PEMAC email and MS Teams Accounts

Who Gets PEMAC Email and MS Teams Licenses

  • Standard License - with PEMAC email address and MS365 Desktop Apps subscription. Will be offered to:
    • Employees if they need MS Word, Excel, PowerPoint subscription (some have it through another source) 
  • Basic License - with PEMAC email address and MS365 online access. Will be issued to:
    • Employees who don’t want or need Desktop Apps subscription
    • Key contract staff
    • Board members
    • Chapter Presidents
    • Committee and Project Leads 
  • Guest Access to specific MS Teams Sites will be offered to:
    • Board Members who don’t want PEMAC email or functionality to lead teams
    • Committee members
    • Instructors and
    • other collaborators

PEMAC Email Policy

  1. PEMAC email addresses are to be used for PEMAC business only. Always respond to email sent to your PEMAC email address from your PEMAC email address.
  2. PEMAC emails are PEMAC property. Any email that is sent, received, created, or stored within the pemac.org domain may be viewed and admissible in a legal case. 
  3. Ensure all email sent from pemac.org domains is respectful and in the spirit of PEMAC Values: Integrity, Credibility, Leadership, Learning, Collaboration. PEMAC email may not be used to harass or make threats, nor be offensive or disruptive in nature. 
  4. Be aware of Phishing scams:
  • Be suspicious of unknown links or requests sent through email or text messages.
  • Don’t open email attachments from unknown sources, and only open attachments from known sources after confirming the sender.
  • Don’t respond to requests for personal or sensitive information via email, even if the request appears to be from a trusted source.
  • Verify the authenticity of requests from companies or individuals by contacting them directly.
  1. Report any inappropriate emails or suspected phishing scams to the Executive Director.
  2. Retain all PEMAC Business related emails for at least 2 years.

  3. Email etiquette:

    Signature line – Copy the pattern of the Executive Director's signature line. Check in with marketing@pemac.org about whether there are banners that could be added to your signature to promote upcoming events.

    Reply all – Limit replies to those who need to know the information being conveyed to respect others’ time and inbox capacity.

    Forwarding – Carefully review the content before forwarding to avoid sending sensitive information.

    Responding – Employees should respond to emails, both internally and externally, within a reasonable timeframe. Customers should receive replies within 24 hours.

    Out of Office – Use an out of office responder that gives customers information about how to have their request or problem resolved if you are away.

    Work / Life balance – Employees and contractors are not expected to reply outside of office hours except for events and projects that have been scheduled in advance.

  4. Consequences of non compliance. In the event of non compliance a review and appropriate disciplinary action will be taken which could result in termination.

  5. Those with pemac.org email accounts can access IT Help Desk support for all MS365-related issues via: https://myportal.advance2000.com/login 

  6. PEMAC uses Barracuda as a third-party spam filter service. You should check Barracuda messages for filtered messages regularly. You will get emails but can log in directly via this link: https://ess.ca.barracudanetworks.com/user/auth/login

Risk Awareness / Risk Management Training

Get Cyber Safe (Canadian Centre for Cyber Security):​

Operating in a Digital World: Risks and Opportunities for Nonprofits 

https://theonn.ca/webinar/operating-in-a-digital-world-risks-and-opport…​

(sign up for recording)

In the Event of an IT Outage or Security Event

  • Report the outage or event to the Executive Director.
  • In her absence - Nicolle Guillen
  • In her absence - Ghaz Marinho
  • In her absence - Mbo Mtetwa