The Office of the Undersecretary for Administration (OUA) through the Information and Technology Service (ICTS) strongly recommends that all teachers and non-teaching personnel use the following platforms for video conferencing:
In addition, all are instructed to strictly follow these guidelines when creating, scheduling, distributing, and managing online meetings with personnel or learners:
a) use your official primary DepEd email (@deped.gov.ph) in accessing/ using Video Conferencing Apps;
b) consolidate official details of the participants (e.g., full name, email address);
c) create contact list of verified participants on the video conference apps;
d) create a scheduled meeting and strictly use the contact list created;
e) send the scheduled meeting to participants’ email address (this is automatically done by the video conferencing apps)
f) participants must only refer to the link sent to their email address;
g) do not share the meeting link or code in Social Media or other unofficial mode of communication;
h) host of the meeting should not accept anyone requesting to join the meeting who is not included in the contact list;
i) host may update the contact list or the list of participants by editing the scheduled meeting;
j) host should always record the meeting and review the attendees.
In case online meetings are infiltrated or compromised, the Host should do the following:
a) take screenshots or pictures of the incident;
b) secure a copy of the Recording;
c) save the Recording to your DepEd Google Drive if possible;
d) immediately inform the head of the department regarding the incident;
e) make a narrative report of the incident, addressed to the Information Technology Office;
f) coordinate with the ICT Coordinator in informing the Division Information Technology Officer (ITO) of the incident before submitting the narrative report for initial investigation and inquiry;
g) submit a copy of the incident to the Division Office.
For issues and concerns beyond the capability/scope of the IT Officers in your area, please contact ICT Service-User Support Division thru email email@example.com. For concerns on MS Teams/Google Meet, contact Mr. Genesis Fernando thru email at firstname.lastname@example.org; and for MS Teams/Workplace, contact Ms. Catherine Fuller thru Workplace Chat at her email email@example.com .
For immediate dissemination and appropriate action.
ALAIN DEL B. PASCUA