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