Application for GAA G Suite Account

Please fill in the following information and read through the attached policy. At the end of the policy is a tickbox that you need to check, to indicate that you have understood the policy. Once you click submit a copy will be sent to eComms, and a copy will also be sent to your email for your reference.

"*" indicates required fields

Is this a New Account or a Transfer?*

New Account

Transfer of Existing Account

First Name*

Last Name*

GAA State Division*

GAA Position*

Contact Email (non @gem account)*

Contact Mobile*

Existing @gem Account to be transferred*

Account Type*

Note that GemEd subsidises two Teaching and Learning Upgrade accounts per state (allowing for added capabilities including the ability to record Google Meet sessions). If additional upgraded accounts are required, they will be at a cost of $63.30 per year, payable to GemEd.

Consent*

Policy brief & purpose

Our corporate email usage policy helps employees and volunteers use their company email addresses appropriately. Email is essential to our everyday jobs. We want to ensure that our employees and volunteers understand the limitations of using their corporate email accounts. Our goal is to protect our confidential data from breaches and safeguard our reputation and technological property.

Note than an audit is conducted annually at the beginning of the year to ensure those with an @gem.org.au account still qualify to hold one.

Scope

This policy applies to all employees and volunteers who are assigned a GAA email. This email may be assigned to an individual (e.g. firstname.surname@gem.org.au) or position (e.g. president@gem.org.au).

Policy elements

Corporate emails are powerful tools that help employees and volunteers in their jobs and tasks. Employees and volunteers should use their company email primarily for work-related purposes.

We will define what constitutes appropriate and inappropriate use.

Inappropriate use of organisation email

Our employees represent the organisation whenever they use their corporate email address. They must not:
● Sign up for illegal, unreliable, disreputable or suspect websites and services.
● Send unauthorised marketing content or solicitation emails.
● Send insulting or discriminatory messages and content.
● Intentionally spam other people’s emails, including their co-workers.
● Use the email address for any personal use outside the activities of the association.
Our company has the right to monitor and archive corporate emails.

Appropriate use of corporate email

Employees are allowed to use their corporate email for work-related purposes. For example, employees can use their email to:
● Communicate with current or prospective students.
● Log in to purchased software they have legitimate access to.
● Sign up for newsletters, platforms and other online services that will help them with their jobs or professional growth.
Employees must adhere to this policy at all times.

Email security

Email is often the medium of hacker attacks, confidentiality breaches, viruses and other malware. These issues can compromise our reputation, legality and security of our equipment. The eComms team are continually looking to adopt best practice usage principles to safeguard the integrity of our people and our systems and we need to protect all areas of vulnerability.
Employees and volunteers must:
● Select strong passwords with at least eight characters (capital and lower-case letters, symbols and numbers) without using personal information (e.g. birthdays). More user friendly options such as passkeys or long passwords with a password manager programs are an option where available.
● Remember passwords instead of writing them down and keep them secret.
● Change their email password every two months.
● Not share passwords with anyone else, including other employees or volunteers of the organisation

Also, employees and volunteers should always be vigilant to catch emails that carry malware or phishing attempts. We instruct employees and volunteers to:
● Avoid opening attachments and clicking on links when content is not adequately explained (e.g. “Watch this video, it’s amazing.”)
● Be suspicious of clickbait titles.
● Check email and names of unknown senders to ensure they are legitimate.
● Look for inconsistencies or style red flags (e.g. grammar mistakes, capital letters, excessive number of exclamation marks).
● Manually pick up the phone and talk to someone if you are being asked to transfer money to a new account
We remind our employees and volunteers to keep their anti-malware programs updated.

User Accountability

Your password should never be shared or revealed to anyone.
• You will be accountable for everything done under your personal login
• You must not access or use the password or access code of anyone else
• You must not keep a written record of a password

Email signature

We require employees and volunteers to create an email signature that exudes professionalism and represents our organisation well. We advise that the below is the acceptable email signature to be used with your GAA email address:

Kind Regards,
[NAME] FGAA
[Position]

Gemmological Association of Australia
Passionately educating the industry, gem enthusiasts and consumers about gemstones

Postal [ADDRESS] | Email [EMAIL] | Web www.gem.org.au
This email (including any attachments) is confidential. If you are not the intended recipient you must not copy, use, disclose, distribute or rely on the information contained in it. If you have received this email in error, please notify the sender immediately by reply email and delete the email from your system. Confidentiality and legal privilege attached to this communication are not waived or lost by reason of mistaken delivery to you. GAA does not guarantee that this email or the attachment(s) are unaffected by computer virus, corruption or other defects.

I agree to the email policy.*