Kansas State University

Updates to email account retention and automatic forwarding policy 

Submitted by Division of Information Technology

Recently, K-State updated its policies — see PPM 3400 — as part of the IT Transformation to modernize and protect our IT infrastructure and comply with state policies and best practices. These updates have resulted in specific changes to email use, retention and automatic forwarding:

1. University email accounts: Faculty and staff must use university email accounts for official university business communications in accordance with defined policies. University email accounts are those with the domain name @KSU.edu or other university-approved vanity domain names used by specific departments or units for official purposes. Use of departmental or personal email accounts that are not university-approved — i.e., external providers such as Gmail, Yahoo, etc. — are prohibited for university business.
2. Automated email forwarding from a university account to non-university email addresses is prohibited. However, forwarding to other K-State email addresses, such as  vet.k-state.edu, kstatesports.com, and k-state.com, is temporarily permitted as long as it complies with applicable policies. As was announced last month, automatic email forwarding will be deactivated March 13.
3. Email best practices: Users should not assume privacy in emails and must be cautious with attachments and mass distribution messages, adhering to copyright laws, restricted data and license agreements.
4. Manual email forwarding to non-university email addresses for business-related purposes is allowed so long as the information forwarded does not violate applicable law or university policy, including the university’s Data Classification and Storage Policy.

Once a person leaves the university, access to their K-State email account will be deactivated based on the following schedule:

• Student accounts will be deactivated two years after leaving the university.
• Faculty accounts will be deactivated 240 days after leaving the university.
• Staff accounts, including those who retire from K-State, will be deactivated 30 days after leaving the university.
• Active emeritus faculty/staff and distinguished professors will retain access to their accounts. However, as part of new policies, accounts must use Duo two-factor authentication and users must complete annual cybersecurity training to maintain good standing.

All K-State students, faculty and staff are provided with a K-State email account as an official communications channel for university business communications. You are responsible for regularly checking your email for important updates, whether you are a student, faculty member or staff member. Please remember that your K-State email account should only be used for university-related business.

As we continue to work together to strengthen K-State’s IT infrastructure, we appreciate your continued partnership and support. Adapting to an ever-evolving technological landscape is no easy task. However, taking needed steps to modernize and protect our IT infrastructure will help K-State continue to inspire learning, creativity, discovery and engagement and must adhere to university and state policies.