Guide: Student Employees

Issue/Question

• How do I access services as a student employee?

Environment

• Oregon State University
• Student Employee

Explanation

This guide applies mostly to undergraduate student employees working for departments supported by Community Network and Cosine.

Resolution

Student Employee Accounts Overview

OSU undergraduate students are provided with an OSU Gmail mailbox by default. At this time, IT are not able to put an Exchange/Outlook mailbox on an undergraduate student's ONID account. In order to provide an Exchange mailbox to an undergraduate student, IT creates a secondary account for the student to use, referred to as the "student employee" or "SE-" account.

To log in with the SE account, the student will need to enter their username in the following format:

CN\SE-username

The username will be the student's ONID username with "se-" prepended to it, e.g. if their ONID username is "beaverb" the student employee will enter "CN\se-beaverb" at login on an OSU-owned computer running Windows.

Student employee accounts are not regular ONID accounts; the password cannot be set or reset via normal ONID methods. 

Some services are accessible only via a regular ONID account. This includes Teams and other features of the Office 365 environment, Google Workspace, Box, Docusign, and others. Student employees will still need to use their regular ONID account to access many services while working.

Password Changes

To set or reset a forgotten password for a student employee account, the student will need to contact the Service Desk or their IT team. If the student employee knows their current password and needs to change it, see: Change an AD Account (Non-ONID) Password

Exchange Email

To request a new student employee account:

• For departments supported by Community Network (CN) or Cosine, the employee supervisor should submit the New Account Request form. 
• For all other departments, please contact your IT support team
• Once you have an Exchange mailbox, see Access Exchange Email for help accessing your email.
• To access a shared mailbox, see Open a Shared Mailbox

In some cases, a student employee will have access with their ONID account to a shared mailbox, but not have their own Exchange mailbox. To access a shared mailbox with a non-Exchange-enabled ONID account, see Open a Shared Mailbox and use Method 1 or Method 3.

Microsoft Teams

Students are licensed to use Teams only with their ONID account. Student employees must sign into Teams with their username@oregonstate.edu account, and supervisors must use the username@oregonstate.edu account to chat with them or add them to a team.  Note that when logging in with an SE account, their Teams login will need to be logged in manually using their ONID credentials.

For known issues with student employees and Teams, see:

• Microsoft Teams - Chat with a Student Employee
• Microsoft Teams and Exchange Online - Student Employee Login Issues
• Student Can't Set Profile Picture in Teams

Microsoft Bookings

Bookings is licensed for OSU employees only, not students. Student employees cannot open or access Bookings to set-up Calendars or Services, but can be booked with and receive emails about the appointments that are made for them. For details, see: MS Bookings - Adding Student Employees To Your Bookings Calendar

Docusign

Student employees may be given access to a department shared mailbox that is also part of a Docusign signing group. Students can only sign into Docusign with their ONID account. For an explanation and work-around for this issue, see: Docusign - Student Employees Can't Access Docusign Forms Sent to Shared Mailbox

Bridge Training

OSU has two instances of Bridge - the Bridge root account, and the Bridge student subaccount. Student employees may need to access one or the other depending on their situation. For details, see: Student Subaccount and Training

Network Drives

Some student employees will be granted access to department network drives. Usually this access will be granted to the student employee account, but in some cases may be granted to an ONID account. Make sure to sign in with the account that was granted access.

Note that sometimes student employees log into their work computer with their ONID account, but then need to provide a different username and password to access a network drive for work.

For Community Network and Cosine, student employees are not granted a personal network drive (also known as "home folder" or "P drive").

For steps to access a network drive, see: Access Network Drives

Matrix of Services for Student Employees

Assistance

For assistance, contact the Service Desk.