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Shared (Group) Email Policy

Shared (Group) Email Policy

A shared email address may be defined for departments, units, commissions, projects, and event groups within Hasan Kalyoncu University. These addresses ensure continuity of institutional communication without dependence on any individual.

1. Situations Requiring a Shared Email Address

  • Permanent administrative units (bap@, muhasebe@, kutuphane@, sks@, etc.).
  • Commissions (etikkurul@, burskomisyonu@, akreditasyon@, etc.).
  • Projects and research groups (tubitak2209@, erasmus@, etc.).
  • Events and conferences (sempozyum2026@, etc.).
  • Communication points where more than one person needs to manage the same inbox.
Note: Official communication addresses must always be configured as a group email account. An individual personal address may not be published as an official communication point.

2. Naming Convention

  • Format: topic@hku.edu.tr
  • Examples: iletisim@hku.edu.tr, bap@hku.edu.tr, erasmus@hku.edu.tr, muhasebe@hku.edu.tr
  • The name consists only of lowercase letters and digits; no spaces, Turkish characters, or periods.
  • Abbreviations should be common and understandable.

3. Request Process

  1. The unit manager or commission chair opens a request under the “Group Email Request” category at desk.hku.edu.tr.
  2. The request form must include: the requested address, purpose and duration of use, responsible manager, member list, and whether external communication will be enabled.
  3. Written approval from the unit head is required for permanent administrative addresses.
  4. BIM creates the address in Google Workspace and grants access to the responsible manager.

4. Manager Responsibilities

  • Keep the member list up to date; remove departing members promptly.
  • Ensure the inbox is monitored and responded to regularly.
  • Prefer delegate access using members own institutional accounts rather than a shared password for the account.
  • Prevent the account from being used for personal purposes.

5. Security Requirements

  • The group email password (if required) must be at least 12 characters, complex, and renewed every 90 days.
  • Every message sent from the group email represents the institution.
  • Suspicious emails received from outside should be forwarded to kvkk@hku.edu.tr.
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