Email

Email service is provided to all University members, including student, staff, alumni as well as retirees. HKBU email service is accessible using SSOid, which is created whenever a member join the University. University members can access their email via various means:

Email Account Creation Policy

Email accounts for all staff, students and departments have already been automatically created. There are occasions where departments / staff may require additional accounts to facilitate their educational collaboration or legitimate business with the University. For such, special email accounts may be requested by departments/offices for the following purposes:

  • Research centre / institution
  • University event / activity / conference / consultation session / forum
  • Academic project
  • Staff recruited and stationed in PRC / HKBU affiliates
  • New academic programme / concentration
  • Special committee / functional body

Guideline for Email Account Creation:

  1. All accounts should be provided on a need basis;
  2. Allow sufficient lead time for account processing;
  3. Proper justification is expected;
  4. Multiple accounts should not be requested for a particular identity for different operating functions, e.g. different email accounts for different kinds of email topics;
  5. An application should be authorized by the Dean of Faculty/School, Director of Centre/Programme or Head of Department/Office;
  6. All accounts created upon request will have a validity period of no more than 3 years for which subsequent extension may be requested if needed.

Guidelines on using Gmail
Email Disclaimer and Environment Protection Slogan

In order to present a consistent image of the University, all outgoing external messages sending via the University mail server will have a standard U-wide email disclaimer and slogan embedded. The content of the disclaimer and slogan is shown as follows:

disclaimer

Mass Mail Distribution Policy

Users should refrain from sending bulk emails. Where possible, users should first consider disseminating information to the University community through the e-Announcement channel. Users may use their application system (e.g. SIS) to send out bulk emails at their discretion, if such function is available.

Previously, approval must be obtained from P/VC, Provost, VPs or Associate VPs for mass email delivery by ITO to all staff and/or all students. Per SECO’s approval as announced by AVP(E), with effect from 3 July 2017, all Deans, Director of AVA and Heads of Administrative Offices are now authorised to endorse such requests according to the mass mail submission and approval requirements below:

Mass Mail Recipients Approvers Cutoff Time* Delivery Time*
All staff and/or all students P/VC, Provost, VPs or Associate VPs 17:30 ASAP
Dept, Faculty, School, Centre: Deans or Director of AVA
Admin Offices: Head
15:00 After 19:00
Recipients with email addresses provided Dept, Faculty, School, Centre: Deans or Director of AVA
Admin Offices: Head
15:00 After 19:00
*Mon – Fri except public holidays

Please make sure these guidelines are complied with before a request is submitted using the Mass Mail Distribution Request Form.

Email Anti-Spamming System User Guide
Free of Charge