The Philippine Christian University – Information and Communications Technology Center (PCU-ICTC) strives to provide excellence in the delivery of digital services, agile and innovative in process-driven academic and administrative services consistent with our goal for cost-effectiveness, cost-efficiency and operational efficiency.

We at ICTC, are committed to continuously improving our services, paralleled with the University’s mantra of Faith, Character and Service that proudly adheres to ISO requirements for excellence essential to meet or exceed our University stakeholders’ expectations.

We at ICTC, are directed towards our goal for a Digital, Borderless and Multiversity, ICTC as the flagship unit of the University for digital operations and services enhancing teaching and learning to its finest, locally and globally.

Policy ICT-011: Student ID Card Policy (preceding Policy IT-011)

Purpose and Objectives:

This policy sets out the obligations of officially enrolled students of Philippine ChristianUniversity in the Tertiary level whether in the on-campus and off-campus programs. The student Identification Card (ID) is a multi-use card that provides many functions and usage, from admission, identification, security and other ICT-related services in the University officially processed and produced by the Information and Communications Technology Center (formerly Information Technology Department)-ID Production Division.

Policy Scope/Coverage:

This policy covers all Tertiary level students enrolled at the Philippine Christian University in all campuses (Manila, Dasmariñas and Mary Johnston College of Nursing (MJCN) Campuses including its distance education, extension classes and TNE/TNEEP offered programs and courses), on-campus and off-campus sites.
Policy Statement: The University will issue an ID Card, containing a photographic image with embedded technology (i.e. QR Code, contactless/RFID etc.) to all its enrolled students at the commencement of their program. The ID Card must be produced on request and remains the property of Philippine Christian University.

Policy ICT-012: Student ID Card Procedures (preceding Policy IT-012)

Purpose and Objectives:

These procedures apply to the issue and management of Student Identification Cards of Tertiary level students implementing thereafter, the policies of the University Student Manual of the Office of Student Affairs, Article 3: Section 7, 7.1 7.8: Student Identification Card and enact Policy ICT-011: Student ID Card Policy of the Information and Communications Technology Center (formerly Information Technology Department).

Procedures Scope/Coverage: These procedures apply to all Tertiary level students at the Philippine Christian University.

Procedural Guidelines: The following are the listed guidelines for the general administration of the student identification cards:

1. ID cards are mandatory for all students including those studying through online/distance education, extension classes and TNE/TNEEP offered programs and courses), on-campus and off-campus sites.
2. ID cards will only be produced for students who are enrolled in courses in their initial enrolment, validated by the Office of Student Affairs (for the College Level) every semester, trimester (for the Graduate School/TNEEP) or the summer term upon re-enrollment, thereafter, student identification cards shall be valid for a maximum of five (5) years for the Bachelor’s, Master’s and Doctoral degrees and three (3) years for the Associate programs. No validation for the succeeding semester or trimester means the student is not officially enrolled in their succeeding semester or trimester term.
3. It is the student’s responsibility to provide, at their initial enrolment, full and complete information for the production of their ID card (via Google Forms, controlled document per ISO 9001:2015). “No Registration Card, No ID Policy” shall apply in the initial enrollment.
4. On-campus enrolled students are expected to attend the campus in person to have their ID card produced at the ICTCID Production Division. Students should wear the prescribed University uniform (Associate and Bachelor’s), professional attire (for the Master’s and Doctoral degrees).
5. ID cards will only be produced on the current initial semester or trimester enrollment only, it is the obligation of the student to apply for their official student identification card stated within this period, whether in the on-campus or off-campus sites, where applicable. Site Coordinators are enjoined to facilitate this vital requirement.
6. Per policy of the Office of Student Affairs and the Information and Communications Technology Center, students with artificial hair colors (male and female students) and earrings (for male students) will not be allowed to have their photos taken during the ID production. This policy may be relaxed depending on the health declaration policies of the IATF as approved by the OVPICT.
7. Students are required to activate their official @pcu.edu.ph accounts. “No @pcu.edu.ph Account, No ID Policy” shall apply in the initial enrollment.

Online/Distance Education, Extension Classes, TNE/TNEEP Students (off-campus sites):

1. Off-campus enrolled students in the online/distance education (blended learning), extension classes and TNE offered programs and courses (i.e. is not enrolled in any on-campus courses and is enrolled in at least one. course in an off-campus site), may obtain an ID card remotely, without having to personally attend the campus. Off-campus enrolled students or their designate Coordinator (in close coordination with the College or Unit the students are enrolled) may opt to attend the campus in person to have their ID card/s produced at the ICTC -ID Production Division.
2. Students seeking to obtain an ID card remotely must complete the ID Application for College and Graduate School Form (controlled document, per ISO 9001:2015):

                          a.) may be sent in print with complete information including the extension class name, course, secondary/personal email (for activation of @pcu.edu.ph account), specimen signature (black ink) and with professional/studio-type picture (half-body shot);
                           b.) may be sent directly thru email at idproduction.ictcmanila@pcu.edu.ph with complete information including the extension class name, course,                                               secondary/personal email (for activation of @pcu.edu.ph account), specimen signature (black ink), professional/studio-type picture (half-body shot) as the required attachments.

The ID Application Form may be obtained from the Academic Unit you are enrolled, the Information and Communications Technology Center and will be available as a downloadable form in the University websites.

Cardholder Responsibility:

The student is responsible for:
a.) Promptly notifying the University of any change in personal details (for example, residential or postal address, name change, etc.) to maintain the currency of identification and contact details;

b.) Paying for a replacement card if the original card was produced based on incorrect enrolment information provided by the student (for example, incorrect graduation semester resulting in the ID card expiring prior to degree requirements being met);

c.) Applying for a replacement ID card to reflect their true enrolment status if they change their course or majors; and

d.) Returning the ID card to the University should their enrolment be cancelled.
The identification card must be produced on request and remains the property of Philippine Christian University. Any attempt to fraudulently obtain or use an identification card will be dealt with under the University policy and/or referred to law enforcement agencies.

Application Process for Obtaining Replacement Cards:

Students requiring a replacement ID card because the original card has been lost, stolen or destroyed, can apply for a replacement card by completing and submitting the Request for Replacement ID Card form.

There is a fee for the replacement of the ID card if:

• the ID card is lost or destroyed;
• if a new card is required to correct inaccurate enrolment information; or
• if a new image is requested (see the Request for Replacement ID Card form for details).

Replacement ID cards are issued free of charge only where replacement is necessary as a result of. University error, extension of program duration; change of program; legal change of name; or loss of ID card due to theft.

Students requesting a replacement ID card due to change of name (for example, because of marriage, affidavit of name change or other legal name change) must submit certified documentary evidence of the change of name to the Office of Student Affairs. A replacement ID card will be issued free of charge upon verification of the name change.

POLICY STATEMENT:

Pursuant to the mandate of the University President and the PCU – Board of Trustees (PCU-BOT) with the Office of the Vice President for Information and Communications Technology as the implementing agency, the Information and Communications Technology Center (ICTC), formerly the Information Technology Department (ITD), which provides technology services to the PCU stakeholders in providing leadership, innovation and technical resources required to establish and support the University’s Information and Communications Technology (ICT) enterprise more particularly described below, to wit:

• Application Programming
• Networking and Communications
• Enterprise Resource Planning and Systems Administration
• Helpdesk, Desktop and Mobile Devices Support
• Educational Technology
• Cloud Computing Services
• University Website Management
• Motion Graphics and Vector Imaging
• Technology and Innovations in the Academic Curricula
• Instructional Media and the Virtual Learning Environments (VLEs)
• Identification Cards Management of Employees and Students

Technology services are provided in accordance with the provisions and procedures outlined in this memorandum.

A. PURPOSE:
To establish procedures for acquiring ICT services through the Information and Communications Technology Center for the faculty and staff of the University.

B. SCOPE AND APPLICABILITY:
This policy and procedures memorandum apply to all operational units of Philippine Christian University (Manila and MJCN Campus) that require support from the Information and Communications Technology Center.

C. REQUESTING TECHNOLOGY SERVICES:
GENERAL PROVISIONS:

Request for technology services will be initiated by the individual requesting the service or a department/unit designee. A request is made by requesting a new “problem ticket”, “access request” or “change order” via the online PCU Help Desk Support for the appropriate category.

All requests must have the written or online approval (may be sent to helpdesk.manila@pcu.edu.ph, handwritten approval with signature is accepted) of the requestor’s immediate supervisor, University President/VPA/VP/Dean/Director/Principal/Dept. Head/Coordinator, as the appropriate data manager (compliance to Data Privacy), where applicable before being completed by the ICTC personnel.

The ICTC personnel will not be permitted to provide digital services without an approved request authorizing the work unless directly authorized by the VPICT, where applicable and where appropriate. Once a request has completed the written or online approval process, it generally takes 36 hours to five (5) days to complete most requests (see Priority Service Level Requirements). Should a particular request require a longer period of time for completion, the contact person is usually notified.

2 DEFINITIONS:

3 RESPONSIBILITIES AND PROCEDURES:

a.) VPs/AVPs/Deans/Principals/Directors/Department Heads/Coordinators and their respective staff may request digital support for areas within their jurisdiction by (1) providing a concise but complete description of the requested service identifying (a) the affected; (b) the information needed; (c) the problem to be corrected; (d) the output description.
(attaching a sample report, if necessary) and by (2) requesting a realistic completion date. Requests are then to be routed electronically to the custodian of the system for approval.

b.) The custodian of the system or designated ICT personnel of the OVPICT/ICTC Director will approve or reject the request. If approved, the request will be routed to the appropriate ICTC Section/Division/Unit for processing. If the request is rejected, it will be closed and an email notification (thru @pcu.edu.ph) will be sent to the requestor. A request may be rejected for any number of reasons, for example, an incorrect form used, report already exists, request already in process, confidential data, information available through another means, etc.

c.) The Information and Communications Technology Center (ICTC) designated personnel who will serve as the ‘analyst’ will be notified electronically that a request is waiting. Once completed, the request will be marked “completed” and “closed” by the designated ICTC personnel. The requestor will be notified electronically that the request has been closed. The requestor should open the email from the PCU Help Desk Support indicating that the request has been closed and read it for any special instructions.

D. ACQUISITION OF COMPUTERS, DIGITAL DEVICES, DIGITAL PERIPHERALS, SOFTWARE AND DIGITAL SERVICES:

The Information and Communications Technology Center (ICTC) will review proposed purchases for computers, computer-related components, digital devices, digital peripherals, software and digital services to ensure that the acquisition will satisfy the need; to ensure completeness of the request; to ensure compatibility of hardware, where applicable; to ensure that provisions for legal software are being met; and to ensure in-house maintainability and support, where appropriate and where applicable.

E. TRAININGS:

Training in the use of computer systems, applications and University platforms shall be the standard operating procedure for incoming faculty and staff to be conducted by the Information and Communications Technology Center (ICTC) – Systems and Programming Department. It is essential that our University manpower is well-equipped with the University platforms, cloud productivity tools and other applications prior to their deployment in their respective areas. Our present pool of faculty and staff are also enjoined to undergo re-training to strengthen their capability for online teaching and learning and the effective delivery of digital/online services to students. Certifications will be issued by the ICTC and will be submitted to the HRDO and becomes part of the requirement in the hiring process.

On occasions, formal training for Departments and Colleges in the use of systems and platforms may be needed and will require making the request via the online PCU Help Desk Support system. When making such a request, the nature of the training must be stated, as well as the rationale for training the PCU personnel and possible available locations for conducting the training.

F. REQUESTING SERVICES:

a.) PCU Help Desk and Support

Faculty and staff members may be granted access to the University’s digital resources, if deemed appropriate for their positions or departments. To become a user of the University’s resources, a request must be made through the Office of the Vice President for Information and Communications Technology (Manila Campus) thru email. Please state the access rights and privileges you wish to obtain specifically aligned with your functions and responsibilities.

b.) Requesting and Updating End User Account Access

Request for access to systems, University platforms and applications are to be made on the appropriate access form, with the approval and endorsement of the employee’s immediate superior who shall act as the Data Manager of the system access being requested. Each system, platform or application and its specific functions, is overseen by the immediate superior whom will concurrently act as the Data Manager and is responsible for managing user access and security of specific function of these system, platform or application. Requests to update access are to be made on the appropriate access update form. The following systems, platforms applications are required for obtaining and updating access, where applicable and where appropriate:

1.) School Management System
2.) Bluebook (the official eLearning portal of Philippine Christian University)
3.) Google Workspace for Education
4.) Microsoft Office 365 for Education
5.) Zoom for Education
6.) https://elibrary.pcu.edu.ph
7.) https://resources.pcu.edu.ph
8.) Other systems, platforms and applications officially managed by ICTC

G. EVALUATION:

During each academic year, the Information and Communications Technology Center will assess the effectiveness of this policy and procedures via a survey.

H. INQUIRIES:

Any inquiries or questions relative to this policy and procedures memorandum should be directed to the Office of the Vice President for Information and Communications Technology.

For strict compliance. Please be guided accordingly.

In accordance with the University’s Technology Services Policy and Procedures (Policy ICT-015), once a request for technology services has completed the online approval process, it generally takes about thirty-six (36) hours to five (5) working days to complete most requests. Working days is defined as Monday to Friday, 8:00 am – 5:00 pm. Request for virtual classes (Zoom for Education, MS Teams, Voov etc.) therefore that falls on a Saturday or Sunday should be requested at least before Friday (morning) of the week to better manage our online Teaching and Learning.

Requests generally adhere to this timeline unless otherwise indicated or circumstance dictates that a Priority Service Level is required. This is indicated by the following parameters on the help desk system request:

• Priority
• Need by Date
• Urgency

Should a request require a longer period of time for completion, the contact person is usually notified.

Please be guided accordingly.

POLICY ICT-017: UNIVERSITY DATA MANAGEMENT POLICY 

POLICY STATEMENT:  All Academic Units, Administrative Units and members of the PCU Community must access and utilize University data in ways that safeguard the data and protect the institution.

Academic Units, Administrative Units and members of the PCU Community must ensure:

1. Compliance with regulatory and statutory requirements of government agencies (National Privacy Commission (NPC), NBI, DOJ, DICT etc.) in-charge of digital data as well as third-party and other contractual data obligations.
2. Data is used for the purposes for which it is collected with emphasis on sensitive data or data subjects and any restrictions for its use are observed as outlined in RA 10173 or the Data Privacy Act of 2012.
3. Data is collected, stored, and disposed of in ways appropriate to the risk and impact of unintended disclosure as outlined in ISO 9001:2015 on risk management.

For research data, the principal proponent is accountable for all decisions regarding their research data.  With reference to the guidelines set by the National Privacy Commission (NPC), personal information does not apply for journalistic, artistic, literary or research purposes.

For decisions regarding institutional data, such as access, classification and appropriate use, members of the PCU community must consult the designated Data Manager or the Data Privacy Office (DPO) that has accountability for the data. These roles and accountabilities are defined and outlined in the University Data Governance Framework to be published, thereafter, in sequence of this memorandum.

PURPOSE AND OBJECTIVES:   Philippine Christian University is responsible for ensuring the availability, confidentiality and integrity of all information to which it is entrusted.  University data, whether managed and residing on University Information and Communications Technology resources, stored on personal devices, managed by a third party or a business partner, or outsourced to a service provider, is an important asset that must be governed, protected and appropriately safeguarded.

Improper use of the University’s data may result in harm to the University, its faculty, staff, students and alumni.  This harm could impact the university’s mission of teaching and learning, research and service delivery.  It exposes the University to criminal, financial and reputational risks.  Members of the PCU Community have the responsibility to appropriately use, maintain and safeguard University data.

This policy will provide a framework to safeguard and protect the University’s data while providing flexibility to support the broad range of academic, research and administrative activities.

GUIDING PRINCIPLES:  This policy is guided by the principles and values outlined in the Philippine Christian University mission statement, vision statement, ICTC vision statement, ICTC mission statement, ICTC core values and thrust, University quality policy among the Academic and Administrative Units and by the principles outlined in the University’s ICTC enterprise architecture.   It was also developed in the context of the following data management principles:

• Protecting the University’s data is a responsibility shared by all members of the PCU community.  Data protection begins with the person or office creating the data and is the continuing responsibility of all who subsequently access and use it.
• University data is critical to the University’s academic, research and administrative activities. In order to reduce the damaging impact of data loss on business continuity, academic activities and research programs, University data must be appropriately safeguarded.
• The requirement to safeguard University data must be balanced with the need to access and use data in support of the pursuit of legitimate academic, research and administrative activities.
• Reference and particulars on Data Privacy may be viewed on the official website of the University or the National Privacy Commission.
• The University uses a risk-based approach as outlined in the guiding procedures and tenets of ISO 9001:2015 following the best practices in data management, to select appropriate access controls to minimize risk to an acceptable level and to design security and privacy into its data infrastructure.

DEFINITION OF TERMS:

• University data – Data that is created, collected and stored (either electronically or in hard copy) by Departments/Colleges/Units and members of the PCU community, in support of academic, research and administrative activities. University data may include the following (these are not mutually exclusive):

• Data subject – An individual whose personal information is processed.
• Institutional data – Data that is created, collected and stored by all units and members of the PCU community, in support of academic and administrative activities. Administrative data about teaching, learning, research and scholarly activity, such as grades, attendance, research grants held and publications generated, is considered institutional data.
• Research data – Data that is created by or derived from research, scholarly and artistic activities.
• Personal data – Data that contains personal information about an identifiable individual, if compromised or used inappropriately, this would have implications to the privacy of an individual.
• Personal information – Any information whether recorded in a material form or not, from which the identity of the individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual.
• Sensitive data – Data that is identified as classified information that must be protected and is inaccessible to outside parties unless specifically granted permission. The data can be in physical or electronic form, but either way, sensitive data is regarded as private information or data.
• Third-party data – Data that is created or owned by a third party and is being used in support of academic, research and administrative activities. This data if compromised or used inappropriately would have implications for the third party. This includes data such as licensed software or software components and copyrighted material.

• Derived data – Data that is changed from the original data using a mechanism such as an arithmetic formula, composition or aggregation.
• Data management – Encompasses activities that relate to the creation, collection, storage, maintenance, cataloguing, use, dissemination and disposal of University data.
• Data Manager – An individual who develops and governs data-oriented systems designed to meet the needs of the University in his or her specific designation, function, role and responsibilities or otherwise stated, an individual designated to do research for the advancement of the University.

• National Privacy Commission (NPC) – An independent body created under Republic Act No. 10173 or the Data Privacy Act of 2012, mandated to administer and implement the provisions of the Act, and to monitor and ensure compliance of the country with international standards set for data protection.
• PCU community – All PCU students, employees, faculty, post-doctoral fellows, alumni, agents, contractors, authorized guests, persons or organizations acting for or on behalf of the University.

DEFINITION OF TERMS (continued):

• Republic Act No. 10173 or the Data Privacy Act of 2012 – A law that seeks to protect all forms of information, be it private, personal, or sensitive. It is meant to cover both natural and juridical persons involved in the processing of personal information.
• University owned – Assets purchased by University funds including research grants administered by the University or acquired by the University through some contractual agreement.
• ICT/IT services – Technology-based services managed or hosted by a PCU community member, the University or vendors/contractors.
• ICT/IT infrastructure – ICT/IT assets including, but not limited to, servers, databases, data, software, end-point devices, the University network, Internet connections, central authentication, telephone systems and data centers, whether provided directly or indirectly by the Information and Communications Technology Center (ICTC) or classified as a contracted service.
• ICT/IT outsourcing – The use of external service providers to deliver ICT/IT-enabled business process, application service and infrastructure solutions. Outsourcing can include, but is not limited to, utility services, Software as a Service (SaaS) and cloud-enabled outsourcing.

POLICY SCOPE:  This policy is applicable to all PCU community members and all Philippine Christian University Academic and Administrative units, ancillary units and any affiliated organizations (collectively referred to as “units”) that create, modify or make use of University data.

It covers all University data regardless of where it is stored (on-campus or off-campus sites), where it is being accessed from (on-campus or off- campus sites) and whether the data is in raw form, derived, summarized or aggregated.

The policy has been developed in the context of, and is designed to complement the following:

• Existing University policies and regulations, the provisions of which is identified in the University Manual, particularly those governing use of University property and services; computer use; Information Technology or Information and Communications Technology security and control; privacy; risk management; records management; responsible conduct of research; disciplinary procedures; copyright and intellectual property.
• Legislation and statutory laws that are mandated by the National government or Local Government;
• Legal contracts and agreements with external sponsors, granting agencies, and others;
• Collective agreements.

For decisions regarding institutional data, such as access, classification and appropriate use, members of the PCU community must consult the Data Manager that has accountability for the data. These roles and accountabilities are defined in the University Data Governance Framework.

ROLES AND RESPONSIBILITIES:  Data Managers within the University have specific data management accountabilities and responsibilities as outlined in the University Data Governance Framework.

1. Information and Communications Technology Center (ICTC):

The University’s Information and Communications Technology Center (ICTC) is responsible for maintaining the availability and security of the University’s data infrastructure ensuring that authorized users have access to the data they require for academic, research and administrative activities.

ICTC is responsible for implementing security and access measures that mitigate the risk of unintended disclosure of electronic data.  This includes, but is not limited to, continually improving end-user awareness of proper data management; maintaining physical security of data infrastructure; implementing appropriate data access; and providing data cataloging technologies to users.

1. Departments/Colleges/Units:

Academic, administrative and ancillary units are responsible for ensuring they access and use University data (both electronic and hard copy) in a manner that minimizes risk to the University.

The best way to minimize risk to electronic University data is to use the university-approved ICT infrastructure (including data centers and end-point devices) and services for all University activities to the greatest extent practicable. 

1. PCU Community Members:

Individual members are responsible for ensuring they access and use University data (both electronic and hard copy) in a manner that minimizes risk to the University. They must understand that data management is a shared responsibility across the PCU community and they must abide by data management procedures and practices.  These responsibilities include:

• Using data only for authorized and intended purposes.
• Understanding the data and guarding against misinformed or incorrect interpretations.  For any questions regarding the data, they should contact the Data Manager in their respective Cluster or functional unit or the Data Privacy Office (DPO) with data management accountability for that data. 
• Respecting the privacy of the data and the individuals that it represents.  This includes not disclosing personal information, nor accessing or manipulating such data for personal gain or interest.
• Ensuring that they do not knowingly falsify data nor inappropriately delete or reproduce data.

NON-COMPLIANCE TO POLICY ICT-017:   If there is reason to suspect that laws or University policies have been, or are being violated, or that continued access poses a threat to the University’s data, data infrastructure, PCU community members or the reputation of the University, access to the University’s data and data infrastructure may be restricted or withdrawn.

Following due process, the University may take action against anyone whose activities are in violation of the law or of this policy.  The actions taken may include, but are not limited to:

• Revocation of access to the University’s data, ICT/IT services, ICT/IT infrastructure or parts of it.  This will be explained further in the Acceptable Use Policy and other ICT Policies, to be promulgated by the University and ICTC, in sequence of this Memorandum.
• Disciplinary action for students following the University Student Manual administered by the Student Services Office – Office of Student Affairs, as approved by the University President and the PCU – Board of Trustees.
• Disciplinary action for employees.

Ignorantia legis neminem excusat  [ Ignorance of the law excuses no one ].  

Please be guided accordingly.

Pursuant to the provisions of the ISO 9001:2015 ICTC Manual 2023 on Risk and Opportunity Management, the authority vested to the Office of the VP for ICT and Student Services by the University President and the PCU – Board of Trustees (PCU-BOT) for good governance and digital compliance, the Acceptable Use Policy (AUP) for all University Digital/Technology Resources is now officially in effect for university-wide implementation, to wit:

POLICY ICT-019: UNIVERSITY ACCEPTABLE USE POLICY (AUP)

Purpose

This Acceptable Use Policy (AUP) outlines the acceptable use of computer equipment, networks, University Digital platforms, and Internet resources owned or operated by Philippine Christian University (PCU). The purpose of this policy is to ensure the appropriate use of these resources and prevent any misuse that could result in security vulnerabilities, legal liability, or damage to the University’s reputation.

Scope

This policy applies to all PCU employees (whether full-time or part-time), PCU contractors, PCU vendors, PCU students, and other individuals who use the University’s computer equipment, networks, University digital platforms, and Internet resources, regardless of their location.

Acceptable Use

Philippine Christian University’s computer equipment, networks, University digital platforms, and Internet resources should be used primarily for work-related activities. However, some personal use is allowed as long as it does not interfere with an employee’s work responsibilities, a student’s teaching and learning engagement, violate any laws or regulations, or cause harm to the University.

Examples of Acceptable Use include:

• Conducting research related to an employee’s job responsibilities;
• Sending and receiving work-related emails;
• Accessing the Internet for work-related purposes;
• Using social media for work-related purposes, such as marketing or networking.

Unacceptable Use

The following activities are strictly prohibited and could result in disciplinary action, up to and including termination of employment, legal action, or criminal prosecution:

• Accessing or attempting to access unauthorized computer systems or networks;
• Using the University’s resources to engage in illegal activities or activities that violate the University’s policies or procedures with reference to the University Handbook, University Student Manual approved by the University President and the PCU – Board of Trustees (PCU-BOT) and all ICTC promulgated policies, procedures, and guidelines;
• Intentionally damaging, disrupting, or interfering with the University’s computer equipment, networks, or Internet resources;
• Using the University’s resources to transmit, distribute, or store copyrighted material without permission or in violation of copyright laws;
  Sending or posting harassing, threatening, defamatory, or obscene messages or materials;
• Using the University’s resources for personal gain, such as running a personal business or engaging in outside employment with no authorization or consent from the University;
• Installing or using unauthorized software or hardware on the University’s computer equipment, networks, University platforms or Internet resources;
• Using the University’s resources to participate in political activities or to express personal political views.

The University recognizes that email is a vital communication tool for its employees. As such, this policy outlines the University’s approach to email use by employees (whether FULL-TIME OR PART- TIME) to ensure that it is used effectively and responsibly. Pursuant to the provisions of the ISO 9001:2015 ICTC Manual 2023 on Risk and Opportunity Management, the authority vested to the Office of the Vice President for ICT and Student Services by the University President and the PCU-Board of Trustees (PCU- BOT) for good governance and digital compliance with reference to the University Acceptable Use Policy (Policy ICT-019), the University Email (@pcu.edu.ph) Policy for Employees (UEPE) is now officially in full effect for university-wide implementation, to wit:

POLICY ICT-020: UNIVERSITY EMAIL POLICY FOR EMPLOYEES (UEPE)

Scope:
This policy applies to all University employees who use email for work-related communication.

Policy:

1. Authorized Use:
   Email (@pcu.edu.ph) may only be used for work-related communication. Personal use of University email is prohibited, except in cases where it is incidental and does not interfere with work-related tasks. YOUR EMAIL ADDRESS (@pcu.edu.ph) IS YOUR OFFICIAL REPRESENTATION OF THE UNIVERSITY, USE OF PERSONAL EMAIL, THEREFORE, SHOULD NOT BE USED AND IS STRICTLY PROHIBITED TO REPRESENT OR TRANSACT IN BEHALF OF THE UNIVERSITY.
2. Security:
   All employees are responsible for ensuring the security of their (@pcu.edu.ph) email accounts. This includes protecting their passwords and ensuring that their accounts are not used by unauthorized persons.
3. Confidentiality:
   Employees must maintain the confidentiality of sensitive information contained in emails (@pcu.edu.ph). Sensitive information includes, but is not limited to, personal information, financial information, and student records.
4. Professionalism:
   Emails (@pcu.edu.ph) must be professional in tone and content. Employees must use proper grammar, spelling, and punctuation, and avoid using slang or inappropriate language.
5. Compliance:
   All emails (@pcu.edu.ph) must comply with applicable laws, regulations, and University policies. This includes, but is not limited to, the University’s Code of Conduct, Intellectual Property Policy (Work in Progress), and the University Acceptable Use (UAUP) Policy/Policy ICT-019.
6. Monitoring:
   The University reserves the right (thru ICTC) to monitor all email (@pcu.edu.ph) traffic on its systems. Employees should have no expectation of privacy when using University email (@pcu.edu.ph).
7. Retention:
   All emails (@pcu.edu.ph) that contain official University records must be retained in accordance with the University’s record retention policies. Employees must not delete emails that are required for legal or business purposes. Upon resignation or retirement, and end of contract, the employee will be required to download their files within two (2) months before their email accounts will be officially archived.
8. Use of Distribution Lists:
   Distribution lists may only be used for work-related communication. Employees must obtain approval from the appropriate authority before using a distribution list.
9. Google Cloud Storage:
   PCU mail (@pcu.edu.ph which uses Gmail), Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, and other Google Workspace for Education apps will be affected as the previously unlimited storage will no longer be available to the academic community with reference to the standards set by Google Workspace for Education and managed accordingly by ICTC. For PCU employees, Google Drive storage is set to 100GB, university-wide. Unlimited storage however, is available for administrators, faculty or staff who are engaging with more than what is expected based on their teaching and learning demand for cloud storage and the nature of their digital roles and responsibilities.

   A University Cloud Storage Policy will be separately issued by ICTC with reference to this memorandum/circular including guidelines for its use and FAQS (Frequently Asked Questions)

10. Email Signatures:
    Employees must use the standard email signature (@pcu.edu.ph) provided by the University. The email signature (@pcu.edu.ph) must include the employee’s complete name, title/position, department/unit, official logo (if any) and contact information. Employees are required to include the following DISCLAIMER AND CONFIDENTIALITY NOTICE in their @pcu.edu.ph email account:
    
    DISCLAIMER AND CONFIDENTIALITY NOTICE
    The information contained in this email (managed by @pcu.edu.ph), including those in its attachments, is confidential and intended only for the person(s) or entity(ies) to which it is addressed. If you are not the intended recipient, you must not read, copy, store, disclose, distribute this message, or act in reliance upon the information contained in it. Any unauthorized dissemination, copying, use or disclosure of information contained herein is STRICTLY PROHIBITED and ILLEGAL.
11. Use of PCU email (@pcu.edu.ph) with reference to duties and obligations to the University.
    Employees are required to open their email (@pcu.edu.ph) at least once a day, and are enjoined to open their email (@pcu.edu.ph) at the optimum based on their roles, duties, obligations and responsibilities to the University.

The University recognizes that social media is an effective instrument for students to study and share their thoughts while providing a fresh method of interacting with peers and the pool of university faculty. Establishing connections via social apps enables staff and students to communicate, collaborate, establish good relations and a sense of belonging in the aspects
of university life.

1. Branding and visibility: We use social media platforms to build their brand and increase visibility.
   We create official pages and profiles on popular platforms like Facebook, Twitter (now X) and Instagram and, where we share news, events, achievements, and engage with our audience.
2. Recruitment and admissions: Social Media play a crucial role in our university’s recruitment and admissions processes. We use platforms like Facebook and YouTube to showcase campus facilities, student life, and academic programs to attract prospective students. The University Admissions Office also uses social media to communicate with applicants, answer questions, and share important information.
3. Student engagement: Social Media provides a platform for our University to engage with our students. We create groups, pages, and forums where students can connect, communicate, and collaborate. Social media is also used to promote student clubs, organizations, events, and initiatives.
4. Alumni networking: PCU actively use social media platforms to connect with our alumni network. We create alumni groups on Facebook, where former students can connect with each other, share professional opportunities, and stay updated on University news-and events.
5. Public relations and crisis management: Social Media has become an essential tool for universities like ours to handle public relations and crisis situations. We use platforms like Facebook and Twitter (now X) to respond to inquiries, address concerns, and release statements during emergencies or significant events.
6. Research. and knowledge sharing: Social media platforms offer a space where we can share research findings, academic articles, and thought leadership content. This helps disseminate knowledge and reach a wider audience outside the traditional academic community. Overall, social media has become an integral part of our University’s communication and marketing strategies, helping us reach, engage and connect with various stakeholders, including students, alumni, prospective students, faculty, staff and the wider community. 

As such, this policy outlines the University’s approach to the responsible use of social media to ensure that social media apps are used properly. Pursuant to the provisions of the ISO 9001:2015 ICTC Manual 2023 on Risk and Opportunity Management, the authority vested to the Office of the Vice President for ICT and Student Services by the University President and the PCU -Board of Trustees (PCU-BOT) for good governance and digital compliance with reference to the University Acceptable Use · Policy (Policy ICT-019), the University Social Media Policy (Policy ICT-021) is now officially in full effect for university-wide implementation, to wit:

PURPOSE

Philippine Christian University is a Christian institution that has fostered faith, character, and service since its foundation in 1946. Over the years, the university has adapted to numerous educational systems that align with the development of the services we offer to our clients. PCU engages in new technologies to constantly enhance communication with stakeholders. 

Social media is one of many tools that we use to connect with our stakeholders in the digital space. It is a powerful communication tool and has a significant impact on the institution’s reputation. Nowadays, we use technology and social media for most of the transactions, announcements, and inquiries at our university. As members of the PCU community, we have a responsibility to conduct ourselves properly and to be cautious when using social media and representing our Alma Mater.

The University understands the value of social media not just as a form of communication but also as a medium to express freedom of speech. It has been an avenue for many people to share their values,
knowledge, and opinions and collaborate with peers with the same interests. With the rapid change and impact of technology as part of our daily lives, we must take extra precautions as part of the university in the digital world.

Philippine Christian University reserves the right to use disciplinary action against any information that could have a negative effect to Philippine Christian University. This policy does not, in any form, tend to prevent students and employees from engaging in social media but serves as a guide to creating an ethical and respectful online environment in both professional and personal capacity within the PCU community.

SCOPE

The University Social Media Policy applies to all employees, students, student organizations, offices, all administrative units, and all academic units of Philippine Christian University.

PHILIPPINE CHRISTIAN UNIVERSITY DIGITAL GUIDELINES

1. Social Media Accounts, Pages, and Group page affiliated/using the University’s Name

• • Permission on creating social media accounts
    Employees and students are required to seek approval from the Dean, Principal, Director or the Department Head of their respective unit with accompanying endorsement from the Vice President of their Cluster (if any) and final approval from the Information
    and Communications Technology Center (ICTC) before setting up or registering social media accounts, pages, and group pages under the name of the university or school organization.
  • Social Media Ownership
    Employees and students who were granted permission to create social media accounts, pages, and group pages must add the official ICTC social media account with full access. This is necessary for the following reasons:
    a.) Full monitoring of social media activities.
    b.) In case the social media administrator leaves the university, the ICTC will be able to protect the page and transfer access to the qualified successor.
  • Social Media Responsibility
    All employees and students permitted to handle PCU Affiliated Social Media Accounts, Pages, and Group Pages are responsible for their social media activity in compliance with the terms and conditions of the university’s social media policy. Those who violate
    the policy will receive sanctions.    
                                                                                                    ·
  • Protection to Confidential information
    Activities and information given by any stakeholders regarding the university or their personal data should maintain full confidentiality.
  • Speaking on behalf of the Philippine Christian University
    Employees and students must practice the utmost respect for the university. Any postings that are defamatory, do not align with the university’s mission and vision, and damage the reputation of the university will be addressed accordingly pursuant to the
    university’s disciplinary procedures.
  • Logos, Copyrights, and Trademarks
    Standards for proper use of the university logo and· other trademarks must be practiced, whether online or in any other medium. The use of copyrighted material without asking permission from the source or administration prior to use is PROHIBITED.
  • Respect Others Privacy
    Do not post any personal information, photos, or videos of employees or students without their permission.

2.  Personal and Work-Related Matters

• Be responsible and respectful
  Employees and students must exercise sound judgment, common sense, and respect when interacting with teachers, peers, and clients through social media. You should not use insulting or offensive language, and you must not participate in online disputes.
• Soliciting money
  Asking for money for personal gains using PCU-affiliated social media accounts, pages, or group pages or citing the university’s name to scam stakeholders will face legal consequences.
• Maintain Good Social Media Reputation
  Our actions, inside or outside of digital space, are a reflection of the university. We must observe good conduct among our peers, superiors, and workmates. Posting anything that may damage the reputation of the university will be addressed pursuant to the university’s disciplinary procedure. 

SANCTIONS AND OFFENSES

A reported or suspected breach of the policy will be investigated by school management pursuant to the appropriate procedure. Employees or students who are found to have violated the policy may be subject to disciplinary action. After receiving a warning letter from the school management, the violator must do the following:

a.) Present themselves to the office of the school management, specifically, the Information and Communications Technology Center (the VPICT for Manila Campus and the Director of ICTC, Cavite Campus), the Student Services Office (for Manila and C · te Campus) and the Data Privacy Office (DPO) for both campuses and the College/Office/Unir Head ere he/she is employed or the College/Education Unit where he/she belongs.

b.) Submit a written statement explaining their side regarding the reported case.

c.) Undergo interviews or counseling in the Human Resources Development Office (for employees) and the Disciplinary Office or Guidance and Counseling Office (for students).

Note: While the investigation regarding the reported case is ongoing: if the violator is an admin on a PCU-affiliated social media site, they will have limited to no access as a PCU social media administrator.

• Warning: If the case is deemed minor, the violator will receive a warning letter from the school management. Admin access to PCU social media will be limited for thirty (30) days.
• Suspension: In a reported case that concludes as a major violation, the violator will receive a letter of suspension. Admin access to PCU social media will be revoked. The violator is not allowed to communicate with stakeholders on behalf of the university or school organization.
• Dismissal: In a reported case that concludes as a major offense with legal consequences, the violator will receive a dismissal Admin access to PCU social media will be revoked. The violator is not allowed to communicate with stakeholders on behalf ofthe university or school organization. Violators might face legal charges.

The accreditation of official social media pages, groups and related sites of PCU typically involves ensuring that these digital platforms adhere to certain standards and criteria set forth by the institution. This may include guidelines for the type of content that can be posted, the management of official accounts, engagement with followers and adherence to legal and ethical standards. The accreditation process may also involve verifying the authenticity of the official social media accounts associated with the University to prevent impersonation or unauthorized representation. ICTC will issue a separate policy on the accreditation of official social media pages, groups and related social media sites of Philippine Christian University following Policy ICT-021 or the official University Social Media Policy.

 For your information and strict compliance. Wide dissemination of this memorandum/circular is enjoined.

Scope:
This policy applies to all PCU students who use email for their individual account management of PCU applications, systems, portals, and in their teaching and learning engagements for communication with faculty, staff, and other students.

Policy:

1. Authorized Use:
Email may only be used for university-related communication. Personal use of university email is prohibited, except in cases where it is incidental and does not interfere with academic tasks.
PCU EMAIL ADDRESS (@pcu.edu.ph) IS THE OFFICIAL EMAIL REPRESENTATION FOR THE UNIVERSITY, USE OF PERSONAL EMAIL, THEREFORE, SHOULD NOT BE USED AND IS STRICTLY PROHIBITED TO REPRESENT OR USE TO TRANSACT IN BEHALF OF THE UNIVERSITY.

2. Security:
All students are responsible for ensuring the security of their email (@pcu.edu.ph) accounts. This includes protecting their passwords and ensuring that their accounts are not used by unauthorized persons.

3. Professionalism:
Emails (@pcu.edu.ph) must be professional in tone and content. Students must use proper grammar, spelling, and punctuation, and avoid using slang or inappropriate language.

4. Compliance:
All emails (@pcu.edu.ph) must comply with applicable laws, regulations, and University policies. This includes, but is not limited to, the University’s Code of Conduct, Intellectual Property Policy (Work in Progress), and the University Acceptable Use (UAUP) Policy/Policy ICT-019.

5. Monitoring:
The university reserves the right (thru ICTC) to monitor all email (@pcu.edu.ph) traffic on its systems and platforms.

6. Retention:
All emails (@pcu.edu.ph) that contain official University records must be retained in accordance with the University’s record retention policies. Upon the date of graduation per program, students are given six (6) months extension to use their (@pcu.edu.ph) for clearances, official records. Students who wish to pursue higher programs or other courses must proceed to the ICTC to update their accounts.

7. Google Cloud Storage:
PCU mail (@pcu.edu.ph which uses Gmail), Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, and other Google Workspace for Education apps will be affected as the previously unlimited storage will no longer be available to the academic community with reference to the standards set by Google Workspace for Education and managed accordingly by ICTC. For PCU students, Google Drive storage is set to 50GB, university-wide. Unlimited storage however, is available for student organizations who use digital graphics or multimedia and are engaging with more than what is expected based on their academic demand for cloud storage including the nature of their digital roles and responsibilities.

8. Office 365 Cloud Storage (A1 and A3):
For PCU students, OneDrive storage is set to 1TB, university-wide, Office 365 accounts are managed where applicable and where appropriate on the Tertiary Education level.

A University Cloud Storage Policy will be separately issued by ICTC with reference to this memorandum/circular including guidelines for its use and FAQs (Frequently Asked Questions)

9. Use of PCU email (@pcu.edu.ph) with reference to the PCU student’s active academic engagements to the University:
PCU students are required to open their email (@pcu.edu.ph) at least once a day, and are enjoined to open their email (@pcu.edu.ph) at the optimum based on the frequency of their electronic communication to the university.

For your information and strict compliance. Wide dissemination of this memorandum/circular is enjoined.

POLICY ICT-023: VIRTUAL LEARNING ENVIRONMENT (VLE) POLICY

Purpose:

This policy outlines the appropriate use of Virtual Learning Environments (VLEs) for Philippine Christian University, designating Zoom for Education, Google Meet, and Microsoft Teams as major and official VLEs, VooV and other platforms as minor VLEs to ensure a safe, productive, and effective online learning experience.

Scope:          

This policy applies to all PCU students, PCU faculty/instructors/teachers, and PCU staff members using these VLE platforms for educational purposes and administrative works, university-wide.

1. Acceptable Use

• Users must access VLE platforms only through authorized accounts provided by Philippine Christian University thru the Information and Communications Technology Center (ICTC) @pcu.edu.ph domain.
• Major VLEs should be used for official classes, large meetings, and other significant or relevant academic and administrative activities or related works.
• Minor VLEs may be used for supplementary purposes, including small group discussions, informal learning, or extracurricular activities. Google Meet and Microsoft Teams, however, may be used for this purpose as a VLE tool to accommodate important tasks and activities.
• All communication must be respectful and appropriate, maintaining professionalism at all times.
• Recording of sessions is permitted only with prior approval from the faculty/instructor/teacher and consent from participants with reference to RA 10173 or the Data Privacy Act of 2012.
• Recording of sessions classified as official university programs or university activities is enjoined at all times for documentation purposes per ISO 9001:2015 standards.

2. Privacy and Security

• Users must not share meeting links, passwords, or personal credentials with unauthorized individuals.
• It is prohibited to share personal information of PCU students, PCU Faculty, or PCU staff without consent.
• Screensharing should be used responsibly and only when necessary for instructional purposes or related works for academic and administrative purposes.

3. Conduct and Etiquette

• Users should enter sessions on time and be prepared for learning and/or scheduled meetings.
• The use of offensive language, disruptive behavior, or inappropriate content is strictly prohibited.
• Participants should mute their microphones when not speaking to minimize background noise.

4. Technical Requirements

• Users are responsible for maintaining a stable internet connection and ensure that their devices are working and functional.
• It is recommended to use headphones for better audio quality and to minimize disruptions.

5. Compliance and Violations

• Any violations of this policy will be subject to disciplinary action per institutional guidelines.
• Repeated misconduct may result in restricted access to VLE platforms or further administrative measures.

6. Support and Assistance

• Technical support will be available through the PCU – ICTC.
• Users encountering issues should report them promptly for resolution.

Amendments and Updates:  This policy is subject to periodic review and may be updated as necessary to align with best practices and technological advancements.  By using Zoom for Education, Google Meet, Microsoft Teams, VooV, and other VLE platforms, users agree to comply with the terms outlined in this policy.  

Please be guided accordingly.

Purpose: 

This BYOD policy establishes guidelines for the appropriate use of personal devices by Philippine Christian University (PCU) employees, PCU students, and authorized users for accessing university resources.  It aims to enhance flexibility and convenience while ensuring the security and integrity of university systems and data.

Scope:  

This BYOD policy applies to all PCU staff, PCU faculty, PCU students, PCU contractors and vendors, and PCU visitors/guests who connect personal devices to university networks, systems, platforms, applications, or data, whether on-premise or on the cloud.

1. BYOD Policy Objectives:

• Promote responsible use of personal devices for academic and administrative purposes.

• Protect university data and network infrastructure.

• Ensure compliance with university policies and legal regulations.

• Provide guidance on security measures for personal devices.

2.       BYOD Policy Acceptable Use:

• Personal devices may be used for accessing PCU resources such as email, Learning Management Systems (LMS), School Management System (SMS) portals, Virtual Learning Environments (VLEs), University Library systems, productivity applications such as the following:

• Bluebook, the official eLearning portal of the university – (LMS)

• PRIISMS Online portal, the official School Management System portal (SMS)

• Google Workspace for Education, primary productivity application tool

• Office 365 for Education and Adobe Creative Cloud etc., supplementary productivity application tools

• Zoom for Education, Google Meet and Microsoft Teams, major and official VLEs

• Devices must comply with university security standards, including the installation of security software and regular updates.

• Users must maintain the confidentiality and integrity of university data.

• Devices used for sensitive tasks must have encryption and password protection.

3.       BYOD Policy Security Requirements:

• Devices must have up-to-date operating systems and security patches.

• Antivirus and anti-malware software must be installed and active.

• Devices must be password-protected and set to automatically lock after a period of inactivity.

• Data access should be through secure methods, including VPNs or university-approved authentication platforms.

• Lost or stolen devices must be reported to the PCU – Information and Communications Technology Center (ICTC) immediately.

4.       BYOD Policy User Responsibilities:

• Ensure device security and report any suspected breaches.

• Use university resources in a responsible and ethical manner.

• Avoid accessing, storing, or transmitting sensitive university data on unauthorized devices.

• Comply with all relevant university policies, including data privacy and Acceptable Use

5. BYOD Policy Device Registration Procedures:

• Purpose of this policy is to ensure secure access to university resources while maintaining network integrity and data security.

• BYOD Policy Device Registration Procedures will be issued separately under Policy ICT-030, taking into consideration the following: Purpose, Eligibility Acceptable Devices, Registration Process Steps 1-4, Compliance and Security Requirements, Support and Troubleshooting, Policy and Violations ad Effectivity Date of Implementation.

6.       BYOD Policy Monitoring and Enforcement:

• The university, thru the PCU-ICTC reserves the right to monitor network activity to ensure compliance with this policy.

• Non-compliance may result in restricted access to university resources, disciplinary action, or legal consequences.

• Periodic audits may be conducted to verify compliance.

7.       BYOD Policy Exceptions:  

Exceptions to this policy may be granted for specific academic or operational needs upon approval of the PCU – Information and Communications Technology Center (ICTC).

8.       BYOD Policy Review and Revision:

This policy shall be reviewed annually to ensure its relevance and effectiveness in addressing evolving security challenges and technological changes.

1.  Purpose

This policy outlines the proper use, management, and monitoring of Closed-Circuit Television (CCTV) systems within the University. CCTV is installed to enhance safety, security, and operational efficiency while ensuring compliance with applicable laws, including the Data Privacy Act of 2012 (RA 10173), the Cybercrime Security Act of 2012 (RA 10175), the National Privacy Commission (NPC) Advisory No. 2020-04 (Guidelines on the use of CCTV Systems) and compliances to ISO 9001:2015 standards.

2.  Scope

This policy applies to:

• All CCTV systems owned and operated by the University.

• All areas under surveillance (campuses, buildings, offices, and grounds).

• All employees, students, visitors, and contractors who may be recorded by the system.

3.  Objectives

• Deter and detect crime, vandalism, theft, and other security incidents.

• Promote the safety and security of students, employees, and visitors or guests.

• Assist in investigations and disciplinary actions when necessary.

• Monitor critical facilities for operational efficiency and compliance with safety protocols.

4. CCTV Placement

• Cameras will be installed only in public or common areas (entrances, hallways, classrooms (with justified purpose), libraries, laboratories, parking areas, etc.).

• CCTV will not be installed in private areas such as restrooms, prayer rooms, or changing rooms.

• Placement of cameras must balance security needs with the right to privacy.

5. Data Handling and Retention

• CCTV recordings will be stored securely and retained for a maximum of 30 to 90 days, unless required for ongoing investigations.

• Access to recordings is restricted to authorized personnel from the Information and Communications Technology Center (ICTC) – Cybersecurity and Communications Division (ICTC-CSCD), the Employee Occupational Safety Office and the Security Office.

• Data will not be shared with third parties unless required by law, official investigations, or court orders.

6. Access and Authorization

• Only designated personnel (e.g., Security Office, ICTC Administrators or extended offices departments/Cluster approved by the Office of the Vice President for ICT and Student Services, i.e. Finance offices/departments, University Academic Extension Programs, College of Informatics) may monitor live footage or retrieve recordings as authorized by the ICTC-CSCD.

• Requests for access to recordings must be formally approved by the Office of the Vice President for ICT and Student Services, the ICTC Director – Cavite Campus, ICTC Associate Director or Coordinator, Network Administration and Technical Department (or equivalent authority).

7. User Responsibilities

• Authorized users must handle CCTV data in compliance with the University’s Data Privacy Policy and University Data Management Policy (Policy ICT-017).

• Unauthorized access, copying, or distribution of CCTV footage is strictly prohibited and subject to disciplinary action.

8. Signage and Notification

• Clear signage shall be placed in all areas under surveillance to inform the PCU community that CCTV monitoring is in operation.

• Students, staff, and visitors must be made aware of this policy through official communications.

1. Prohibited Uses of CCTV

• CCTV systems shall not be used to monitor employee performance, productivity, or personal behavior unrelated to safety or security.

• CCTV footage shall not be used to harass, intimidate, or discriminate against employees.

• Any use of CCTV outside the scope of this policy shall be considered a violation and may result in disciplinary or legal action.

2. Permitted Uses of CCTV

• Footage may be reviewed only for purposes related to safety, security, and incident investigations, including potential violations of university rules, misconduct, or breaches of law.

• When necessary, recordings may support official investigations or disciplinary processes but must follow due process and data privacy guidelines.

3. University CCTV Policy on Unauthorized Installation, Tampering, or Damage (Policy ICT-026)

Purpose: To ensure the integrity, reliability, and security of the University’s CCTV systems, this policy establishes clear guidelines regarding unauthorized installation, tampering, or damage to CCTV equipment.    This will be issued separately thru a Memorandum as Policy ICT-026 relative to the implementation of Policy ICT-025.

4. Surveillance Video Disclosure Agreement (ICTC-CSCD Form ST-01)

The Surveillance Video Disclosure Agreement (ICTC-CSCD Form ST-01) is the official University document that governs the request, release, and use of CCTV footage maintained by ICTC in coordination with the Data Privacy Office or the Occupational Safety Office (as needed).   This form ensures that access to surveillance recordings is controlled, authorized, and compliant with the Data Privacy Act of 2012 and University policies on safety and data protection.  Additionally, this safeguards the University by ensuring that all CCTV disclosures are lawful, documented, and accountable, balancing the University’s need for security with the community’s right to privacy.  (The form is available upon request at the ICTC-CSCD).

13. Waiver on Release of Surveillance Video Footage (ICTC-CSCD Form ST-02)

This waiver governs the release of surveillance video footage from the University’s CCTV systems. It ensures that any disclosed footage is used strictly for legitimate, approved purposes while protecting the rights to privacy of individuals recorded, in compliance with the Data Privacy Act of 2012 and University policies.   (The form is available upon request at the ICTC-CSCD).

14. Compliance and Review

• This policy shall be reviewed annually by the ICTC, Security Office and the Employee Occupational Safety Officer to ensure effectiveness and compliance with legal requirements.

• Any changes will be communicated to the University community.

1. Purpose

To ensure the integrity, reliability, and security of the University’s CCTV system, this policy establishes clear guidelines regarding unauthorized installation, tampering, or damage to CCTV equipment.

2. Unauthorized Installation

• Only the ICTC (Information and Communications Technology Center) is authorized to install CCTV equipment within University premises.

• Employees, students, contractors, or third parties are strictly prohibited from installing personal or unapproved surveillance devices.

• Unauthorized CCTV installation will be subject to immediate removal and may lead to disciplinary or legal action.

3. Tampering with CCTV Equipment

• Any attempt to disable, cover, move, alter, or interfere with CCTV cameras, wiring, storage devices, or monitoring systems is strictly prohibited.

• Tampering includes, but is not limited to:

  • Blocking or obscuring the camera lens.

  • Disconnecting power or network cables.

  • Altering recording configurations.

• Individuals found tampering with CCTV systems will face disciplinary sanctions, which may include suspension, dismissal, or prosecution depending on severity.

4. Damage to CCTV Systems

• Any intentional or negligent action resulting in damage or destruction of CCTV cameras, servers, or related infrastructure will be treated as a serious offense.

• Offenders shall be held financially liable for repairs or replacement costs and may face further administrative or legal consequences.

5. Reporting

• Any suspected case of unauthorized installation, tampering, or damage must be reported immediately to the ICTC and Security Office.

• Incident reports will be formally documented and investigated.

6. Enforcement

• Violations of this policy will be handled under the University’s Code of Conduct, University Handbook (Faculty, Staff or Student Manual or approved Guidelines from the University President, the Vice President for ICT and Student Services as the Head of the Technical and Student Services Cluster or from the PCU-Board of Trustees), and/or applicable laws.

• The University reserves the right to pursue civil and criminal remedies in cases of willful damage, data breaches, or illegal surveillance activities.

1. PURPOSE

    

   The Instructional Media Division (IMD), under the Information and Communications Technology Center (ICTC), is mandated to deliver professional audio, video, lighting, and multimedia services that support the academic, administrative, and institutional initiatives of the University.  This policy establishes the operational framework, roles, responsibilities, and standards of service for IMD personnel.  It ensures efficient coordination and consistent delivery of high-quality instructional media support across the University.

1. SCOPE
   This policy applies to all IMD personnel including the IMD Coordinator, Audio-Visual-Lighting Operators, Videographers, and technical support staff and covers all IMD-related functions, including but not limited to:

• Event coverage, documentation, streaming, and technical operations;
• Instructional and promotional media production;
• Equipment deployment, use, maintenance, and inventory monitoring;
• Coordination with academic units, administrative offices, and ICTC departments and divisions.

All faculty, staff, student organizations, and external partners engaging IMD services are likewise expected to observe these provisions.

III. OPERATIONAL PROCEDURES

1. Service Requests and Coordination
2. All requests for IMD assistance must be filed through the official ICTC/IMD request channels (forms, email, helpdesk, or ticketing system, as applicable).
3. Requests must contain complete event or project details, including the requesting office/unit, event title, date and schedule, venue, estimated participants or audience size, and required technical services.
4. The IMD Coordinator shall review all requests, evaluate feasibility and resource availability, and assign personnel accordingly.
5. Last-minute, undocumented, or walk-in requests shall only be accommodated based on personnel and equipment availability and are not guaranteed.

A.Scheduling and Deployment

1. Staff assignments and deployment schedules shall be issued by the IMD Coordinator and endorsed to the Office of the Vice President for ICT and Student Services (VPICTSS), or to the designated ICTC Associate Director or IMD Coordinator when acting on behalf of the VPICTSS.
2. Academic and institutional University events take precedence over co-curricular, student-led, or externally linked activities.
3. Personnel deployed to events are expected to report promptly for pre-event preparation, technical run-throughs, system setup, and remain on site until dismantling and securing of equipment are completed.
4. In cases of unavoidable absence, IMD personnel must notify the IMD Coordinator in advance and secure proper OIC arrangements.

B.Equipment Use and Management

1. All IMD equipment, facilities, and assets are intended for official University purposes only, unless expressly authorized in writing.
2. Movement, borrowing, or inter-office transfer of equipment must be documented and duly approved by the IMD Coordinator.
3. The assigned personnel shall conduct inspection, testing, and verification of equipment condition prior to deployment and immediately after return to inventory.
4. Any damage, malfunction, loss, safety risk, or incident involving IMD equipment must be reported immediately for documentation, assessment, and appropriate technical or administrative action.
5. Unauthorized use, tampering, modification, or removal of IMD equipment constitutes a policy violation and may result in administrative sanctions.

C.Production and Output Management

1. All media assets (raw footage, photos, audio recordings, edited materials, livestream archives, etc.) produced through IMD services are classified as University property unless otherwise covered by a written agreement approved by the University.
2. All files and media outputs must be properly labeled, archived, and stored in accordance with ICTC data storage, retention, and security protocols.
3. Editing, dissemination, publication, or external posting of IMD-produced outputs requires prior clearance from the IMD Coordinator and approval from the Office of the Vice President for ICT and Student Services.
4. Release of media files to requestors must follow University data privacy and intellectual property policies, and must comply with official communication and branding standards.

All offices, academic units, faculty, staff organizations, and student bodies requesting IMD support are expected to comply with the processes outlined in Policy ICT-027.  Proper coordination and timely requests will enable IMD to deliver the best possible service to the PCU community.

I. PURPOSE

The Educational Technology and Help Desk Division (ETHD) is established to provide a centralized, standardized, and quality-assured support system for educational technologies, enterprise applications, and digital platforms used by Philippine Christian University.

Specifically, this policy aims to:

1. Ensure Quality and Consistency of ICT and EdTech Services To establish standardized, documented, and repeatable procedures aligned with ISO-based process management and quality assurance frameworks.

2. Support Digital Teaching, Learning, and Administrative Operations To provide technical and functional support for LMS, collaboration platforms, and productivity tools (e.g., Google Workspace, Office 365, Adobe Creative Cloud, PRIISMS).

3. Enhance User Experience and Service Responsiveness To implement a centralized Help Desk system with defined Service Level Agreements (SLAs) and escalation mechanisms.

4. Institutionalize Process-Based ICT Service Management To adopt practices such as incident and change management consistent with ISO 9001:2015.

5. Strengthen Information Security and Data Privacy Compliance To ensure controlled access and coordinate security incident resolution in accordance with RA 10173 (Data Privacy Act) and RA 10175 (Cybercrime Prevention Act).

6. Promote Continuous Improvement To establish mechanisms for performance monitoring, user feedback, and internal audits.

7. Build Digital Competence and Institutional Capacity To implement structured training and digital literacy programs for faculty, staff, and students.

8. Ensure Documentation and Knowledge Management To maintain a centralized knowledge base for procedures, manuals, and compliance audits.

9. Align with Institutional Governance and Accreditation Standards To align operations with CHED, ACSCU, PACUCOA, and ISO requirements.

II. MEMORANDUM OF SERVICES

A. Mandate and Core Functions

The PCU – ICTC ETHD shall serve as the University’s centralized hub for:

• Educational technology platforms and digital learning systems.

• Enterprise applications and productivity platforms.

• ICT user support and service desk operations.

• Capacity building and digital literacy initiatives.

• ICT service documentation and quality reporting.

B. Scope of ETHD Services

1. Educational Technology Support Services

Technical and functional support for instructional technologies:

• Learning Management Systems (LMS): Bluebook (Official eLearning portal).

• Virtual Classrooms: Zoom for Education, Google Meet, Microsoft Teams, VooV.

• Assessment Tools: Online assessment and academic integrity systems.

• Connectivity: University Managed Wi-Fi services through vouchering.

Key Activities:

• LMS course creation and user role management.

• Troubleshooting and third-party tool integration.

• Technical support during online classes and examinations.

2. Systems, Applications, and Platforms Help Desk

• Google Workspace for Education: Account provisioning, Gmail, Drive, Classroom, and storage management.

• Adobe Creative Cloud: License provisioning and application troubleshooting.

• Institutional Portals: PRIISMS Online Portal, Bluebook, Office 365, and SPSS.

Service Channels:

• Online ticketing and service management system.

• Official help desk email and hotline.

• Remote and on-site/walk-in support.

3. Training and Capacity Building

• Faculty: Digital pedagogy and LMS utilization.

• Staff: Productivity tools and collaboration platforms.

• Students: Platform orientations and ICT policy awareness.

4. Incident, Request, and Problem Management

• Incident Management: Rapid restoration of service operations.

• Request Fulfillment: Processing account creation and software access.

• Problem Management: Root cause analysis and preventive actions.

• Change Management: Coordination of system updates and enhancements.

5. Quality Assurance (ISO 9001:2015)

• Definition of SLAs and response targets.

• Monitoring KPIs (resolution time, user satisfaction, availability).

• Maintenance of Standard Operating Procedures (SOPs).

C. Service Prioritization

1. Academic and instructional operations.

2. Official administrative and institutional operations.

3. Research, extension, and community engagement.

4. Student organizations and co-curricular initiatives.

5. External stakeholders and partnerships.

D. Compliance and Review

All PCU units, faculty, staff, and students must comply with these procedures. Non-compliance may result in administrative action. This policy is subject to periodic review in accordance with Quality Assurance cycles.

III. EFFECTIVITY

This memorandum and Policy ICT-028 shall take effect immediately upon issuance.

Contact Information

For guidance and clarifications, please contact the ICTC ETHD:

Manila Campus

• Email: edtech.mnl@pcu.edu.ph

• PBX: (02) 8248-5370 to 90 loc. 236

Cavite Campus

• Email: support-it.cavite@pcu.edu.ph

• Tel No: (046) 481-4069

For strict compliance.