SiswaMail Guidelines

Do:

1. All system- level passwords (e.g., root, enable, NT admin, application administration accounts, etc.) must be changed on at least a quarterly basis.
2. All user- level passwords (e.g., email, web, desktop computer, etc.) must be changed at least every six months. The recommended change interval is every three months.
3. All user- level passwords (e.g., email, web, desktop computer, etc.) allocated must be changed at the first logon.
4. User accounts that have system- level privileges granted through group memberships or programs such as "sudo" must have a unique password from all other accounts held by that user.
5. Passwords must not be inserted into email messages or other forms of electronic communication.
6. Where SNMP is used, the community strings must be defined as something other than the standard defaults of "public," "private" and "system" and must be different from the passwords used to log in interactively. A keyed hash must be used where available (e.g., SNMPv2).
7. Alwa ys practice “clear screen” policy for information processing facilities (e.g., computer/terminals are logged out and desks are cleared of sensitive info.

Don't:

1. Reveal a password over the phone to ANYONE.
2. Reveal a password in an email message.
3. Reveal a password to the boss.
4. Talk about a password in front of others.
5. Hint at the format of a password (e.g., "my family name").
6. Reveal a password on questionnaires or security form.
7. Share a password with family members
8. Reveal a password to co-workers while on vacation
9. Do not use the "Remember Password" feature of applications (e.g., Eudora, OutLook,Netscape Messenger).
10. Write passwords down and store them anywhere in your office.
11. Store passwords in a file on ANY computer system (including Palm Pilots or similar devices) without encryption.

E- mail is a business communication tool and users are obliged to use this tool in a responsible, effective and lawful manner.

You must not:

1. Send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks.
2. Forward a message or copy a message or attachment belonging to another user without acquiring permission from the originator first.
3. Send or forward chain mail.
4. Forge or attempt to forge email messages, or disguise or attempt to disguise your identity when sending email.
5. Knowingly send or forward attachment that contains virus.

Best Practices

Users of email should recognize the importance of proper email usage to convey a professional image and the delivering of good customer service. Therefore users are advised to adhere to the following guidelines:

1. Write well- structured emails and use short, descriptive subjects.
2. Email style is informal but should be courteous.
3. Use spell checker before you send out an email.
4. Do not send unnecessary attachments. Compress attachment larger than 200K before sending them.
5. Do not write email in capitals.
6. Email should be answered within at least 8 working hours; users should endeavor to answer priority emails within 4 hours.
7. Maintain mailbox so that will not use up the allocated storage space.

System Monitoring

1. Users must not expect privacy or confidentiality in the email system. Users’ emails can be monitored without prior notification if UM deems this necessary.

1. To Create new Special Account , please submit a helpdesk ticket - helpdesk.um.edu.my
2. Under ICT Services Catergory, select UM ID option for the designated special account type.
3. Please ensure to include your HOD /Supervisor email and name in the detail column.
4. Please include 3 prefered username.
5. For RA, please include the name, ic /passport , alternative email, phone number in the detail column.

Step 1

Allow less secure apps to access your account

1. Sign-in to your SiswaMail.
2. Go to the "Less secure apps" section in My Account.
3. Next to "Access for less secure apps," select Turn on.

Step 2

1. Go to Settings.
2. Go to Account.
3. Add Account.
4. Choose Gmail/Google Mail.
5. Type your username and password (username = full email address).
6. Tap Next.
7. You will be then redirected to google for authentication.
8. Accept the requirement to complete the setup.

For username please use your full ummail / siswamail email address(i.e user@um.edu.my / user@siswa.um.edu.my)

If you face problem please update you password and try the above steps again.

To broadcast official notices please adhere to the follow guidelines:

1. Please post only Official notices.
2. Do Not post any Advertisement.
3. Do Not Post any Personal View / political ideas.
4. Do Not Use Reply to or Forward to post, if you wish to forward official notices please send them as a New email.
5. Make Accertain that your email contains you signature.

Send your email to :

1. uminfo-list@um.edu.my (All UM Staff - Moderator is CCO UM )
2. student_info-list@siswa.um.edu.my (All Undergraduate Students - Moderator is HEPA)
3. student_ips-list@siswa.um.edu.my (All Postgraduate Students - Moderator is HEPA)