Hasan Kalyoncu University Bilişim Teknolojileri Hasan Kalyoncu University
TREN

Email Account Procedure

Hasan Kalyoncu University (HKU) assigns an institutional email account on Google Workspace infrastructure to all students and staff. This account serves as a Single Sign-On identity for official correspondence, OBS, OYS, EBYS, SAP, library resources, and other institutional services.

Important: Your institutional email account is protected under ISO/IEC 27001:2022. Sharing your account credentials with third parties is strictly prohibited.

1. Account Creation

Account creation is carried out automatically; you do not need to submit a separate application.

  • Students: Within 24 hours after final enrollment is completed.
  • Academic and administrative staff: Within 1–2 business days after HR submits the start-of-duty notification.

2. Email Naming Conventions

HKU email addresses are created according to the standards below. Requests for non-standard addresses will not be accepted.

User Type Format Example
Student studentnumber@std.hku.edu.tr 202312345@std.hku.edu.tr
Staff (single first name + single last name) firstname.lastname@hku.edu.tr mehmet.yilmaz@hku.edu.tr
Staff (two first names, e.g. Mehmet Ali Yilmaz) firstinitial+secondname.lastname@hku.edu.tr mali.yilmaz@hku.edu.tr
Staff (two last names, e.g. Ayse Asci Gundogdu) firstname.secondlastinitial+secondlastname@hku.edu.tr ayse.agundogdu@hku.edu.tr
Group / unit topic@hku.edu.tr iletisim@hku.edu.tr
Student accounts: Students enrolled in 2025 or later have their student number as their email address and login username (e.g., 202312345@std.hku.edu.tr). Students enrolled before this date use the same name.surname format as staff. Students enrolled in more than one department or programme are assigned a separate account for each enrolment (student number).

3. What Do I Need to Do?

  1. Go to mail.google.com.
  2. Enter your assigned institutional email address in the username field exactly as provided.
  3. Enter your temporary password.
  4. The system will redirect you to the password change screen; set a new password that complies with the HKU password policy.
  5. Enable two-factor authentication (2FA). This step is mandatory.
  6. Register your recovery phone number and an alternative email address.

4. Differences Between Student and Staff Accounts

  • Domain: Students use the @std.hku.edu.tr domain; staff use @hku.edu.tr.
  • Storage quota: Students start with 15 GB and staff with 30 GB of Drive space.
  • Sharing permission: Staff accounts can be authorized to share outside the domain; student accounts have only intra-HKU sharing enabled by default.

Frequently Asked Questions

I forgot my password. What should I do?
Use the self-service method on the Password Policy and Reset page, or submit a request via desk.hku.edu.tr.

Can I get an email alias?
No. Deviations from the standard naming convention are not permitted. A shared address may only be defined for group/unit accounts.

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