Student accounts should not be used for department work. Staff accounts should be created in DIMS for all new student employees.
Add student staff to a department mailbox
Two things must be completed first.
Once the student staff account is activated and it has been added to the department MB Access group the student staff person should,
Log in to their department work computer with their student staff account – NOT their student account.
Open the installed Outlook desktop application (not OWA) and add the department mailbox to the student staff mailbox by selecting File at the upper-left in Outlook, then click Add Account and enter the full mailbox name, e.g. email@example.com.
Student staff accounts which have not yet been activated
If you have students who have not yet activated their student staff accounts, the account may very likely have an automated Abandoned Mailbox Policy applied. Your department DIM and their abandoned student staff account would both have received an email to this effect at the time.
The Abandoned Mailbox Policy:
Once the account is activated, the abandoned account notifications will stop. The Out of Office message reporting the account is unmonitored will not stop until the student removes the Out of Office from the Student Staff mailbox. That account will receive an email with information that the Abandoned Mailbox Policy has been removed, and that the Out of Office message must be removed manually.
Student staff who are currently using their personal student email for Department work
If you have student workers who are currently using their personal student email for their work in your office, have them:
Add their Student mailbox as a second mailbox to their Student Staff mailbox.
Move all work-related email from their Student mailbox to their Student Staff mailbox.
Ensure that all work-related email is removed/deleted from their Student mailbox.
UWSP policy for Student Staff accounts
Our Information Security Office is working on defining a UWSP policy for Student Staff accounts that supports Regent policy on Information Security.
Some of the most important reasons for this policy are:
Student mailboxes containing department information can become subject to Open Records Law searches.
Student logons should not be given access to FERPA-related information – this should be taken into account as well when assigning them permissions to applications, SharePoint and shared folders.
Work correspondence that originates from and comes into a Student mailbox is lost to the department if the student’s employment ends.
Work correspondence that originates from a Student mailbox looks less official and does not represent our University well.
Work correspondence conducted through a Student mailbox will leave department-related emails in the student’s mailbox well after a student leaves your employment.