admin@makatiscience.edu.ph
MAKATI SCIENCE HIGH SCHOOL
Information Technology Core Group
EMAIL POLICY AND USAGE

The purpose of this policy is to ensure the proper use of Makati Science High School’s email system and make users aware of what Makati Science High School deems as acceptable and unacceptable use of its email system. The Information Technology Core Group reserves the right to amend this policy at its discretion with the recommendation of the Board of Advisers and approval of the School Principal. In case of amendments, users will be informed appropriately.

INTRODUCTION
The Makati Science High School recognizes that principles of academic freedom and shared governance, freedom of speech, and privacy of information hold important implications for electronic mail and electronic mail services.
PRIVILAGE TO EMAIL
Email is a privilege, not a right. The Information Technology Core Group reserves the right to warn or inform users about any violations, and discontinue the service of any user with prior notice.
LEGAL RISKS
Email is a communication tool and users are obliged to use this tool in a responsible, effective and lawful manner. Although by its nature email seems to be less formal than other written communication, the same laws apply. Therefore, it is important that users are aware of the legal risks of e-mail:

• If you send emails with any libelous, defamatory, offensive, racist or obscene remarks, you and the school can be held liable.
• If you forward emails with any libelous, defamatory, offensive, racist or obscene remarks, you and the school can be held liable.
• If you unlawfully forward confidential information, you and school can be held liable.
• If you unlawfully forward or copy messages without permission, you and the school can be held liable for copyright infringement.
• If you send an attachment that contains a virus, you and the school can be held liable.

By following the guidelines in this policy, the email user can minimize the legal risks involved in the use of e-mail.
LEGAL REQUIREMENTS
The following rules are required by law and are to be strictly adhered to:

• It is strictly prohibited to send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. If you receive an e-mail of this nature, you must promptly notify your supervisor.
• Do not forward a message without acquiring permission from the sender first.
• Do not send unsolicited email messages.
• Do not forge or attempt to forge email messages.
• Do not send email messages using another person’s email account.
• Do not copy a message or attachment belonging to another user without permission of the originator.
• Do not disguise or attempt to disguise your identity when sending mail.

BEST PRACTICES
Makati Science High School considers email as an important means of communication. Therefore the school wishes users to adhere to the following guidelines:

• Sending emails:
o Signatures must include your name, job title/ position (also applicable to the students) and school name. A disclaimer will be added underneath your signature (see Disclaimer)
o Do not send unnecessary attachments. Compress attachments larger than 200K before sending them.
• Replying to emails:
o Emails should be answered as soon as possible.
• Maintenance:
o Delete any email messages that you do not need to have a copy of, and set your email client to automatically empty your ‘deleted items’ on closing.

PERSONAL USE
Although Makati Science High School’s email system is meant for official use, The school allows the reasonable use of email for personal use if certain guidelines are adhered to:

• Personal use of email should not interfere with work and academics.
• Personal emails must also adhere to the guidelines in this policy.
• Personal emails are kept in a separate folder, named ‘Private’.
• Avoid forwarding chain letters, junk mail, jokes and executables.
• All messages distributed via the school’s email system, even personal emails, are Makati Science High School’s property.

CONFIDENTIAL INFORMATION
Avoid sending confidential information by e-mail. If you do, you must secure the information by including it in a Microsoft Word or Excel file and protecting it with a password. Then provide the recipient with the password by means of other communication, for instance by telephone.
DISCLAIMER
The following disclaimer will be added to each outgoing email:

‘This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The school accepts no liability for any damage caused by any virus transmitted by this email.’

EMAIL ADDRESS USERNAME
The email address shall be given in a sub domain basis.

Students shall have their email address as username@student.makatiscience.edu.ph
Teachers and Administrators shall have their email address as username@makatiscience.edu.ph

The following organizations/ clubs shall have their email addresses as:
Faculty Club
faculty@makatiscience.edu.ph
Alumni Association
alumni@makatiscience.edu.ph
GPTA
gpta@makatiscience.edu.ph
The Makati Science Vision
vision@makatiscience.edu.ph
Ang Kadluan
kadluan@makatiscience.edu.ph
The IT Core Group
admin@makatiscience.edu.ph
webmaster@makatiscience.edu.ph
info@makatiscience.edu.ph
The Supreme Student Government
supremestudentgovernment@makatiscience.edu.ph

Other student organizations may have their email as username@orgs.makatiscience.edu.ph
ELIGIBILITY FOR AN EMAIL ACCOUNT
The aim of the Information Technology Core Group is to provide every student, teacher, administrator and organization an email account. However, due to financial constraints and conformity to the web hosting firm, we will first limit the accounts. The IT Core Group shall decide whether it will approve or deny any application. It is also advised that the registrant explain his/her purpose of application in the application form (SSG-ITCG Form 01 for school personnel, SSG-ITCG Form 02 for students or SSG-ITCG Form 03 for clubs/ organizations).
EMAIL FORWARDING
All students and teachers who prefer to have email forwarding instead of an email account shall fill up SSG-ITCG Form 04.

Example: Your personal email address is username@yahoo.com or username@hotmail.com, we will assign an email address (example username@makatiscience.edu.ph) for you which when a sender sends an email to that (makatiscience.edu.ph) forwards the email to your personal email account.

This helps us save disk space and monthly bandwidth.
EMAIL ACCOUNTS
All email accounts maintained on our email systems are property of Makati Science High School. Passwords should not be given to other people and should be changed regularly.
LIMITATIONS
All email accounts shall have a 2 MB space. All file attachments should be at a maximum of 200 KB.

DELETION OF EMAIL ACCOUNT
Since the email system is linked from the website system, the Information Technology Core Group requests every user to delete unnecessary messages and files. It is suggested that you immediately download all the file attachment and delete the message afterwards to avoid clogging of the system

Over quota email accounts will be suspended temporarily leaving all messages deleted. Users must again request for reactivation of the account.
VALIDITY OF EMAIL ACCOUNTS AND EXPIRATION
The validity of the email accounts varies. Email accounts of students shall be valid for one school year.

Teachers’ and Administrators’ email accounts shall be valid as long as they are official employee of the school. However, they are required to renew their accounts every two years for security purposes.

UPDATE OF POLICIES
The Makati Science High School through the Information Technology Core Group shall update this policy as the need may arise. In case of any update or revisions, the users shall be informed immediately.
QUESTIONS
If you have any questions or comments about this Email Policy, please contact ITCG. If you do not have any questions, the school presumes that you understand and are aware of the rules and guidelines in this Email Policy and will adhere to them.