Creating compliant email addresses - Instructions for private providers

An email address is made up of a username and a domain name and both must be compliant.

Examples of compliant and non-compliant usernames:

Examples of compliant and non-compliant domain names:

If all users have compliant email addresses (both username and domain name) no further action is required.

• Log into KIMS (Service Provider Admin access)

If you have a large number of users, we have created a report of all their email addresses to make it easier to identify the non-compliant ones. To find and export this report:

• Click on 'More'.

• Click on ‘Reports’.

• Click on the toggle filter.

• Type in the word 'user'.

• Click on 'User Management - Users'.

• Click on 'Export'.

• Click on 'Export'.

• Export the report and identify the email addresses for active users that are not compliant. If any inactive KIMS users will need access to Arrival, you will also need to check and update their email addresses (if required).

If you only have a small number of users, you can see all their email addresses on the ‘User Management’ page. To access this page:

• Click on ‘Service Provider/Services'.

• Click on ‘User Management’.

• From your list of active users, identify the email addresses that are not compliant. If any inactive KIMS users will need access to Arrival, you will also need to check and update their email addresses (if required).

• You will need to register for a private domain name and set up a business email account
• Information about how to set up your own business email account can be found on the Business Victoria website
• edu.au domain licences are available to recognised Australian education and training providers, projects and programs, including childcare centres and preschools, government and non-government schools, universities and higher education providers, Registered Training Organisations, bodies serving overseas students, peak bodies and professional associations. Contact the Domain Register for support
• When you set up email addresses with your new private domain name, remember to make sure the usernames are also compliant.

• Check if the user has an existing compliant email address that can be used instead, for example their email address in KIMS is manager@ or admin@ but they also have a work email address with a compliant username
• If they don’t have an existing compliant email address, contact your email or web host to update the user’s email address with a compliant username.

• Contact your email or web host for support to create additional email addresses.

• Log into KIMS.
• Click on ‘Service Provider/Services’.

• Click on ‘User Management’.

• On the ‘User Management’ page, find the user whose email address you need to update.
• Click on the ‘Edit’ tab on the right-hand side of the page.

• Delete the non-compliant email address, add in the new email address and click ‘Save’.

• Click 'Ok'.

• The email address is now updated.
• Remember to let staff know that their email addresses have been updated in KIMS. New email addresses can also be used for other work purposes if you wish.

If you have any problems with this step, please contact the Health and Early Learning Practitioners Helpdesk on 1800 614 810 or via the helpdesk portal.

For any other questions about user emails, please contact the Arrival Implementation team at arrival.implementation@education.vic.gov.au