DilNet and UP Mail Accounts Procedure for Employees

CREATION, RECOVERY, OR UPDATE OF ACCOUNTS FOR REGULAR AND NON-REGULAR PERSONNEL

The creation or update of DILNET and UP Mail for Regular and Non-Regular employees, excluding Contract of Services/Job Order personnel, must be endorsed via HRDO for their own verification. They may be reached via the following email address:

UPD HRDO hrdo.updiliman@up.edu.ph

Once verified, HRDO will directly coordinate with the Computer Center for the processing of the request.

For DILNET and UP Mail account recovery requests, personnel may send an email to the DILNET HelpDesk:

DILNET HelpDesk helpdesk@upd.edu.ph

A recovery request for an account requiring an update will be redirected to HRDO and will be processed after their verification. For accounts not requiring an update, the request will be processed directly by the Computer Center. Depending on existing information, the following requirements may be requested:

• Clear photo of UP ID or Government ID with picture
• Selfie with the provided ID
  • Face and ID should both be clearly visible.

CREATION, RECOVERY, OR UPDATE OF ACCOUNTS FOR CONTRACT OF SERVICES AND JOB ORDER PERSONNEL

The creation, recovery, or update of DILNET and UP Mail accounts for Contract of Services and Job Order personnel will be accommodated provided that they are registered in the COSPAY* System.

Due to the nature of contract of services, the University Computer Center will review all DILNET and UP Mail accounts falling under this category every one (1) month after the contract renewal period in COSPAY. All users with no matching renewal, whether to the same unit or another, will be flagged for the deactivation of their DILNET and UP Mail accounts.

For Job Order, Research, Project, and other personnel whose contracts are incompatible with COSPAY, they can still be accommodated using this method. However, accounts deactivation will proceed as scheduled unless they manually provide an updated active contract.

The following are the steps to request accounts for this category. Furthermore, processing for these personnel are NOT to be coursed via HRDO anymore.

(1) Send an email to helpdesk@upd.edu.ph 

(2) In the email body, kindly include the following relevant information

Name: <Last Name>, <Given Name> <Middle Name*>, Name Suffix (if applicable)

*Write [n/a] if no middle name

E.g. Name: Dela Cruz, Juan Gomez, Jr.

(3) Attach with the email the following requirements

• Clear photo of UP ID or Government ID with picture
• Selfie with the provided ID
  • Face and ID should both be clearly visible.
• Copy of Current Contract if not in, or not yet registered in COSPAY

Agency-hired personnel are not included in this service.

*Contract of Services Payroll System (COSPAY) is developed and maintained by the University Computer Center.

ACCOUNTS DEACTIVATION FOR SEPARATED PERSONNEL

DILNET and UP Mail accounts and their associated services are only available for use by actively affiliated constituents of the University. Personnel who have resigned or otherwise have separated from UP Diliman will have their accounts deactivated for data privacy, data security, and representation purposes.

HRDO will nominate details of these separated personnel directly to the Computer Center. Once nominated, the Computer Center will send a notice to the employee’s UP Mail account regarding the deactivation procedure and with further instructions.

Once nominated for deactivation, personnel are advised to backup and migrate their personal data from the account.

Separated personnel who are still affiliated with the University in any other active capacity, i.e. as an ongoing student, must inform the Computer Center to update their tagging. Similarly, those who have left UP Diliman but transferred to another CU must contact the IT Office of their new affiliation for their UP Mail account to be transferred.

In cases of non-peaceful separation, or if due to sensitive information that may be contained in the employee’s account, their Head of Unit may request an immediate deactivation of the account, provided that they send a formal request to the Computer Center and HRDO for documentation purposes.

In case the employee returns in another active capacity, they may follow the corresponding account creation procedure for their new affiliation.