[ { "page": 1, "items": [ { "page": 1, "type": "TEXT", "location": { "l": 33.84, "t": 606, "r": 201.12, "b": 572.64 }, "text": "REGULATION TITLE: Email Management and Use", "reading_order": 0 }, { "page": 1, "type": "TEXT", "location": { "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": 1 }, { "page": 1, "type": "TEXT", "location": { "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": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 435.36, "r": 123.36, "b": 420.96 }, "text": "APPROVED BY:", "reading_order": 3, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "l": 33.84, "t": 417.36, "r": 289.68, "b": 401.76 }, "text": "Kentucky State University Board of Regents", "reading_order": 4 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 384.24, "r": 133.92, "b": 369.84 }, "text": "EFFECTIVE DATE:", "reading_order": 5, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 366.24, "r": 123.84, "b": 351.12 }, "text": "August 8, 2025", "reading_order": 6, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 33.84, "t": 332.4, "r": 154.8, "b": 318.24 }, "text": "NEXT REVIEW DATE:", "reading_order": 7, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 315.36, "r": 124.08, "b": 300 }, "text": "August 8, 2028", "reading_order": 8, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 283.68, "r": 187.2, "b": 269.04 }, "text": "REGULATION STATEMENT:", "reading_order": 9, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "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": 10 }, { "page": 1, "type": "TITLE", "location": { "l": 34.32, "t": 201.84, "r": 115.68, "b": 187.44 }, "text": "DEFINITIONS:", "reading_order": 11, "level": 2 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 168.96, "r": 187.2, "b": 155.52 }, "text": "Group/Departmental Account", "reading_order": 12, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "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": 13 }, { "page": 1, "type": "TITLE", "location": { "l": 34.08, "t": 120.24, "r": 125.76, "b": 108.24 }, "text": "Emeritus Account", "reading_order": 14, "level": 3 }, { "page": 1, "type": "TEXT", "location": { "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": 15 }, { "page": 1, "type": "TITLE", "location": { "l": 33.84, "t": 72.24, "r": 193.2, "b": 59.52 }, "text": "Consultant/Contractor Account", "reading_order": 16, "level": 2 }, { "page": 1, "type": "TEXT", "location": { "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": 17 } ] }, { "page": 2, "items": [ { "page": 2, "type": "TITLE", "location": { "l": 33.84, "t": 738.48, "r": 93.6, "b": 724.32 }, "text": "PROCESS:", "reading_order": 0, "level": 2 }, { "page": 2, "type": "TITLE", "location": { "l": 33.6, "t": 721.68, "r": 186.72, "b": 707.76 }, "text": "Account Creation and Naming", "reading_order": 1, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 691.68, "r": 512.16, "b": 677.76 }, "text": "Employee email accounts are created based on the official name in Human Resources records.", "marker": "•", "list_id": "L1", "level": 0, "reading_order": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 661.68, "r": 485.28, "b": 648 }, "text": "Student email accounts are created based on the official name in the Registrar's records.", "marker": "•", "list_id": "L1", "level": 0, "reading_order": 3 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 631.44, "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.", "marker": "•", "list_id": "L1", "level": 0, "reading_order": 4 }, { "page": 2, "type": "TITLE", "location": { "l": 33.36, "t": 587.52, "r": 240.96, "b": 573.84 }, "text": "Account Security and User Responsibility", "reading_order": 5, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.6, "t": 557.52, "r": 311.52, "b": 544.56 }, "text": "Users must not share their email account passwords.", "marker": "•", "list_id": "L2", "level": 0, "reading_order": 6 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.6, "t": 527.76, "r": 420.72, "b": 514.08 }, "text": "Users are fully responsible for all activity performed by their email account.", "marker": "•", "list_id": "L2", "level": 0, "reading_order": 7 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 498.24, "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.", "marker": "•", "list_id": "L2", "level": 0, "reading_order": 8 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.36, "t": 453.6, "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.", "marker": "•", "list_id": "L2", "level": 0, "reading_order": 9 }, { "page": 2, "type": "TITLE", "location": { "l": 33.84, "t": 424.08, "r": 206.88, "b": 410.4 }, "text": "Acceptable and Unacceptable Use", "reading_order": 10, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 393.84, "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": "•", "list_id": "L3", "level": 0, "reading_order": 11 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 349.44, "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.", "marker": "•", "list_id": "L3", "level": 0, "reading_order": 12 }, { "page": 2, "type": "TITLE", "location": { "l": 34.32, "t": 290.64, "r": 93.84, "b": 277.92 }, "text": "Mass Email", "reading_order": 13, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 34.32, "t": 261.12, "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).", "marker": "•", "list_id": "L4", "level": 0, "reading_order": 14 }, { "page": 2, "type": "LIST_ITEM", "location": { "l": 33.84, "t": 216.48, "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.", "marker": "•", "list_id": "L4", "level": 0, "reading_order": 15 }, { "page": 2, "type": "TITLE", "location": { "l": 33.84, "t": 172.32, "r": 192.96, "b": 158.88 }, "text": "Account Lifecycle Management", "reading_order": 16, "level": 2 }, { "page": 2, "type": "TITLE", "location": { "l": 34.08, "t": 142.32, "r": 142.08, "b": 129.12 }, "text": "• Special Accounts:", "reading_order": 17, "level": 2 }, { "page": 2, "type": "LIST_ITEM", "location": { "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": "o", "list_id": "L5", "level": 0, "reading_order": 18 }, { "page": 2, "type": "LIST_ITEM", "location": { "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": "o", "list_id": "L5", "level": 0, "reading_order": 19 } ] }, { "page": 3, "items": [ { "page": 3, "type": "LIST_ITEM", "location": { "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.", "marker": "o", "list_id": "L6", "level": 0, "reading_order": 0 }, { "page": 3, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 709.92, "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": "•", "list_id": "L6", "level": 0, "reading_order": 1 }, { "page": 3, "type": "TITLE", "location": { "l": 33.84, "t": 665.04, "r": 146.4, "b": 652.56 }, "text": "• Inactive Accounts:", "reading_order": 2, "level": 2 }, { "page": 3, "type": "LIST_ITEM", "location": { "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.", "marker": "o", "list_id": "L7", "level": 0, "reading_order": 3 }, { "page": 3, "type": "LIST_ITEM", "location": { "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.", "marker": "o", "list_id": "L7", "level": 0, "reading_order": 4 }, { "page": 3, "type": "TITLE", "location": { "l": 33.6, "t": 548.16, "r": 266.88, "b": 533.52 }, "text": "REFERENCES AND RELATED MATERIALS:", "reading_order": 5, "level": 2 }, { "page": 3, "type": "LIST_ITEM", "location": { "l": 34.08, "t": 516.24, "r": 113.28, "b": 502.08 }, "text": "Email Policy", "marker": "•", "list_id": "L8", "level": 0, "reading_order": 6 }, { "page": 3, "type": "TITLE", "location": { "l": 34.56, "t": 486.24, "r": 102.48, "b": 471.84 }, "text": "CONTACTS:", "reading_order": 7, "level": 2 }, { "page": 3, "type": "TABLE", "location": { "l": 35.04, "t": 456.96, "r": 575.76, "b": 425.04 }, "text": "
SubjectOfficeTelephoneE-mail
General QuestionsOffice of the CIO(502) 597-7000Wendy.Dixie@kysu.edu
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Revision TypeDate of Issuance/RevisionDrafter(s)/Editor(s)
Issued (New Regulation)June 2025Wendy Dixie and Zach Atwell
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