The Department of Education (DepEd) in the Philippines provides Microsoft 365 (M365) accounts to its employees, teachers, and students to enhance collaboration, communication, and productivity. This article outlines the policies regarding the creation, management, and usage of these accounts, including acceptable and unacceptable uses, and the consequences of policy violations.

Account Creation

1. Eligibility: All regular employees, public school learners, consultants, and contract of service personnel are eligible for M365 accounts
2. Naming Convention:
   • For Central, Regional, and Division Office Personnel: <first name>.<last name>@deped.gov.ph
   • For School Personnel: <first name>.<last name>@<regional tenant>.deped.gov.ph
   • For Learners: <Learner Reference Number>@<regional tenant>.deped.gov.ph
3. Process: Accounts are created based on the Learner Information System (LIS) for students and through requests by immediate heads for employees and consultants

Account Management

1. Password Management: Users must secure their accounts with strong passwords and change them regularly. Password resets can be requested through the School ICT Coordinator, Division ITO, or Regional ITO
2. Access and Security: Users must access their accounts through the official portals (accounts.google.com for G Suite and portal.office.com for M365) and adhere to data privacy rules

Allowed Usage

1. Educational Purposes: M365 accounts should be used primarily for educational activities, including accessing learning materials, submitting assignments, and collaborating on school projects
2. Official Communication: Employees and teachers should use their accounts for official DepEd communications and administrative tasks

Unacceptable Use

1. Personal Gain: Using M365 accounts for personal business or financial gain is prohibited
2. Unauthorized Access: Attempting to access another user's account or sensitive information without permission is strictly forbidden
3. Inappropriate Content: Sharing or distributing offensive, harmful, or inappropriate content is not allowed

Consequences of Policy Violations

1. Account Suspension: Violations of the acceptable use policy may result in temporary or permanent suspension of the M365 account
2. Disciplinary Action: Employees and students who misuse their accounts may face disciplinary actions, including reprimands, suspension, or expulsion, depending on the severity of the violation
3. Legal Consequences: Severe violations, such as data breaches or illegal activities, may lead to legal action against the offender

Adhering to the DepEd policies on M365 account creation, management, and usage ensures a safe and productive environment for all users. By following these guidelines, users can maximize the benefits of the tools provided while maintaining the integrity and security of the educational system.

Reference:

DepEd Order No. 85, s. 2012: This order establishes the DepEd Email Service as an official means of communication for permanent employees and authorized personnel. It outlines the policy for the creation and management of DepEd email accounts