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.