{ "document_id": 13971, "filename": "Email_Management_and_Use_Regulation.pdf", "engine": "paddleocr_vl", "source_run_id": 14081, "generated_at": "2026-11-03T22:40:12+00:00", "page_count": 3, "counts_by_type": { "figure": 2, "form_field": 2, "header": 2, "heading": 21, "link": 1, "list": 5, "list_item": 15, "table": 2, "table_cell": 7, "text": 10, "title": 1 }, "timings": { "total_ms": 458, "structure_ms": 206, "text_layer_ms": 16, "build_ms": 6 }, "pages": [ { "document_id": 13971, "page": 1, "width": 612, "height": 792, "rotation": 0, "pipeline_version": "paddleocr-vl-1.6+paul-48", "width_pt": 612, "height_pt": 792, "engine": "paddleocr_vl", "source_run_id": 14081, "item_count": 22, "counts_by_type": { "figure": 2, "header": 2, "heading": 10, "text": 7, "title": 1 }, "build_ms": 1, "items": [ { "id": "p1.1", "order": 1, "type": "figure", "bbox": { "l": 256.56, "t": 758.16, "r": 354.24, "b": 687.12 }, "text": "", "attrs": { "role": "page_header", "block_label": "header_image" }, "reading_order": 0 }, { "id": "p1.2", "order": 2, "type": "header", "bbox": { "l": 229.44, "t": 680.16, "r": 381.36, "b": 650.64 }, "text": "KENTUCKY STATE UNIVERSITY", "attrs": { "block_label": "header" }, "level": 2, "reading_order": 1 }, { "id": "p1.3", "order": 3, "type": "header", "bbox": { "l": 241.92, "t": 644.64, "r": 369.84, "b": 631.2 }, "text": "Policies and Regulations", "attrs": { "block_label": "header" }, "level": 2, "reading_order": 2 }, { "id": "p1.4", "order": 4, "type": "figure", "bbox": { "l": 232, "t": 756, "r": 379.56, "b": 621.4 }, "text": "", "attrs": { "source": "pdf_image" }, "reading_order": 3 }, { "id": "p1.5", "order": 5, "type": "title", "bbox": { "l": 33.84, "t": 606, "r": 201.12, "b": 572.64 }, "text": "REGULATION TITLE: Email Management and Use", "level": 2, "reading_order": 4 }, { "id": "p1.6", "order": 6, "type": "text", "bbox": { "l": 33.36, "t": 554.64, "r": 427.44, "b": 521.28 }, "text": "APPLIES TO:\nStudents, Faculty, Staff, and all others who use KSU email resources", "reading_order": 5 }, { "id": "p1.7", "order": 7, "type": "text", "bbox": { "l": 33.6, "t": 504, "r": 287.28, "b": 452.64 }, "text": "ADMINISTRATIVE AUTHORITY:\nChief Information Officer (CIO)\nDepartment of Information Technology (IT)", "reading_order": 6 }, { "id": "p1.8", "order": 8, "type": "heading", "bbox": { "l": 34.32, "t": 435.36, "r": 123.36, "b": 420.96 }, "text": "APPROVED BY:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 7 }, { "id": "p1.9", "order": 9, "type": "text", "bbox": { "l": 33.84, "t": 417.36, "r": 289.68, "b": 401.76 }, "text": "Kentucky State University Board of Regents", "reading_order": 8 }, { "id": "p1.10", "order": 10, "type": "heading", "bbox": { "l": 34.32, "t": 384.24, "r": 133.92, "b": 369.84 }, "text": "EFFECTIVE DATE:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 9 }, { "id": "p1.11", "order": 11, "type": "heading", "bbox": { "l": 34.32, "t": 366.24, "r": 123.84, "b": 351.12 }, "text": "August 8, 2025", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 10 }, { "id": "p1.12", "order": 12, "type": "heading", "bbox": { "l": 33.84, "t": 332.4, "r": 154.8, "b": 318.24 }, "text": "NEXT REVIEW DATE:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 11 }, { "id": "p1.13", "order": 13, "type": "heading", "bbox": { "l": 34.32, "t": 315.36, "r": 124.08, "b": 300 }, "text": "August 8, 2028", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 12 }, { "id": "p1.14", "order": 14, "type": "heading", "bbox": { "l": 34.08, "t": 283.68, "r": 187.2, "b": 269.04 }, "text": "REGULATION STATEMENT:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 13 }, { "id": "p1.15", "order": 15, "type": "text", "bbox": { "l": 33.6, "t": 250.8, "r": 577.44, "b": 220.32 }, "text": "This regulation implements the Email Policy by providing the specific rules and procedures for the creation, security, acceptable use, and lifecycle management of all KSU email accounts.", "reading_order": 14 }, { "id": "p1.16", "order": 16, "type": "heading", "bbox": { "l": 34.32, "t": 201.84, "r": 115.68, "b": 187.44 }, "text": "DEFINITIONS:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 15 }, { "id": "p1.17", "order": 17, "type": "heading", "bbox": { "l": 34.08, "t": 168.96, "r": 187.2, "b": 155.52 }, "text": "Group/Departmental Account", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 16 }, { "id": "p1.18", "order": 18, "type": "text", "bbox": { "l": 33.6, "t": 152.4, "r": 385.2, "b": 138.96 }, "text": "An email account assigned to a university unit rather than an individual.", "reading_order": 17 }, { "id": "p1.19", "order": 19, "type": "heading", "bbox": { "l": 34.08, "t": 120.24, "r": 125.76, "b": 108.24 }, "text": "Emeritus Account", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 18 }, { "id": "p1.20", "order": 20, "type": "text", "bbox": { "l": 33.36, "t": 104.4, "r": 460.32, "b": 90.24 }, "text": "An email account provided to a faculty member who has been granted emeritus status.", "reading_order": 19 }, { "id": "p1.21", "order": 21, "type": "heading", "bbox": { "l": 33.84, "t": 72.24, "r": 193.2, "b": 59.52 }, "text": "Consultant/Contractor Account", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 20 }, { "id": "p1.22", "order": 22, "type": "text", "bbox": { "l": 33.84, "t": 56.16, "r": 431.76, "b": 42.24 }, "text": "A temporary email account provided to a non-employee for official KSU business.", "reading_order": 21 } ] }, { "document_id": 13971, "page": 2, "width": 612, "height": 792, "rotation": 0, "pipeline_version": "paddleocr-vl-1.6+paul-48", "width_pt": 612, "height_pt": 792, "engine": "paddleocr_vl", "source_run_id": 14081, "item_count": 27, "counts_by_type": { "form_field": 2, "heading": 7, "list": 5, "list_item": 13 }, "build_ms": 3, "items": [ { "id": "p2.1", "order": 1, "type": "heading", "bbox": { "l": 33.84, "t": 738.48, "r": 93.6, "b": 724.32 }, "text": "PROCESS:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 0 }, { "id": "p2.2", "order": 2, "type": "heading", "bbox": { "l": 33.6, "t": 721.68, "r": 186.72, "b": 707.76 }, "text": "Account Creation and Naming", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 1 }, { "id": "p2.3", "order": 3, "type": "list", "bbox": { "l": 33.84, "t": 693.53, "r": 577.2, "b": 603.6 }, "text": "", "attrs": { "item_count": 3 }, "children": [ { "id": "p2.3.1", "order": 4, "type": "list_item", "bbox": { "l": 33.84, "t": 693.53, "r": 512.16, "b": 677.76 }, "text": "Employee email accounts are created based on the official name in Human Resources records.", "reading_order": 0 }, { "id": "p2.3.2", "order": 5, "type": "list_item", "bbox": { "l": 33.84, "t": 663.51, "r": 485.28, "b": 648 }, "text": "Student email accounts are created based on the official name in the Registrar's records.", "reading_order": 1 }, { "id": "p2.3.3", "order": 6, "type": "list_item", "bbox": { "l": 34.08, "t": 633.76, "r": 577.2, "b": 603.6 }, "text": "Requests to change an email account name to correct an error or reflect a legal name change will be made to match official KSU records.", "reading_order": 2 } ], "reading_order": 2 }, { "id": "p2.4", "order": 7, "type": "heading", "bbox": { "l": 33.36, "t": 587.52, "r": 240.96, "b": 573.84 }, "text": "Account Security and User Responsibility", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 3 }, { "id": "p2.5", "order": 8, "type": "list", "bbox": { "l": 33.36, "t": 559.73, "r": 577.44, "b": 439.68 }, "text": "", "attrs": { "item_count": 4 }, "children": [ { "id": "p2.5.1", "order": 9, "type": "list_item", "bbox": { "l": 33.6, "t": 559.73, "r": 311.52, "b": 544.56 }, "text": "Users must not share their email account passwords.", "reading_order": 0 }, { "id": "p2.5.2", "order": 10, "type": "list_item", "bbox": { "l": 33.6, "t": 529.71, "r": 420.72, "b": 514.08 }, "text": "Users are fully responsible for all activity performed by their email account.", "reading_order": 1 }, { "id": "p2.5.3", "order": 11, "type": "list_item", "bbox": { "l": 34.08, "t": 499.96, "r": 577.44, "b": 469.2 }, "text": "If a user becomes aware of a security breach involving their email account, they must immediately notify their Department Head and the IT Help Desk.", "reading_order": 2 }, { "id": "p2.5.4", "order": 12, "type": "list_item", "bbox": { "l": 33.36, "t": 455.21, "r": 522.24, "b": 439.68 }, "text": "IT has the authority to disable any user's email access if a security breach occurs or is suspected.", "reading_order": 3 } ], "reading_order": 4 }, { "id": "p2.6", "order": 13, "type": "heading", "bbox": { "l": 33.84, "t": 424.08, "r": 206.88, "b": 410.4 }, "text": "Acceptable and Unacceptable Use", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 5 }, { "id": "p2.7", "order": 14, "type": "list", "bbox": { "l": 34.08, "t": 395.94, "r": 578.64, "b": 306.72 }, "text": "", "attrs": { "item_count": 2 }, "children": [ { "id": "p2.7.1", "order": 15, "type": "list_item", "bbox": { "l": 34.08, "t": 395.94, "r": 577.68, "b": 366 }, "text": "Incidental personal use of KSU email is permitted, provided it does not interfere with KSU operations or an individual's duties.", "marker": "-", "reading_order": 0 }, { "id": "p2.7.2", "order": 16, "type": "list_item", "bbox": { "l": 34.08, "t": 351.41, "r": 578.64, "b": 306.72 }, "text": "Use of email must not violate the Institutional Ethics and Code of Conduct or the Appropriate Use of Technology Policy. This includes a prohibition on displaying or transmitting sexually explicit, harassing, or discriminatory content.", "reading_order": 1 } ], "reading_order": 6 }, { "id": "p2.8", "order": 17, "type": "heading", "bbox": { "l": 34.32, "t": 290.64, "r": 93.84, "b": 277.92 }, "text": "Mass Email", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 7 }, { "id": "p2.9", "order": 18, "type": "list", "bbox": { "l": 33.84, "t": 262.89, "r": 577.68, "b": 188.64 }, "text": "", "attrs": { "item_count": 2 }, "children": [ { "id": "p2.9.1", "order": 19, "type": "list_item", "bbox": { "l": 34.32, "t": 262.89, "r": 577.44, "b": 232.32 }, "text": "Only Marketing, Public Relations, and other personnel designated by the President may send emails to the entire campus (all staff, faculty, or students).", "reading_order": 0 }, { "id": "p2.9.2", "order": 20, "type": "list_item", "bbox": { "l": 33.84, "t": 218.14, "r": 577.68, "b": 188.64 }, "text": "Any email intended for a mass campus audience must first be approved by the sender's divisional Vice President before it is sent to Marketing or Public Relations for distribution.", "reading_order": 1 } ], "reading_order": 8 }, { "id": "p2.10", "order": 21, "type": "heading", "bbox": { "l": 33.84, "t": 172.32, "r": 192.96, "b": 158.88 }, "text": "Account Lifecycle Management", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 9 }, { "id": "p2.11", "order": 22, "type": "heading", "bbox": { "l": 34.08, "t": 142.32, "r": 142.08, "b": 129.12 }, "text": "• Special Accounts:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 10 }, { "id": "p2.12", "order": 23, "type": "list", "bbox": { "l": 51.84, "t": 113.04, "r": 577.92, "b": 55.2 }, "text": "", "attrs": { "item_count": 2 }, "children": [ { "id": "p2.12.1", "order": 24, "type": "list_item", "bbox": { "l": 52.08, "t": 113.04, "r": 577.92, "b": 84.48 }, "text": "Requests for group or departmental email accounts require prior authorization from Public Relations/Marketing before being sent to IT.", "marker": "○", "children": [ { "id": "p2.12.1.1", "order": 25, "type": "form_field", "bbox": { "l": 52.08, "t": 113.04, "r": 64.08, "b": 101.04 }, "text": "", "attrs": { "field_kind": "radio", "label": "Requests for group or departmental email accounts require prior authorization from Public Relations/Marketing before being sent to IT.", "source": "glyph_estimate", "bbox_estimated": true, "label_source": "parent_text", "label_ref": "p2.12.1", "text_offset": 0, "text_span": 0 }, "reading_order": 0 } ], "reading_order": 0 }, { "id": "p2.12.2", "order": 26, "type": "list_item", "bbox": { "l": 51.84, "t": 69.12, "r": 501.36, "b": 55.2 }, "text": "Requests for emeritus email accounts require prior authorization from Academic Affairs.", "marker": "○", "children": [ { "id": "p2.12.2.1", "order": 27, "type": "form_field", "bbox": { "l": 51.84, "t": 69.12, "r": 63.84, "b": 57.12 }, "text": "", "attrs": { "field_kind": "radio", "label": "Requests for emeritus email accounts require prior authorization from Academic Affairs.", "source": "glyph_estimate", "bbox_estimated": true, "label_source": "parent_text", "label_ref": "p2.12.2", "text_offset": 0, "text_span": 0 }, "reading_order": 0 } ], "reading_order": 1 } ], "reading_order": 11 } ] }, { "document_id": 13971, "page": 3, "width": 612, "height": 792, "rotation": 0, "pipeline_version": "paddleocr-vl-1.6+paul-48", "width_pt": 612, "height_pt": 792, "engine": "paddleocr_vl", "source_run_id": 14081, "item_count": 19, "counts_by_type": { "heading": 4, "link": 1, "list_item": 2, "table": 2, "table_cell": 7, "text": 3 }, "build_ms": 2, "items": [ { "id": "p3.1", "order": 1, "type": "text", "bbox": { "l": 52.32, "t": 753.84, "r": 577.44, "b": 726.24 }, "text": "Consultant or contractor accounts require a demographic record on file with HR and an active employee sponsor.", "reading_order": 0 }, { "id": "p3.2", "order": 2, "type": "list_item", "bbox": { "l": 34.08, "t": 712.03, "r": 577.44, "b": 681.12 }, "text": "Termination of Employment: When an employee terminates employment, HR will notify IT to disable the employee's account on their last day of employment.", "marker": "•", "reading_order": 1 }, { "id": "p3.3", "order": 3, "type": "heading", "bbox": { "l": 33.84, "t": 665.04, "r": 146.4, "b": 652.56 }, "text": "• Inactive Accounts:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 2 }, { "id": "p3.4", "order": 4, "type": "text", "bbox": { "l": 52.08, "t": 635.76, "r": 577.2, "b": 607.92 }, "text": "For security purposes, an employee or group email account that has not been logged into for 180 days will be disabled, unless a special exception is granted.", "reading_order": 3 }, { "id": "p3.5", "order": 5, "type": "text", "bbox": { "l": 52.08, "t": 591.84, "r": 577.2, "b": 563.52 }, "text": "For security purposes, a student account that has not been logged into for 2 years will be disabled, unless a special exception is granted.", "reading_order": 4 }, { "id": "p3.6", "order": 6, "type": "heading", "bbox": { "l": 33.6, "t": 548.16, "r": 266.88, "b": 533.52 }, "text": "REFERENCES AND RELATED MATERIALS:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 5 }, { "id": "p3.7", "order": 7, "type": "list_item", "bbox": { "l": 34.08, "t": 517.96, "r": 113.28, "b": 502.08 }, "text": "Email Policy", "marker": "•", "reading_order": 6 }, { "id": "p3.8", "order": 8, "type": "heading", "bbox": { "l": 34.56, "t": 486.24, "r": 102.48, "b": 471.84 }, "text": "CONTACTS:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 7 }, { "id": "p3.9", "order": 9, "type": "table", "bbox": { "l": 35.04, "t": 456.96, "r": 575.76, "b": 425.04 }, "text": "", "attrs": { "block_label": "table", "n_rows": 1, "n_cols": 4, "integrity": { "cells_checked": 4, "cells_flagged": 0 } }, "children": [ { "id": "p3.9.1", "order": 10, "type": "table_cell", "bbox": { "l": 41.775, "t": 453.15, "r": 131.463, "b": 426.13 }, "text": "Subject\nGeneral Questions", "attrs": { "row": 0, "col": 0, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true, "column_header": true, "header_source": "pdf" }, "reading_order": 0 }, { "id": "p3.9.2", "order": 11, "type": "table_cell", "bbox": { "l": 190.08, "t": 453.15, "r": 270.708, "b": 426.13 }, "text": "Office\nOffice of the CIO", "attrs": { "row": 0, "col": 1, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true, "column_header": true, "header_source": "pdf" }, "reading_order": 1 }, { "id": "p3.9.3", "order": 12, "type": "table_cell", "bbox": { "l": 328.38, "t": 453.15, "r": 402.724, "b": 426.13 }, "text": "Telephone\n(502) 597-7000", "attrs": { "row": 0, "col": 2, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true, "column_header": true, "header_source": "pdf" }, "reading_order": 2 }, { "id": "p3.9.4", "order": 13, "type": "table_cell", "bbox": { "l": 439.17, "t": 453.15, "r": 553.914, "b": 426.13 }, "text": "E-mail\nWendy.Dixie@kysu.edu", "attrs": { "row": 0, "col": 3, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true, "column_header": true, "header_source": "pdf" }, "children": [ { "id": "p3.9.4.1", "order": 14, "type": "link", "bbox": { "l": 436.65, "t": 440.58, "r": 555.81, "b": 425.94 }, "text": "Wendy.Dixie@kysu.edu", "attrs": { "uri": "mailto:Wendy.Dixie@kysu.edu", "action_type": "/URI", "row": 0, "col": 3, "rowspan": 1, "colspan": 1 }, "reading_order": 0 } ], "reading_order": 3 } ], "reading_order": 8 }, { "id": "p3.10", "order": 15, "type": "heading", "bbox": { "l": 34.56, "t": 408.48, "r": 90, "b": 394.56 }, "text": "HISTORY:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 9 }, { "id": "p3.11", "order": 16, "type": "table", "bbox": { "l": 35.52, "t": 378.96, "r": 576, "b": 345.12 }, "text": "", "attrs": { "block_label": "table", "n_rows": 1, "n_cols": 3, "integrity": { "cells_checked": 3, "cells_flagged": 0 } }, "children": [ { "id": "p3.11.1", "order": 17, "type": "table_cell", "bbox": { "l": 41.775, "t": 376.13, "r": 159.615, "b": 348.85 }, "text": "Revision Type\nIssued (New Regulation)", "attrs": { "row": 0, "col": 0, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true }, "reading_order": 0 }, { "id": "p3.11.2", "order": 18, "type": "table_cell", "bbox": { "l": 284.63, "t": 376.13, "r": 409.838, "b": 348.85 }, "text": "Date of Issuance/Revision\nJune 2025", "attrs": { "row": 0, "col": 1, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true, "column_header": true, "header_source": "pdf" }, "reading_order": 1 }, { "id": "p3.11.3", "order": 19, "type": "table_cell", "bbox": { "l": 424.17, "t": 376.13, "r": 565.086, "b": 348.85 }, "text": "Drafter(s)/Editor(s)\nWendy Dixie and Zach Atwell", "attrs": { "row": 0, "col": 2, "rowspan": 1, "colspan": 1, "bbox_refit": true, "merged_continuation": true, "column_header": true, "header_source": "pdf" }, "reading_order": 2 } ], "reading_order": 10 } ] } ] }