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REGULATION TITLE: Email Management and Use

APPLIES TO: Students, Faculty, Staff, and all others who use KSU email resources

ADMINISTRATIVE AUTHORITY: Chief Information Officer (CIO) Department of Information Technology (IT)

APPROVED BY:

Kentucky State University Board of Regents

EFFECTIVE DATE:

August 8, 2025

NEXT REVIEW DATE:

August 8, 2028

REGULATION STATEMENT:

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.

DEFINITIONS:

Group/Departmental Account

An email account assigned to a university unit rather than an individual.

Emeritus Account

An email account provided to a faculty member who has been granted emeritus status.

Consultant/Contractor Account

A temporary email account provided to a non-employee for official KSU business.

PROCESS:

Account Creation and Naming

• Employee email accounts are created based on the official name in Human Resources records.
• Student email accounts are created based on the official name in the Registrar's records.
• 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.

Account Security and User Responsibility

• Users must not share their email account passwords.
• Users are fully responsible for all activity performed by their email account.
• 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.
• IT has the authority to disable any user's email access if a security breach occurs or is suspected.

Acceptable and Unacceptable Use

• Incidental personal use of KSU email is permitted, provided it does not interfere with KSU operations or an individual's duties.
• 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.

Mass Email

• Only Marketing, Public Relations, and other personnel designated by the President may send emails to the entire campus (all staff, faculty, or students).
• 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.

Account Lifecycle Management

• Special Accounts:

• oRequests for group or departmental email accounts require prior authorization from Public Relations/Marketing before being sent to IT.
• oRequests for emeritus email accounts require prior authorization from Academic Affairs.

• oConsultant or contractor accounts require a demographic record on file with HR and an active employee sponsor.
• Termination of Employment: When an employee terminates employment, HR will notify IT to disable the employee's account on their last day of employment.

• Inactive Accounts:

• oFor 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.
• oFor security purposes, a student account that has not been logged into for 2 years will be disabled, unless a special exception is granted.

REFERENCES AND RELATED MATERIALS:

• Email Policy

CONTACTS:

HISTORY: