IMPORTANT: Student accounts should not be used for department work. Staff accounts should be created in DIMS for all new student employees.
To add a student employee to your shared department mailbox the following steps should first be completed.
To Add a Student Employee to Your Department Mailbox
Step 1 - DIMS Manager: Request a Student Staff Account
This must be done by the department DIMS manager.
Go to the Create Student Employee Accounts page for how to request student staff accounts and other important information.
An email will be sent to the department DIMS manager and to the student employee's UWSP student account once the Student Staff account is created by IT.
The student employee must then activate their new account and set up MFA and let you know when their new account has been activated.
Step 2 - DIMS Manager: Add the Student Staff Account to the MB Access Group
The DIMS manager should add the student staff account to the MB Access group that has permissions to your department mailbox.
Step 3 - Student Employee: Add the Department Mailbox to Your Student Staff Outlook Mailbox
The student employee should:
- Sign in to a 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 their Student Staff mailbox.
To do this:
- Select File at the upper-left in Outlook.
- Click Add Account and enter department full mailbox name, e.g. oie@uwsp.edu.
The new mailbox should display in their email folder list in the Student Staff Outlook mailbox..
Student Staff Accounts That Delay Activation
If you have students who delay activating their student staff accounts or do not complete all activation steps, the account may very likely have an automated Abandoned Mailbox Policy applied. If this occurs, your department DIMS manager and the abandoned student staff account will both receive an email to this effect.
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 That Are Using Their Personal Student Email for Department Work
Student employees should not be using their personal student email for their work in your office. To move their department-related work emails from their student mailbox to their Student Staff mailbox have them:
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Add their student mailbox as a second mailbox to their Student Staff mailbox.
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Move all department work-related email from their student mailbox to their Student Staff mailbox.
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Ensure that all work-related email is removed/deleted from their student mailbox.
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DIMS manager: Remove their student mailbox from the Department mailbox. In your Department email folder list, right-click the student mailbox and select "Remove <deptabbrev>@uwsp.edu".
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:
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Student mailboxes containing department information can become subject to Open Records Law searches.
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Student accounts 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.
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Work correspondence that originates from and comes into a student mailbox is lost to the department if the student’s employment ends.
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Work correspondence that originates from a student mailbox looks less official and does not represent our University well.