Email and Mailing Group Naming Rules

The General Administration of Information Technology follows specific rules for naming emails and mailing groups and creating email addresses for official entities within the university's organizational structure. Examples include (University Administration, faculties, centers, deanships, etc.). An entity is considered independent if it has a primary entity number in the employee affairs system. It is considered dependent if it has a number linked to a main entity in the employee affairs system. If the entity does not have a number in the system, its reference will follow the number of the parent entity regarding abbreviations. The rules are laid out in five articles as follows:

The email code consists of the following parts, separated by a hyphen "-", as follows:

  • First part: abbreviation of the official entity name, according to Articles (3-1) and (3-2).
  • Second part: abbreviation of the email purpose. For example: department name, position, committee, club, etc., according to Article (3-3).
  • For branches, an abbreviation of the branch is added at the end of the first part without a "-", according to Article (3-4).

The General Administration of Information Technology has the authority to create mailing groups for entities and follow the general naming rules outlined in Article (1). It must be ensured that the mailing group name is not already used as an official email address. The word "group" should be added. For example: mailing group for graduates of the Applied College.
acg-alumnigroup@kau.edu.sa

(1-3) Approved Names and Abbreviations for Senior Management:

Entity/Branch Name Name Abbreviation
University President president president
University Vice President Vice Presidency vp
Vice President for Development Vice President for Development vpd
Vice President for Graduate Studies and Scientific Research Vice Presidency for Graduate Studies and Scientific Research vpgssr
Vice President for Projects Vice President for Projects vpp
Vice President for Business and Knowledge Creativity Vice presidency for business and Knowledge creativity vpbkc
University Vice Presidency of Academic Affairs University Vice Presidency of Academic Affairs vpaa

(2-3) Approved Names and Abbreviations for Entities:

Entity/Branch Name Name Abbreviation
Administration Administration a
Deanship Deanship d
Faculty Faculty f
Hospital hospital hospital
Center Center c
Assistant Vice President Assisant Vice President avp
Institute Institute i
Society Society s

(3-3) Approved Names and Abbreviations for Sub-Entities:

Entity/Branch Name Name Abbreviation
Deanship Agencies Vice Dean vd
Chairs chair chair
Secretariat Secretary s
Unit Unit u
Department Department d
Committees Committees cmte
Clubs club club
Programs programs prog
Postgraduate Diplomas post grade diploma pgdplm
Pre-University Diplomas under grade diploma ugdplm
Scientific Journals journal journal
Social Media Accounts social social
Alumni alumni alumni
Platform Platform PLT
Endowment waqf waqf
Board board board
Initiative initiative init
Office office o
Laboratory laboratory lab

(4-3) Branch Abbreviations Table:

Entity/Branch Name Name Abbreviation
Rabigh rabigh rb
Women’s Campus women’s campus w

Exceptions to the rules in Article (1) can be requested formally, provided the name is not already reserved or used as an official email for another entity. Cases include:

  • Emails for senior leadership positions. For example: Dean (dean), Vice Dean (ViceDean).
  • Emails for official communication with external entities. For example: Public Relations email (pr@kau.edu.sa).
  • Emails for events and occasions such as committees, chairs, boards, conferences, platforms, and councils after approvals from authorized entities. For example: Advisory Board email (aboard@kau.edu.sa).

Requesting an email or mailing group passes through several stages:

  • Request Stage:
    1. Official Email: Requested through the Itmam system at https://itmam.kau.edu.sa. Steps: Create new request ← Email & SMS Services ← Select Create Official Email Code ← Complete details ← Submit.
    2. Mailing Groups: Requested via MARZ system. Requires access to MARZ. Steps: Login ← Select Entity ← Communication Tools ← Request Mailing Group ← New Request ← Complete details ← Submit.
  • Review Stage:
    1. Email: Checked for compliance with naming rules, duplication, and field limits (20). Non-compliance triggers communication for approval.
    2. Mailing Groups: Checked for compliance and duplication.
  • Execution Stage:
    1. Email: After approval, the user receives username & password, and the request is closed.
    2. Mailing Groups: After compliance confirmation, the request is approved. Non-compliance results in rejection with explanation.