BİM.PR.16 — Corporate Email Account Creation Procedure
| Document No | BİM.PR.16 | Version | 1.0 | Initial Release | 26.04.2026 |
|---|---|---|---|---|---|
| Owner Group | System and Server Management | ||||
| Approved by | Mehmet ARARAT — IT Director | ||||
| Legal Basis | KVKK Art. 4–5 · ISO/IEC 27001:2022 A.5.16 | ||||
| Related Documents | KYS.POL.01 P04 (Email), KYS.POL.03, KYS.POL.04, BİM.PR.12, BİM.PR.13, BİM.PR.15, BİM.PR.18 |
1. Purpose and Scope
Within the framework of KYS.POL.01 P04 (Email Policy), this procedure defines the minimum standards for raising a corporate email account creation request on Google Workspace, the approval chain, naming conventions, and the welcome pack. Applies to newly appointed staff and registered students.
2. Email Platform and Ownership
The University corporate email service runs on Google Workspace (G-Suite).
- Staff:
@hku.edu.tr - Students (registered from 2025):
<student_id>@std.hku.edu.tr
Ownership (P04 s.462 — Clause 1.3.3): Email addresses created under the institutional domain cannot be used as personal email. Ownership rights always remain with the domain owner (the University). Electronic communications sent via the institutional domain represent the University.
3. Account Creation Authority
Users cannot request their own email account. Requester and approval chain:
| User Type | Request Opened by | Approval |
|---|---|---|
| Administrative staff | HR Directorate | Line Manager → HR → BIM |
| Academic staff | Department Secretary / HR | Head of Department → Dean → HR → BIM |
| Part-time staff | Line Manager | Line Manager → HR → BIM |
| Visiting faculty | Inviting department | Head of Department → Dean → HR → BIM |
| Students (automatic) | Student Affairs Directorate | Automatic upon registration |
4. Email Naming Convention
Staff accounts are created according to the following rules:
| Scenario | Format | Example |
|---|---|---|
| 1 first name, 1 surname | firstname.lastname |
Ali Yıldız → ali.yildiz |
| 2 first names, 1 surname | <initial of 1st name><2nd name>.<surname> |
Mehmet Ali Yılmaz → mali.yilmaz |
| 1 first name, 2 surnames | <firstname>.<initial of 1st surname><2nd surname> |
Sema Akçı Kaya → sema.akaya |
| 2 first names, 2 surnames | <initial of 1st name><2nd name>.<initial of 1st surname><2nd surname> |
Ayşe Zehra Tanrıöver Kaya → azehra.tkaya |
Character conversion: ç→c · ğ→g · ı→i · İ→i · ö→o · ş→s · ü→u. All lowercase, spaces/hyphens removed.
Conflicts: The next letter of the second first name/surname is added; if still conflicting, a number is appended (ali.yildiz2). Decision rests with BIM System and Server Group.
5. SLA
Account activated within 1 business day of HR record completion + welcome email sent.
6. Welcome Pack
Sent to the user’s personal email address:
- Corporate username + one-time temporary password
portal.hku.edu.trfirst-login guide (mandatory password change)- 2FA setup instructions (mandatory — BİM.PR.13)
- Reminder sent to users who have not set up 2FA within 7 days
- Account temporarily suspended after 14 days
- Mandatory personal mobile number registration (with KVKK Privacy Notice)
- KYS.POL.04 (Internet Access) summary and full-text link
- KYS.POL.03 (KVKK) and privacy notice links
- Help Desk: 444 6 458 / extension 8002,
destek@hku.edu.tr,destek.hku.edu.tr - Free software catalogue (BİM.PR.29)
7. Standard Email Signature (KYS.POL.01 P01 s.357)
The following standard signature is used in all outgoing emails:
“This email message and any attachments are intended solely for the recipient(s) listed in the address field. If you are not the intended recipient, please notify the sender immediately. Do not distribute, copy, disclose the content of this message, or print it — delete it without printing. The views and opinions expressed in this message cannot be attributed to Hasan Kalyoncu University in any way, nor are they binding upon our institution. Although all necessary precautions have been taken to prevent viruses and malicious software from being embedded in this message, our institution accepts no legal liability for any loss or damage this message may cause to your system. https://www.hku.edu.tr”
An English version is available in the Google Workspace signature template. The welcome email includes a guide for adding the signature image.
8. Account Type Limits
- Guest students and summer school students → no corporate email (BİM.PR.15)
- Part-time staff → corporate email provided (for contract duration)
- Visiting faculty → corporate email provided (for invitation period)
9. KVKK
Personal data processed upon account creation (name, national ID, staff number, personal mobile, extension) is recorded under KYS.POL.03. The Privacy Notice is included in the welcome email.
10. 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