Hasan Kalyoncu University Bilişim Teknolojileri Hasan Kalyoncu University
TREN

BIM.PR.17 — Bulk Email Sending Authorization

Document NoBİM.PR.17
Version1.0
Initial Release26.04.2026
Owner GroupSystem and Server Management
Approved byMehmet ARARAT — IT Director
Legal BasisKVKK Art. 5 · Law No. 6563 on Electronic Commerce · ISO/IEC 27001:2022 A.5.13
Related DocumentsKYS.POL.01 P04, KYS.POL.03, KYS.POL.04, BİM.PR.16, BİM.PR.18

1. Purpose and Scope

Defines the framework for granting bulk email sending authorisation, usage rules, and audit controls for bulk emails sent via the Hasan Kalyoncu University corporate email system.

2. Positions Eligible to Request Authorisation

  • Deans and Vice Deans
  • Department Secretaries (for communications to their own department students)
  • Directors of Institutes and Vocational Schools
  • Corporate Communications and Public Relations Unit
  • Student Affairs Directorate
  • General Secretariat
  • Rector’s Office
  • IT Directorate
  • KVKK Commission

3. Approval Process

destek.hku.edu.tr → “Bulk Email Authorisation Request” form → line manager approval → IT Director approval → Google Workspace configuration.

4. Limits and Rules

Rule Value
Default sending limit 500 recipients / message
Special authorised unlimited Available (Rector’s Office, Corporate Communications, KVKK Commission)
Daily sending count Maximum 3 messages / day / authorised user
Authorisation validity 1 year, renewed thereafter

5. Content Rules (P04 + Law No. 6563)

  • Subject line ≤ 70 characters
  • Signature must include name-surname, title, unit, extension (BİM.PR.16 s.7 standard signature)
  • Personal data (national ID, personal mobile) must not be included in bulk emails
  • Third-party advertising/promotion is prohibited (P04 s.32)
  • Explicit consent required for marketing content (KVKK Art. 5 + Law No. 6563)
  • Email must include the note: “If this announcement does not concern you, you may request removal via kvkk@hku.edu.tr“

6. Audit

  • Spam and reputation filter applied automatically
  • Suspicious content is routed to manual approval (IT System and Server Group)
  • Corporate Communications may optionally review for brand consistency

7. Violations

Immediately suspended; repeated violations result in permanent revocation. Serious violations (third-party advertising, unauthorised personal data sharing) are subject to KYS.POL.04 s.55.

8. 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

Share