BİM.PR.15 — Account Lifecycle and Offboarding Procedure
| Document No | BİM.PR.15 | Version | 1.0 | Initial Release | 26.04.2026 |
|---|---|---|---|---|---|
| Owner Group | System and Server Management | ||||
| Approved by | Mehmet ARARAT — IT Director | ||||
| Legal Basis | KVKK Art. 7, Art. 12 · ISO/IEC 27001:2022 A.5.16 · BİGDES | ||||
| Related Documents | KYS.POL.01 P02 (Personnel Security), KYS.POL.03, KYS.POL.05 (Retention-Disposal), BİM.PR.05, BİM.PR.16, BİM.PR.18 |
1. Purpose and Scope
Within the scope of KYS.POL.01 P02 (Personnel Security) and KYS.POL.05 (Retention and Disposal), this procedure defines the minimum standards for creating, monitoring, suspending, and closing corporate accounts from the start to the end of a member’s affiliation with the institution.
Covers all student, staff, and guest users.
2. Start of the Countdown
Periods begin on the official separation date:
- Administrative staff: Last working day as recorded by the HR Directorate
- Academic staff: Contract/appointment end date
- Students: Graduation or registration expiry date
3. Access Periods by User Type
| User Type | Email (Google Workspace) | Other Corporate Systems |
|---|---|---|
| Administrative staff departure | 90 days read-only | Closed immediately |
| Academic staff departure | 180 days read-only | Closed immediately |
| Student graduation | 180 days | Closed immediately |
| Terminated (disciplinary/contract termination) | 15 days | Immediately closed |
| Part-time staff | Contract period + 30 days | Same |
| Visiting faculty | Invitation period + 30 days | Same |
| Guest/summer school students | No account issued | — |
SIS, EBYS, LMS, VPN, library, BAP, etc. are closed immediately without exception. Only the mailbox remains open according to the table above.
4. Upon Expiry of the Period
- The mailbox is archived (retained in BIM backup for 1 year).
- At period end, personal data is deleted in periodic disposal (every 6 months, first Tuesday of the month) pursuant to KYS.POL.05 s.8.1 retention schedule and KVKK Art. 7.
- Warning emails are sent to the user 30, 7, and 1 day in advance.
5. Period Extension
Can be extended with written request from the line manager + approval of the IT Director. Typical justifications:
- Ongoing scientific project (academic)
- Open administrative/legal investigation
- Judicial requirement
6. Email Forwarding
At the request of the line manager, emails received at the departing staff member’s address may be forwarded to their replacement for 6 months. Auto-reply: “This email address is no longer in use. Replacement contact: firstname.lastname@hku.edu.tr”. Content transfer is not performed; users may download their own email content via Google Takeout before departure.
7. Financial Settlement
If an assigned device has not been returned or has suffered negligence-related damage/loss during offboarding, the remaining value will be calculated in the settlement process coordinated by the Finance Directorate and HR Directorate (BİM.PR.19). Settlement is made against salary/compensation; no separate legal proceedings are initiated.
8. KVKK
During the period, the user may exercise their rights under KVKK Art. 11 via KEP hasankalyoncu.unv@hs01.kep.tr or the application form. Requests are responded to within 30 days.
9. Entry into Force
26.04.2026; revised every January/July.
Hasan Kalyoncu University · IT Directorate
Osmanlı Mah. Havaalanı Yolu Üzeri 8. Km 27010 Şahinbey/Gaziantep
444 6 458 · destek@hku.edu.tr · destek.hku.edu.tr · portal.hku.edu.tr
KEP: hasankalyoncu.unv@hs01.kep.tr