Body
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 (ending in _sw@mines.edu).
A recent audit necessitated this change, reflecting best practices for protecting sensitive information, enabling secure collaboration, and ensuring compliance with data protection standards. Because students often serve in dual roles – as learners and employees – dedicated student worker user accounts and email addresses (ending in _sw@mines.edu) help safeguard institutional data when those students leave Mines and take their student Mines account with them.
What's changing and who is affected?
Most student workers will receive:
- New Student Worker User Account: firstname_lastname_sw
- New Student Worker Email Address: firstname_lastname_sw@mines.edu
These are in addition to your existing student account and email (firstname_lastname@mines.edu). Use your new student worker user account and email address (ending in _sw@mines.edu) for all Mines work-related communication and document sharing. Your regular student email should no longer be used for work purposes.
Please note that this change applies to the instructional work performed by undergraduate and graduate TAs , as well as work others perform in roles involving sensitive data (such as personal information, financial data, HR data, etc.). It does not apply to the work students do while conducting research.
For example, a student conducting research in Geophysics would continue using their student account for all activities related to that research. However, if that same student was also working as a TA, they would use their student worker account for those instructional activities such as grading, student interaction, etc. In this way, the student would retain access to their research but leave the student data behind when their TA role ends.
How do I claim my new student worker user and email account?
Your student worker account is 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.
In addition, this change applies to the instructional work performed by undergraduate and graduate TAs , as well as work others perform in roles involving sensitive data (such as personal information, financial data, HR data, etc.). It does not apply to the work students do while conducting research.
For example, a student conducting research in Geophysics would continue using their student account for all activities related to that research. However, if that same student was also working as a TA, they would use their student worker account for those instructional activities such as grading, student interaction, etc. In this way, the student would retain access to their research but leave the student data behind when their TA role ends.
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 (student worker ending in _sw@mines.edu) 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 regular student (firstname_lastname@mines.edu) 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 my student worker emails to 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 student worker hours in Workday?
You MUST use your new student worker account to log into Workday to complete your onboarding, I-9 form, and timecard entries, along with any other work related tasks needed.
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 support the _sw account?
All the following systems support student worker accounts:
- Canvas
- Banner
- Workday
- TeamDynamix (TDX)
- FAMIS
- OnBase
- WordPress
You must be signed into Okta with your _sw account to access these systems. Use a private browser window or a different browser to avoid conflicts.
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 student workers 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:
- Receive their _sw account activation email.
- Log in to my.mines.edu using their _sw credentials.
- 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).
Do student workers need to log into Workday with their _sw account?
Yes, use your student worker account to log into Workday to submit timesheets and complete other job-related tasks. Banking and payroll data from the student account is now available in the _sw account.
What happens if a student logs hours in Workday using the wrong account?
Student workers can no longer access Workday using their regular student account (firstname_lastname@mines.edu)
To log hours or complete other job-related tasks in Workday, you must sign in using your student worker account (ending in _sw@mines.edu).
How do I update my name in Canvas for my student worker account?
Please review this article for information on updating your Workday information which feeds to Canvas every morning.
4.0 Definitions
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_sw account: A secondary Mines user account created for student workers, formatted as firstname_lastname_sw, used exclusively for work-related communication and collaboration.
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BlasterCard: The official Mines ID card used for building access, printing, and other campus services.
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BlasterPrint: The Mines printing system that allows users to release print jobs using their BlasterCard or login credentials.
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Okta Verify: A two-factor authentication app used to secure Mines accounts.
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Student account: The primary Mines account used for academic purposes, formatted as firstname_lastname.
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Student worker: A student employed by Mines in any capacity, including roles such as TA, RA, front desk assistant, etc.
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TeamDynamix (TDX): The IT service management platform used at Mines for support tickets and knowledge base articles.
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MAPS Knowledge Base: Mines Academic and Professional Services repository for help articles and documentation.
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ADP: A third-party payroll and HR system where student workers can access W-2 forms and other employment-related documents.