Student Worker Account and Email FAQs

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1.0 Audience

Identify the intended audience for this document. Select all that apply:

  • Student workers (graduate and undergraduate)
  • Employees (Staff, Faculty)
     

2.0 Purpose 

The purpose of this knowledge base article is to explain the transition to dedicated student worker user accounts and email addresses at Mines. It outlines the rationale behind the change, how to claim the new account, and how to use it appropriately across systems and services. This article applies to all student workers, regardless of operating system or device.

 

3.0 Instructions

FAQ Table of Contents (Answers below)


Why are we making this change?
To better protect sensitive information, support secure collaboration across campus, and ensure compliance with data protection standards, Mines requires student workers to use a student worker user account and email address.  

This change was recommended by auditors. Since alumni retain access to their student email accounts, work-related information was sometimes accessible long after employment ended. Because students have two distinct roles—student and employee—separating these roles through distinct accounts is the most effective way to manage access and ensure data security.


What's changing and who is affected?
All student workers—undergraduate and graduate, hourly and stipend—will receive:

  • New Student Worker User Account (in addition to your existing student account): 
    • New student worker user account: firstname_lastname_sw
    • Current student user account: firstname_lastname
  • New Student Worker Email Address (in addition to your existing student email): 
    • New student worker email address: firstname_lastname_sw@mines.edu
    • Current student email address: firstname_lastname@mines.edu

Please use your new student worker user account and email address for all Mines work-related communication and document sharing. Your regular student email should no longer be used for work purposes. 
 

How and when do I claim my new student worker user and email account?
Student worker accounts are created automatically based on your contract start date in Workday. You’ll receive an activation email from <MinesOkta-noreply@mines.edu> with a one-time password.

To claim your account: 

  • Check your current student email (firstname_lastname@mines.edu) for a message from <MinesOkta-noreply@mines.edu> with the subject line: "Mines Account Created Successfully!” 
  • This email includes your new student worker account email address (firstname_lastname_sw@mines.edu) and a one-time password to activate your account
  • In a private browser window, go to my.mines.edu and sign in with the credentials provided. You may be prompted to set up Okta Verify for 2-factor authentication on your secondary account..

For more detailed instructions on claiming and setting up your account, read this article


Does this change affect undergraduate and graduate students?
Yes, this applies to both undergraduate and graduate students workers.


What should I use my student worker account for/what is considered work-related?
To help clarify when each account should be used, here are some general guidelines:

  • Use your_sw (student worker) account for:
    • Email communication related to student employment, including with supervisors, departments, and other student workers (e.g., TAs, RAs, front desk staff)
    • Email distribution groups that are work-related or department-managed
    • TA responsibilities: Share your _sw email with students in sections you are leading, and ask them to contact you at that address
    • OneDrive, SharePoint, and Teams access related to your student worker role
    • Printing work-related documents: Log in to BlasterPrint machines using your _sw credentials to ensure proper billing to your department
  • Use your student (non-_sw) account for:
    • Academic communication related to your own coursework
    • Email distribution groups for classes you are enrolled in as a student
    • OneDrive, SharePoint, and Teams access for your enrolled courses
    • Printing academic materials: Tap your BlasterCard at BlasterPrint machines to use your student printing credit

All student workers, regardless of pay type, should use their _sw account for work-related communication.


Can I auto-forward your student worker emails my student email (or any other account)?
No. Do not auto-forward your student worker emails to your student email account (or any other account).

 

How do I log my student worker hours?
For now, continue logging your hours using your regular student account (firstname_lastname@mines.edu).
 

Are there any printing implications?
Yes. Your BlasterCard remains linked to your student account. To print work-related documents with your student worker account:

  • To print academic materials: Tap your BlasterCard at a BlasterPrint machine.
  • To print work-related materials: Log in to the printer using your _sw credentials to ensure proper billing to your department.
     

Which applications do not yet support the _sw account?
The following applications are still transitioning and currently do not support the _sw account. You should continue using your student account for these until further notice:

  • Banner
  • Workday
  • Canvas
  • Slate
  • TeamDynamix (TDX)
  • FAMIS

We are actively working to transition these applications to recognize the _sw account. You’ll receive updates as each application is enhanced.

Will I get a new BlasterCard or building access with my _sw account?
No. Your BlasterCard and building access remain tied to your student account. This may change in the future if Mines rolls out mobile credentials.


Where can I access my W-2s?
Your W-2s are available in ADP. You’ll need to create your own login. Refer to this MAPS Knowledge Base article for instructions on accessing your W-2s.


When will my student worker receive their _sw account?
Student worker accounts are created on or shortly after the contract start date listed in Workday. If the student has not received an activation email by that date, they should check their spam folder and then contact the IT Service Desk if needed.
 

What steps must a student worker complete before they can access shared resources?
Before IT can assign access to shared mailboxes, Teams, or other resources, the student must:

  1. Receive their _sw account activation email.
  2. Log in to my.mines.edu using their _sw credentials.
  3. Set their password and complete Okta Verify setup.

This login step is essential—it triggers the license provisioning needed for access to Microsoft 365 services.


How do I access shared mailboxes (e.g., Registrar, RegAdmin)?
You must be logged into your _sw account in Outlook to access shared mailboxes.

To avoid conflicts:

  • Use a different browser, incognito/private window, or a separate browser profile to log into your _sw account.
  • Open the shared mailbox in a new tab or add it to your Outlook profile.
     

Do graduate students on stipends need to activate their student worker accounts?”
Yes. All students with a student worker contract in Workday—whether hourly or stipend—receive a student worker account. Even if they don’t use it for printing or timesheets, they should still activate the account to ensure access to any work-related communications or resources. 


Which email address will be used for student worker communications?
All work-related communications should be sent to your _sw email (firstname_lastname_sw@mines.edu). However, some systems (like Workday and OnBase) may still send messages to your student email until they are updated.


Do student workers need to log into Workday with their _sw account?
No. For now, student workers should continue using their student account to log into Workday and submit timesheets. The transition to using the _sw account in Workday will happen in the future, and a campus-wide announcement will be made when that change occurs.​​​​


What happens if a student logs hours in Workday using the wrong account?
Currently, all time entry in Workday should be done using the student account. Since Workday does not yet support the _sw account, logging in with the _sw account is not required or supported at this time.
 

4.0 Definitions 

  1. _sw account: A secondary Mines user account created for student workers, formatted as firstname_lastname_sw, used exclusively for work-related communication and collaboration. 

  2. BlasterCard: The official Mines ID card used for building access, printing, and other campus services.

  3. BlasterPrint: The Mines printing system that allows users to release print jobs using their BlasterCard or login credentials.

  4. Okta Verify: A two-factor authentication app used to secure Mines accounts.

  5. Student account: The primary Mines account used for academic purposes, formatted as firstname_lastname.

  6. Student worker: A student employed by Mines in any capacity, including roles such as TA, RA, front desk assistant, etc.

  7. TeamDynamix (TDX): The IT service management platform used at Mines for support tickets and knowledge base articles.

  8. MAPS Knowledge Base: Mines Academic and Professional Services repository for help articles and documentation.

  9. ADP: A third-party payroll and HR system where student workers can access W-2 forms and other employment-related documents.

 

 

Details

Details

Article ID: 158205
Created
Tue 8/19/25 6:14 PM
Modified
Mon 8/25/25 2:36 PM