To improve data security and confidentiality, UNI student employees and Graduate Assistants have a separate account from their student account, and all student employee work should be kept separate from their student work. For example, work-related Google Docs can now be created or edited by the student employee account instead of the student's regular CatID. A student employee account is created for each department/area a student works for automatically after all of the hiring paperwork has been completed.

If a student works in 3 areas within University Housing and Dining (UHD), they will only get one account for all their UHD work, but if they work in UHD and IT, they will get two. Their respective account will automatically go away once termination paperwork is completed.

Accounts are automatically created based on your hiring paperwork. The sooner the paperwork is completed, the sooner the accounts will be created and available for use. Once the electronic hiring paperwork (SEAF) is fully approved and processed, the account will be created the next day.

1. Log into MyUNIverse using your regular CatID account.
   
   

2. On the right side, find Password Central:
   

   
   If the paperwork is complete, you will see an account like DEPARTMENTNAME-USERNAME. Example, it-pantherj. This is the account you need to reset and will use to log in while at work.
   
   

3. Click on the new student employee account. You will be prompted to set a new password for the account (without being prompted for the old password).

4. Once the reset is completed, you can log in to the account using the new password. It make take 1 - 2 minutes for the password change to take effect.
   
   

At UNI, the majority of system rights are granted through a web app called Security Request System (SRS), though some access like printers and network drives are handled through Service Hub. SRS is available to all UNI employees under the Work @ UNI tab. Requesting access for the new student employee account is nearly identical to any other account with one exception:

When searching for the new student employee account you MUST search by the student employee CatID (e.g. it-joepanther). If you search by the student's name you will only find the student's normal CatID, not their employee one.  Once rights are requested, the approval process is just like any other SRS request. The role will be sent off for approval by the student's supervisor and then the role owner. This may take up to a few days depending on how long it takes approvers to act on the requests and for system processes to run.

The student employee accounts are intended for the work they are doing for the university in our systems.   So if the student is regularly communicating with others on the job via email, they should use their student employee email.  If they are processing purchasing or other information in ebiz they should use their student account.

Some external systems do not support CatID's.  If a student is working on an external system like this and it does not work with their current ID, it is acceptable to use the students normal username in those cases.

Examples of when NOT to try and use the student employee account, include any time the data is for the person, examples are:

• Timecards, are only to be completed using the normal student CatID, because the person is paid as a result of this  (unless the student is working in the timecard system, they would log in and work using their student id).

• SEAF's are created and reference only the student because the student is hired.  (unless the student is working in the SEAF system, they would log in and work using their student id).

• ProTrav reimbursements for a student should only reference the student as they are the one reimbursed.   (unless the student is working in an office processing ProTrav Requests, they would then log in and work using their student id).

Once SEAF paperwork is complete and the department with the student employee has access to the new accounts, the new accounts can start being used for access to UNI systems.

Students should use this new account to log into their work computers and employment-related tasks (for example, access to software, apps, and SRS roles). Supervisors should use the student employee account for work (sharing documents, system access, etc.) instead of the student’s CatID.

If you fill out a time cards (through e-Business), it needs to be filled out with the regular CatID account, not the student employment account.

Once all SRS requests have been processed for the new accounts, they should be used and the old SRS roles revoked.

Accounts will be created up to two weeks prior to the Start Date on the SEAF (if completed in advance).

Students can begin using them on the start date on their SEAF. Access to UNI systems will be given on that date, though SRS roles can be requested prior to that date. As long as the SEAF is complete, the accounts will be created two weeks prior to the start date. For more information, visit Using Student Employee CatIDs.

Accounts will be removed when a SEAF is terminated. Please complete a SEAF termination for the day after the last day of employment. Once a SEAF is completed all SRS roles associated with that work assignment will be ended, too.

External employees (for example, AmeriCorps) are outside of the scope of this work today, unless they have a SEAF created for them. If they have a SEAF, they will follow the information previously outlined.

The email address is the USERNAME@uni.edu. For example, if the username was it-pantherj, the email address would be it-pantherj@uni.edu

The abbreviations such as it- for Information Technology, can be found here Department Abbreviation List.