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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.
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## 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.
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Consultant 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:
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.
For 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: