Overview
Hasan Kalyoncu University provides academic staff with unlimited institutional e-mail and administrative staff with 30 GB quota through the Google Workspace for Education infrastructure. Mail works as an integrated whole with Calendar, Drive, Meet, and Google Groups. Spam/phishing protection, DKIM/DMARC, and mandatory 2FA ensure account security.
- Unlimited storageFor academic users (Workspace EDU)
- Spam & phishing protectionDKIM / DMARC / SPF active
- 2FA mandatoryMulti-factor login on all accounts
- Workspace for Educationeduroam-supported identity at 5,000+ institutions
Our Services
Institutional Mail Activation
@hku.edu.tr account created within 1 business day after HR / Student Affairs registration.
Group Mailing / Lists
academic@, administrative@, departmental and project groups managed via Google Groups.
Bulk Mail Authorization
Sponsor-approved bulk mail authorization for departmental announcements (BIM.PR.17).
Calendar Sharing
Individual / resource calendar sharing, room reservation, event invitations.
Drive Sharing
Departmental shared Drive, project files, external sharing policy.
Meet Meeting Account
Unlimited-duration recorded meetings; up to 250 participants for academic / 100 for administrative accounts.
Mail Alias / Forward
Departmental alias, role-based forwarding, and auto-reply management.
Privacy Controls
Access request logging, KVKK-compliant content auditing (BIM.PR.18 + KVKK.PR.04).
Service Level
| Scope | Target |
|---|---|
| New mail account (after HR / Student Affairs) | 1 business day |
| Spam / phishing analysis and response | 4 hours |
| Group mailing open / close | 2 business days |
| Bulk mail authorization approval | 3 business days |
| Mail content access request (rector's written approval) | 5 business days |
| Service availability (Google Workspace) | 99.9% (Google SLA) |
Who Can Access
- Academic staff (
@hku.edu.tr, unlimited storage) - Administrative staff (
@hku.edu.tr, 30 GB) - Undergraduate / graduate students (
@std.hku.edu.tr) - Visiting academic (up to 12 months)
- Contracted staff (BIM approval required)
- Departmental group mail membership (sponsor-approved)
How to Apply
Fill in the Form
If you do not have an HR / Student Affairs registration, fill in BIM.FR.01 — Institutional Account Request Form at desk.hku.edu.tr and submit it for department head approval.
Account Activation
Within 1 business day of approval, your firstname.lastname@hku.edu.tr account is created; a temporary password is sent to your registered personal e-mail.
Signature and 2FA Configuration
After your first login, add the institutional signature template (BIM.TL.01) and complete 2FA activation (BIM.TL.05).
Frequently Asked Questions
Open the e-mail in Gmail → (⋮) menu at top right → Report phishing. Also forward the suspicious e-mail as an attachment to guvenlik@hku.edu.tr. The BIM Security team analyzes it within 4 hours and applies a university-wide block (BIM.PR.18).
The department head opens a Bulk Mail Authorization Request form (BIM.FR.06) at desk.hku.edu.tr. The request must include the justification and target audience (academic / administrative / student / segment). Authorization is defined within 3 business days of approval (BIM.PR.17).
Administrative accounts have a 30 GB quota. Review usage in the Google One Storage panel; use the has:attachment larger:10M search to identify large attachments to free up space. Academic users have unlimited quota; if the issue is temporary, you can request additional quota at desk.hku.edu.tr.
Approval of the list’s moderator (usually the department secretary) is required. You can find the list at groups.google.com and click the Join button, or submit a membership request to your department head within the scope of BIM.PR.17.
No; your mail content belongs solely to you. Only with rector’s written approval + KVKK-compliant legal justification (combating crime, audit, litigation) can the BIM Security team access it under supervision. This process is logged in accordance with BIM.PR.18 and KVKK.PR.04 procedures.
Related Procedures and Instructions
- BIM.PR.16 — Institutional Account Management
- BIM.PR.17 — Group and Bulk Mail Authorization
- BIM.PR.18 — E-mail Security and Incident Response
- BIM.TL.01 — Institutional Mail Signature Instruction
- BIM.TL.05 — 2FA Activation Instruction
- BIM.FR.01 — Institutional Account Request Form
- BIM.FR.02 — Group Mail Authorization Form
- BIM.FR.06 — Bulk Mail Authorization Form
All QMS documents are published at kalite.hku.edu.tr.