Republic of the Philippines

Department of Education
Region VIII
Division of Samar
INFORMATION COMMUNICATION AND TECHNOLOGY UNIT
Catbalogan City

Division Memorandum
No. 206, s. 2016

POLICY GUIDELINES ON THE PROPER USE OF COMPUTER AND NETWORK FACILITIES IN ALL DEPED
ADMINISTRATIVE OFFICES AND PUBLIC SCHOOLS IN THE DIVISION OF SAMAR

To: Chiefs of Functional Divisions

Division Section Chiefs
School Heads
School ICT Coordinators
Public Elementary and Secondary Schools
All Other Concerned

1. DepEd Samar Division has been involved in various programs and projects aimed at modernizing its
operations and improving the teaching and learning process in the schools. Among these are the DepEd
Computerization Program (DCP), which facilitates the deployment of computer laboratories to public
elementary and secondary schools, the DepEd Internet Connectivity Project (DICP), which provides
secondary and elementary central schools internet connectivity, and development systems, which are
used for instructions and administrative functions.

2. With these developments, increase in computer and network/internet activities leading to different
concerns is expected due to lack of guidelines. To ensure effective and efficient use of computer and
network facilities, the Information Communications and Technology Unit (ICTU) has formulated the
guidelines on the proper use of computer and network facilities in all DepEd Samar Division
administrative offices and public schools. (Please see Enclosure No. 1.)

3. Moreover, the Computer Usage Code-of-Conduct Contract must be filled out and signed by all
concerned personnel and students before using said facilities. (Please see Enclosure No. 2)

4. Immediate dissemination and strict compliance with this Division Memorandum is directed.

GORGONIO G. DIAZ, JR., Ph. D., CESO VI

Schools Division Superintendent

Enclosures.: As stated
References:
DepEd Order: (Nos. 46, s. 2011; 78 and 95, s. 2010; 105, s. 2009)
Allotment: 1-2 (D.O. 50-97)
To be indicated in the Perpetual Index under the following subjects:
INFORMATION TECHNOLOGY GUIDELINES SCHOOLS
(Enclosure No. 1 to Division Memorandum No. 206, s. 2016)

POLICY GUIDELINES ON THE PROPER USE OF COMPUTER

AND NETWORK FACILITIES

Section 1. Purpose

1.1 The Department of Education (DepEd) Division of Samar shall provide to its officials, teaching
and non-teaching personnel, staff and students with facilities such as computers, internet
connectivity, information systems resources and associated services to support its goals of
achieving quality basic education equitably accessible to all and of laying the foundation for life-
long learning, and service for the common good through its various modernization programs
and projects.

1.2 The DepEd Samar encourages the use of said facilities to ensure a more efficient and effective
performance of any administrative offices and public schools through valuable sources of on-line
information.

1.3 All DepEd Samar constituents must remember that electronic media and services provided are
property of government under DepEd Samar, and that their purpose is to facilitate and support
its mandate. Thus, they shall be responsible to use these resources in a professional, ethical, and
lawful manner.

1.4 These guidelines have been formulated to ensure responsibility and accountability on the use of
ICT facilities. These are designed to convey the DepEd Samar’s philosophy and set forth general
principles when using electronic media and services.

Section 2. Access, Utilization and Maintenance to Computer Laboratory/e-Classroom, I.T. Equipment and
Internet (DepEd Computerization Program and DepEd Internet Connectivity Project)

2.1 Computer and Internet access are provided to teachers, personnel and students for the purpose
of study, research and other services and/or activities relative to work for the realization of
DepEd’s mission and vision.

2.2 Proper orientation of the students, parents and teachers on the proper use of the computer
laboratory/e-classroom shall be conducted. All students from different levels shall be oriented
for the first year of implementation and once for the succeeding years for Grades 1,5,7 and 11.
Report of the orientation shall be uploaded to Samar Division ICT Community Facebook Group
by the school ICT coordinator for monitoring and evaluation purposes.

2.3 The topics of the orientation shall focus on the items of this memorandum and of the following
topics enumerated below:

a. Educators - help the students with cyber-ethics/cyber-safety lesson plans

• Cyberwellness Program

• Cyberwellness Framework

• Cyberwellness Challenges

• Tips on Teaching

• Types of Cybercrirne
 • Software Piracy and the Law

• Share Resources

• Sample Lesson Plans

b. Parents - get tips on guiding the children on responsible Internet use

• Information for Parents

• Be Cyber-Savvy

• Types of Cybercrime

• Software Piracy and the Law

• Protecting your Computer

• Software Shopping Tips

• Questions to Consider

C. Students - have fun on the web while learning to surf safely and responsibly

• The Risks of Piracy

• Don't Get Duped

• Don't Get Burned

• Keep It Legal

• Protect Your Personal Space

• The Copyright Stuff

• B4USurf, Know the Risks

• Guide to Online Safety

• Cyber-Ethics Code

2.4 Laboratory Rules in accordance with this Division Memorandum but not limited to (Enclosure
No. 3) shall be posted inside the laboratory visible to all users, most especially to students.

2.5 A utilization schedule of the computer laboratory/e-classroom shall be created to be agreed

upon by all teachers in accordance with their teachers’ program pursuant to the ICT integration
mandate accorded in DepEd Order No. 42, s. 2016.

2.6 After all requirements have been complied and rules have been set, all users shall sign the DCP
and DICP Utilization Contract so as to be permitted to use the computing facility for the first
time.

2.7 A logbook shall be used to record the utilization of the laboratory whether for instructions or
administrative tasks for the succeeding visits. Concerned personnel, subject teacher or class
adviser shall affix his/her signature parallel to the date and purpose of their utilization thereto.

2.8 In the logbook, the format below shall be observed:

Time Instructions Admin.

No. Name Purpose Signature
In Out Please Check

1.
 2.9 For internet usage, all sites visited and revisited by all users shall be recorded for monitoring
purposes.

2.10 It shall not be used as venue in posting for internet message board, chat, web blog, listserv or
other internet communication facility except in the conduct of official business or furtherance of
the DepEd Mission and Vision.

2.11 It shall not be used as a facility to download, distribute and promote piracy or any form of
intellectual property theft.

2.12 It shall not be used as a facility to deliberately propagate and spread viruses, back-door program
codes, disable or overload any computer system, network or to circumvent any system intended
to protect the privacy or security of a user.

Section 3. Personal Files or Software, and Equipment and Peripherals

3.1 Personal files or software such documents, pictures, audio, video, etc. must not be placed,
copied and installed in the DepEd-owned computers. These files must be stored in external
storage devices such as optical disks, external hard disks, USB flash drives owned personally by
the user.

3.2 Officials, employees, students with DepEd ICT equipment and peripherals such as computers or
laptop, mouse, keyboard, storage devices labelled with official DepEd property stickers can avail
of technical assistance arid/or repair services provided by this Department.

3.3 Personal ICT equipment and peripherals such as computers, mouse, keyboard, storage devices,
among others may be used in the performance or enhancement of their duties at their own risk.
They shall also be properly recorded with the DepEd Security Office.

3.4 However, in the event that these personal ICT equipment and peripherals break down, the
owner cannot avail of any technical assistance and/or repair services from DepEd-hired ICT
maintenance crew, since these are not DepEd properties.

Section 4. Security and Virus Infection Prevention

4.1 DepEd employees and students shall assume full responsibility that goes with using their
computer, network and e-mail accounts.

4.2 At least, one (1) licensed anti-virus shall be installed in a network or if possible to all computers
to safeguard files, operating system and productivity application software from viruses and
malwares.

4.3 Install deep freezer to prevent unauthorized installation of non-work related software and
changing of computer configuration to maintain the original set up of the computer and
network.

4.4 Users should not disclose their passwords to unauthorized personnel to avoid tampering with
these facilities.

4.5 Copying, publishing, storing and transmitting of official data without authorization from the
Office of Planning Service shall be prohibited.

4.6 Computer users shall be instructed to update their anti-virus software daily to prevent data loss
and spread of infection to the network and other computers.

4.7 Computers and other storage devices which were used for fieldwork should be scanned first
before using to avoid possible computer virus infection, since majority of anti-virus software rely
 on an active internet connection. Technical assistance shall be provided by their respective ICT
units, ICT coordinators or computer maintenance crew.

Section 5. Software Installation and Issues

5.1 Only licensed and/or authorized open-source software shall be installed in DepEd-owned
computers.

5.2 Installation of pirated software in DepEd-owned computers shall be strictly prohibited.

5.3 Installation and/or downloading of unauthorized software shall be strictly forbidden.

5.4 An office which has application software requirements shall coordinate with its respective ICT
unit/ICT coordinators to make the necessary arrangements in procuring the license/s of the
required software.

5.5 For softwares which need to be updated periodically (e.g. anti-virus software), an office shall
seek the assistance of its respective ICT units, ICT coordinators or computer maintenance crew.

5.6 Watching TV programs, through "TV Tuners", DVD videos, and playing of games, which are not
for official use, shall be strictly prohibited.

Section 6. ICT Equipment Set-Up

6.1 An office with new ICT equipment, which requires installation and/or connectivity of its different
components, shall make arrangements with its respective ICT units, ICT coordinators or
computer maintenance crew for proper scheduling.

Section 7. Warranty Issues

7.1 Only an office with ICT equipment and peripherals considered 'out-of warranty' and enrolled in
the current ICT equipment and peripherals shall be diagnosed and repaired by its respective ICT
units, ICT coordinators or computer maintenance crew.

7.2 An office, with computers, printers and scanners that are still within the manufacturer’s
warranty period, can request only for diagnosis but not for repair of these facilities by its ICT
units, ICT coordinators or computer maintenance crew to avoid the cancellation of their
warranty.

Section 8. Sharing of ICT/ Computer Resources

8.1 Offices with limited ICT resources shall be required to establish Local Area Network (LAN) so that
ICT resources (file, print and internet) can be shared.

Section 9. The Role of the School Head

9.1 The school head shall be the person responsible to designate a functional and competent school
ICT coordinator to oversee the proper utilization and maintenance of the computer
laboratory/e-classroom following the mandate contained this memorandum and other relative
DepEd Orders and Memoranda. The school head shall create a committee with at least three (3)
members to conduct the school ranking in which the school head is the committee chair. In no
case, the school ranking result shall always be the basis to designate a school ICT coordinator
signed by the members and approved by the committee chair.
 9.2 Below is the set of criteria and format that shall be used in choosing a school ICT coordinator:

Functionally Computer Work W/ Pocket Wi-fi or

Literate Total
Name Attitude/Ethics Available internet at Rank
Hardware Software & (10)
Servicing (3) Internet Prof. (3)
(2) home (2)
1.
2.
3.

Prepared by: ____________________ ____________________

Member Member

Approved: ____________________ Noted: _______________________

Committee Chair Division I.T. Officer

9.3 After the school ranking for school ICT coordinator, the rank form together with the pertinent
documents used in the ranking process shall be submitted to the Office of the Division I.T.
Officer for verification and record that in turn shall be issued with a Special Order signed by the
Superintendent as recommended by the I.T. Officer.

9.4 Once the school ICT coordinator has been issued with the Special Order for his designation, the
school head shall prevent form easily changing or removing the current ICT coordinator
designate with another teacher in the school unless proper and valid justification is executed
addressed to the Schools Division Superintendent thru the Division IT Officer and copy furnished
to the Public Schools District Supervisor (PSDS) assigned in that respective district. It shall be
understood that trainings conducted to school ICT coordinators shall not be repeated annually,
instead advance their skills and competencies from year to year.

9.5 In accomplishing online reports, the school head shall provide the internet device, secure
payment and receipt of payment for proper auditing and accounting rules and regulations apply.

9.6 Monitor and evaluate the utilization of computers on ICT Integration across all learning areas.
Interactive learning materials developed and utilized shall also observe and promote gender
sensitivity.

9.7 Liquidate DICP fund if possible before the end of the existing contract to continuously subscribe
to the current Internet Service Provider and to facilitate fast release of the next DICP fund.

9.8 Security counterpart for the computer laboratory shall also be the concern of the school head.

9.9 In case of theft, the school head shall report immediately to proper authorities for proper
disposition.

Section 10. The Role of School ICT coordinator

10.1 The school ICT coordinator shall provide technical assistance to colleagues in the school and
even to the district as required and possible on ICT integration, sustainability measure and other
ICT related concerns.

10.2 Quarterly reporting of DCP and DICP status and all other required online report shall be the
responsibility of the school ICT coordinator.
 10.3 On the accomplishing of LIS, it is the responsibility of the teacher adviser to encode the data in
the system. However, the ICT coordinator shall extend technical assistance to teacher advisers
having difficulty in the utilization of the system.

10.4 School ICT coordinator shall maintain the computer laboratory/e-classroom. In the event that
replacement of parts is needed make sure that the DCP package is more than 3 years in the
school or already out of the warranty period. The budget for the repair and maintenance of the
computers shall be charged against school MOOE subject to usual accounting and auditing rules
and regulations.

10.5 Monitor the utilization of computers and other equipment in the computer lab/ e- classroom
and shall limit or restrict any usage if found abusive and accessing offensive and subversive
contents.

a. Unofficial content includes, but limited to:

 Distribution or downloading of non work related files, installation of irrelevant

application software, run a business or take part in any prohibited or illegal
activity and all other activities conducted solely for personal gain.

b. Abusive content includes but not limited to:

 Insulting or coarse language, improper use the computing resources, excessive

downloading of irrelevant files, unauthorized installation of software, games,
online –gambling and conduct of political campaign using the DCP and DICP.

c. Offensive content includes, but limited to:

 Pornography, sexual comments, images, profanity, racial slurs, gender specific

comments, or any content that call reasonably offend someone on the basis of
sex, race, color, religion, national origin, age, sexual, orientation, gender
identity, mental or physical disability.

d. Subversive content includes, but not limited to:

 Lending aid, comfort and moral support to individuals, groups or organizations

that advocate the overthrow incumbent governments by force and violence on
the basis of treason, sedition, sabotage, espionage or acts of terrorism.

10.6 Report any occurrence of the preceding item, improper utilization or any untoward
circumstances of the computing resources that impede the productivity of the computer
laboratory/e-classroom to teaching and learning and relative administrative functions. The ICT
coordinator shall put into record using the logbook and report to the school head or even
directly to the office of the Division I.T. Officer by visiting Samar Division ICT Community
Facebook account and accomplish the online DCP and DICP Query and T.A. form.

10.7 Regularly visit Samar Division ICT Community Facebook Group for Updates, participate in
relevant ICT fora and/or share “Best Practices” on DCP and DICP utilization observed in each
respective school.

Section 11. Sanctions

11.1 Violation of the Laboratory Rules and significant provisions of this Policy Guidelines may be a
ground for disciplinary action in accordance with the existing policies of the Department of
Education and the Revised Rules on Administrative Cases in the Civil Service.
(Enclosure No. 2 to Division Memorandum No. 206, s. 2016)

Name: ___________________________________________________________
School/Station:____________________________________________________
Class/Section:_____________________________________________________

DCP and DICP CODE-OF-CONDUCT CONTRACT

I shall:

• Talk with my teacher and parents to learn the rules for using the computer, internet and other ICT equipment.
• Use DepEd's ICT facilities in a responsible and ethical manner.
• Never give out information about my username/account name and password to avoid the unauthorized use of
DepEd's facilities.
• Never use DepEd's ICT facilities for unofficial purposes.
• Never use or copy files that are not authorized by the owner.
• Never install or copy personal files onto DepEd's computer equipment without the knowledge of the teacher.
• Never install or download any pirated or unauthorized software.
• Ask for the guidance of the teacher for doubtful activities which will need the use of the computer.
• Always tell my parents immediately if I see or receive anything on the Internet that makes me feel
uncomfortable or threatened, including e-mail messages, Web sites, or even anything in the regular mail from
my Internet friends.
• Never agree to meet anyone in person that I have met online, without my teacher and/or parent's permission.
• Never send pictures of myself, other family members or friends to other people through the Internet or
regular mail without first checking with my teacher and/or parents.
• Not do anything online that could hurt or anger other people or that is against the law,
• Never download, install, or copy anything from disks or the Internet without proper permission.
• Never do anything on the Internet that costs money without first asking permission from my teacher and/or
parents.

_______________________________
Signature over Printer Name

__________
Date
(Enclosure No. 3 to Division Memorandum No. 206, s. 2016)

Sample of a Computer Laboratory Rule