of oflcnsivc,disrup:ile, cliscriminalory, Pomographic, profane abusilc, libellous,dcroliatoty, illcgal, und o!hcrNise sinilar malerial unbccoming of agcntsoi th{r civil s"errr.e aro sLri.-th, })rohibilccl.

i' Thc en.il acooLurt shrll .l{)t be used irl coDnection $jth any commcrcial,religrous, s(1cia1. political, ar(l olhiir simrlar int{ircsLs.

2.

l,r. Disclosins conldcnrial a!1(l sensitiv€ personni :nformalioD is srricltvprl)hi-r)jrt)d. ..1Dlrj$s li is rcquir..d by duty or .rssignmcnt.

r!. Us( cl li:r ,rcc()u.t h access ilicgal (:onlcnl or ro acccss conlent k.g.cq)!ii{lh(xl inlormaiior)l in ir mi,nner that viol:rtcs lht lnw is likrlviscstringenth l)rbrddcn.

\ 'l'hc iDlrcduclior1. i;)rcrlLilrnol or orhcrlvjsc. of any Iorm of computsr vl1lsor rnal(Ire, mnv;L bc lbm r':r cmhil attachncrrt or c-\ternal link to a filc.lnlo th(i ncllvork js also sirictly prohibilcd.

r r. Er.h ii(ti\idual is rcspdrsiblc for lln,v iniomdtion or statcment sent ourirom I1i$ or hci osrr lccount, mal(ing him/bcr liablc for liolarions srarcdjn llis Prtic',,

I i\t r(:plthle Pctsanal tlstlr. Rc.rsoiabkj use of thc .lepe.l.gou.ph scrvkr lor personal cl(:crtunic

corrcspondcnc{: is rccoprrblc. Ilo\\'clcr, stricl professional discrction js siill' :ir'(. d (u L , rnl ,vt rl ... . ll r.r ,..s.

ii. lr is rccomrrond(:d th|rt pcrson.ri crnaiis:r'c saved in a folcler scparfltc from' ,)rk r, :.,r(.1 , rr.ril - s:,,r' ,.

t. (rther Linitatiursl)cp8.i sh.]] ex.rcisc cl(irlinion ovcr Lrne dcpcd.gau.ph tlcoourl l\nd ovcr all data,:rratcri.rl, and rnformatiorl rcd:ivcd, lransmi(cd, slored, or othenrisc pRiccsscdrhr.JUgh thc servi.c.

3. Monitoiinga. 'lhc privacy ol evel\ indi\'ic1r.!Rl uscr shall be rcspccled as a stric! gencral

policy. Supcrrisio[ oI accoulLs sh^U or\'be under.akcn upon a finding ofp.obablc c.rusc indic^tiDg a brcach ol lhc safe, proper, and reasonablc use ofllrc clcpcd.go!.ph senice o{ a violation oi any la\{ or othcr rules orrck'trlarjo:rs as poss;5l\ elidcnccd by contclts piocessed through lhcdeped.gau.ph sc^icc, as determir,ed by the Dxcclrtivc Committce {Execom}.

b. 'lhe indilidu:rl shall bc inlormed that thc account ivill be subjected forln!esligarion and of the reason behind ir.

4. Erforceh€nte l1r rhe e'/.:nl ihLrt lhc pr.rhibitcd acts stated in S€clion 2.d of lhis Policy

(;uidclii(:s arc violated, fomlal cornplaints rl1ar bc lodged r.{ith lhe ICTir.iministralor. This shall b| donc in coordination $.ith the appropriutcJ)ivision. llcgional, Central DepEd Lega.1 ofJiccr ag&ins1 i lividual uscrs$hcthcr thcv a:c srill co.ncclcd q.ith DcpEd or not, arld upon a(lcreflninari(n, ay rhc thr(aj super administrators that therc is :r probablccausc to Icl) on thc \,aliclirv and reracity oi thc allcgalions conl.aiDed therein.

b. Ant, !rscr jound to bc guilty ol violr',i g, intcnlional or otherwise, rhc poli.iesti1 tl1c depecl.gou.lrh crDail accounl scflice shall be subjec! to discipliiar_.vnctkrn. $ithoul prcjrdi(:c to such olher cj\il, administ.ative, aid pcnalrerncdies a$ the gravjty of lh. riol.rliorl lnay mcrit.

.. Th. spcciilc discipljran irction to bc mctcd out sirall bc determiied by thc, Iiricco nlcrrber assigncd us lhe ICT Chairporson, in (:onsuLtolion with lhe

,.n:l I'ci.l r,a rl:e pcrs,,n .' Lrrlr.