TERMS AND CONDITIONS

ONLINE ACADEMIC SYSTEM ACCOUNT POLICIES

Online Academic System — DEBESMSCAT

1. Introduction

The Online Academic System is an official web-based academic management platform of Dr. Emilio B. Espinosa Sr. Memorial State College of Agriculture and Technology (DEBESMSCAT).

The System integrates and facilitates the following academic and administrative processes:

• Student enrollment and course registration
• Faculty and student evaluation
• Student clearance processing and monitoring
• Grades uploading and academic record management

The System stores and processes student and faculty information for identification, record verification, and coordination with authorized college offices.

By accessing or using the System, you agree to comply with these Terms and Conditions.

2. Account Registration and Responsibility

2.1 Account Creation

Students must register using their official and valid Student ID and accurate personal information. You agree to:

• Provide true, accurate, current, and complete information during registration
• Keep your registered email address updated
• Ensure that your account details remain accurate at all times

2.2 Account Responsibility

You are solely responsible for:

• All activities that occur under your account
• Maintaining the confidentiality of your login credentials
• Any actions performed using your registered account

DEBESMSCAT shall not be liable for any loss or damage arising from your failure to protect your account credentials.

3. Account Security

To preserve the integrity of the System:

• You must not share your username or password with any other person.
• You must log out after each session, especially when using shared or public devices.
• You must immediately notify the System Administrator or authorized ICT personnel if you suspect unauthorized access or a security breach involving your account.

The College reserves the right to suspend or temporarily restrict accounts suspected of compromise or misuse to protect system security.

4. Prohibited Activities

The following acts are strictly prohibited:

4.1 Unauthorized Account Access

• Logging into, accessing, or attempting to access another user's account
• Using another student's credentials with or without consent

4.2 False Registration

• Registering using someone else's Student ID
• Providing falsified, misleading, or fraudulent registration information

4.3 System Misuse

• Attempting to disrupt, damage, or interfere with the normal functioning of the System
• Circumventing security controls or access restrictions

Any violation shall be subject to sanctions in addition to possible disciplinary action under existing College policies.

5. Sanctions and Penalties

Upon due investigation and verification, the following violations shall result in an administrative penalty:

A fine of ________________ shall be imposed for:

• Proven login or access to another user's account
• Attempting to register with someone else's Student ID

Imposition of the fine shall be without prejudice to additional disciplinary actions under the Student Handbook, applicable institutional rules, or relevant laws.

6. Data Privacy and Protection

DEBESMSCAT is committed to protecting personal data in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

6.1 Collection of Personal Data

The System collects and processes basic student information, including but not limited to:

• Full name
• Student ID number
• Course and year level
• Contact details
• Clearance status and related records
• Enrollment records and course registrations
• Grades and academic evaluation results

6.2 Purpose of Processing

Personal data shall be processed solely for:

• Student identification and authentication
• Enrollment processing and course registration
• Clearance processing and verification
• Grades uploading and academic record management
• Faculty and student evaluation coordination
• Academic and administrative coordination
• Institutional reporting as required by law

6.3 Data Protection Measures

The College implements reasonable organizational, physical, and technical security measures to protect personal data against:

• Unauthorized access
• Accidental or unlawful destruction
• Alteration or disclosure

6.4 Data Subject Rights

Students have the right to:

• Be informed of how their data is processed
• Access their personal data
• Request correction of inaccurate or incomplete data
• Request deletion or blocking of data, subject to institutional and legal limitations

Requests related to data privacy may be directed to the designated Data Protection Officer of the College.

7. Freedom of Information Compliance

In accordance with Executive Order No. 2 (s. 2016) on Freedom of Information (FOI):

• Official records generated by the System may be subject to lawful disclosure upon valid request.
• Disclosure shall be limited to non-confidential and non-sensitive information, and only in accordance with applicable laws and institutional policies.
• Personal and sensitive personal information shall not be disclosed without lawful basis or the consent of the data subject, unless otherwise authorized by law.

8. System Availability and Modifications

DEBESMSCAT reserves the right to:

• Modify, suspend, or discontinue any part of the System when necessary
• Update these Terms and Conditions to ensure compliance with institutional policies and applicable laws

Users will be notified of substantial changes when appropriate.

9. Limitation of Liability

The College shall not be liable for:

• Losses resulting from unauthorized access due to user negligence
• Temporary unavailability of the System due to maintenance, technical issues, or force majeure events

10. Acceptance of Terms

By checking the "I agree to the Terms and Conditions" checkbox, you acknowledge that:

• You have read and understood these Terms and Conditions
• You agree to comply with all stated policies
• You understand the sanctions and penalties for violations
• You consent to the processing of your personal data in accordance with applicable laws

Failure to agree with these Terms and Conditions shall prevent access to the Online Academic System.