Student Employee Account Management (SEAM) · Student Employee Account Management (SEAM) The Student Employee ... calendaring, etc.). These accounts are to be requested and utilized

Original Version Page 1 of 21 Created April 2014

Student Employee Account Management (SEAM)

The Student Employee Account Management (SEAM) application is designed to enable supervisors to request and

manage student employee accounts on the NAU domain that allow them to access faculty/staff resources

(computers, shared drives, shared email accounts, calendaring, etc.). These accounts are to be requested and

utilized for the purpose of the student’s employment with NAU only.

Student employee accounts can be requested, updated and expired using the Student Employee Account

Management application by a supervisor or other authorized personnel.

Use of the online SEAM application is optional. If desired, requests, updates and expiration of student employee

accounts can be directed to the NAU ITS Solution Center at https://sos.nau.edu, by calling (928)523-1511, or

emailing [email protected].

You may request access to the online Student Employee Account Management application by contacting the NAU

ITS Solution Center.

Getting Started Student employee accounts expire annually on May 31st, or earlier if specified by the supervisor, and must be

renewed if needed beyond the expiration date.

As a supervisor, you are responsible for informing your student workers in appropriate use of accounts you have

requested for them. You are also responsible for adding and removing any permissions/access associated with

these accounts. When a student worker no longer requires the student employee account for their employment,

you will be responsible for removing all permissions/access and expiring the account.

Before you begin, you will need the user id(s) of your student worker(s). To begin, navigate your web browser to

www7.nau.edu/its/SEAM. This is the SEAM application that you will use to request, renew, edit, and expire

student employee accounts.

Please note that you cannot use your browser’s “Back” button to navigate within this application.

Requesting a New Student Employee Account You must review the following information with your student employee before requesting a new student

employee account.

The student employee is expected to use this account during their employment with NAU for work related

purposes only. The student should not use this account for any student related activities.

The student employee account expires annually or can be expired at any time by a supervisor.

When the account is created the student is required to update his or her password at

http://nau.edu/password to access their new student employee account.

The student will use this account to log onto office computers using NAU\[student's UID].

The student will have the Home Drive (Bonsai) mapped automatically when they log in. Home Drive file

space should only be used to store work related files.

IMPORTANT - For students with Limited Exchange accounts it is important for them to understand that

this account is published in the NAU Exchange global address list so it is possible for student related

emails to be directed to this account by other NAU Exchange users, including faculty sending course-

related communications. The student must check the email in their Limited Exchange account regularly.

The student is responsible for forwarding any non-work related email to their NAU student Gmail account.

https://www7.nau.edu/its/seam


https://sos.nau.edu/

mailto:[email protected]



http://nau.edu/password


Account Types

NAU Domain Only The student will use this account to log onto office computers using NAU\[student's UID].

Student employees with NAU domain accounts will have the Home Drive (Bonsai) mapped automatically

when they log in. Home Drive file space should only be used to store work related files.

NAU Domain + Lync The student will use this account to log onto office computers using NAU\[student's UID].



Access to Microsoft Lync communications.

NAU Domain + Lync + Limited Exchange The student will use this account to log onto office computers using NAU\[student's UID].



Access to Microsoft Lync communications.

This account is published in the NAU Exchange global address list so it is possible for student related

emails to be directed to this account by other NAU Exchange users.

The student must check the email in their Limited Exchange account regularly. The student is responsible

for forwarding any non-work related email to their NAU student Gmail account.


Step 1: Create a Request for a Student Employee Account

Select your department from the drop down list. This will display all current student employee accounts and

pending requests for your department.


If no student employee accounts are associated with your department the screen will not change and you may

create a request for a new student employee account by clicking on “Add New”.


Review your department’s list. To create a request for a new student employee account select “Add New”.


Input the student’s user ID into the Student’s UID field using the “abc123” format and click Search.

Bulk Entry Instructions – See page 13 for information on bulk entry.


If you have input the correct UID, your student worker should appear on the list below.


If you do not see the correct student, you can also search by last name. When searching by last name, the list can

contain multiple students. It is helpful to note that the list is sorted alphabetically by last name. If you see students

that you do not intend to add, you must remove them from the list by clicking on the red “X” to the right of their

name. Continue to eliminate them until only the one you want to add remains.

Additional Search Options – See page 15 for information about wildcard searches.

Please note that a student employee account request will be submitted for all students remaining on the list.

You are responsible for the permissions/edits that you apply to students, and giving unintentional access can

have a negative impact on both your department and the student.


Step 2: Input Department and Account Information

After removing everyone except the student employee for whom you are submitting the request, fill in the

necessary information.

Department: Verify the correct department is selected.

Department Email: Input the shared email of the department that the student works for. This will be used

for correspondence if the management contact(s) changes.

Management Contact UserID: Input the UID(s) of the supervisor(s) for the student worker. If you are

inputting multiple supervisors you must separate the UIDs with commas.

Account: Choose the type of student employee account you wish to request. If you have any questions

about account types, or would like to learn more, please visit

http://www.nau.edu/its/services/seaaccounts.

Expires: By default the expiration date is set to May 31st. You may choose an earlier expiration date. If

you need the student employee account to remain after May 31st you must request or renew the account

during the month of May.

Notes: Enter any extra information related to the account request that may be helpful to you or another

person at a later time.



When finished, click “Save”.

http://www.nau.edu/its/services/seaaccounts


Step 3: Reviewing Changes

The student will now appear under the department to which they have been added. They will be listed with their

account type, request status, department email, management contact, expiration date, and notes.

Request Statuses Pending – Request has been submitted and is waiting until the student worker’s hiring process has been

completed through Human Resources before the request will begin processing.

Processing – Request is currently being processed and should complete shortly. The time it takes to complete

is dependent on how many requests are in line for processing.

Complete – Request has been successfully processed; new account is ready for use and/or requested changes

have been applied. Please note that for new accounts the student must reset their NAU password at

www.nau.edu/password in order to access the account.

Expired – Student employee account is expired and will be removed during the next overnight processing

cycle. While the account shows as expired, it can be edited and/or renewed.

http://www.nau.edu/password


Requests that are in “Pending” status can be cancelled if no longer needed. Select the pending requests to cancel.

Click “Cancel Selected…”


Verify the student(s) you have selected and click “Cancel the Requests”.


Bulk Entry Instructions

Click on the character icon next to the “Search” button to change to bulk user input.

Input the students’ user IDs (abc123), one user ID per line, into the bulk entry box. Each user ID must be on a

separate line when pasting a list of user IDs into the bulk entry box.

After you have entered or pasted the appropriate student workers, click “Search”.


When the results display, review the list. It is helpful to note that the list is sorted alphabetically by last name.

Remove unwanted students and everyone showing as ineligible by clicking on the red “X”. “Ineligible” typically

indicates a person is currently not a student, or is employed in a non-student position at NAU.

Please note that a student employee account request will be submitted for all students remaining on the list.



Proceed to Step 2 on page 8


Additional Search Options:

Search by User ID (abc123)

o Partial user ID using the wildcard character “*” (ex: abc12*, a*c123, *bc123, *bc12*)

Last name (LastName)

o Partial LastName using the wildcard character “*” (ex: Last*, L*Name, *Name, *stNam*)

Running a search using anything other than a specific user ID could return multiple results. Results will be listed

alphabetically by last name as shown below.

All invalid and ineligible entries must be removed by clicking on the red “X” until only the correct student(s) are

displayed.

Proceed to Step 2 on page 8


Renewals

Student employee accounts expire annually, on May 31st, or sooner when specified by the supervisor. Accounts

may be renewed for the next year beginning May 1st.

Renewing Accounts

Select your department from the main screen. A list of all current and pending student employee accounts will be

displayed.

Select the student(s) you wish to renew. Note: all the selected students will have the same expiration date applied

to them in the next step. Click “Renew Selected…”


Select one of the renewal options listed on this screen. Click “Save” and confirm.


Expiring a Student Employee Account

Student employee accounts expire annually, on May 31st, or sooner when specified by the supervisor. When a

student leaves a department it is important for the supervisor to expire the account.

Expiring a student employee account for a department does not remove/disable permissions associated with the

account. A student employee account may be associated with multiple departments. The account will remain

active until all departments have expired the account. Therefore, it is important for supervisors to remove all

permissions and access for their department when expiring an account.

Expire a Student Employee Account Select department from the main screen. A list of all current and pending student employee accounts will be

displayed.

Select the student(s) to expire. Note: All the selected student employee accounts will be expired in the next step.

Click “Expire Selected…”


Verify the student employee account(s) selected and click “Expire”. Note: Under normal server load an account will

be disabled within half an hour. Once the account has been disabled the student will no longer be able to use it. The

student employee's account will remain disabled until the next nightly purge cycle. Depending on when the account

is expired it can take up to 24 hours to be removed.


Editing

Supervisors are responsible for keeping student employee account information up-to-date. The department email,

management contact(s), account type, expiration, and notes should be updated as needed.

Department Email: Input the shared email of the department that the student works for. This will be used

for correspondence if the management contact changes.

Management Contact UserID: Input the UID(s) of the supervisor(s) for the student worker. If you are

inputting multiple supervisors you must separate the UIDs with commas.

Account: Choose the type of student employee account you wish to request. If you have any questions

about account types, or would like to learn more, please visit

http://www.nau.edu/its/services/seaaccounts.

Expires: By default the expiration date is set to May 31st. You may choose an earlier expiration date. If

you need the student employee account to remain after May 31st you must request or renew it during

the month of May.

Notes: Enter any extra information related to the account request that may be helpful to you or another

person at a later time.

Editing Student Employee Account Information: Select the department from the main screen. A list of all current and pending student employee accounts will be

displayed.

Select the student employee account(s) to edit. Note: All the selected student employee accounts will have the

same changes applied to them. Click “Edit Selected…”

http://www.nau.edu/its/services/seaaccounts


Enter the updated information. Click “Save” and confirm.

Documents

Student Employee Account Management (SEAM) · Student Employee Account Management (SEAM) The Student Employee ... calendaring, etc.). These accounts are to be requested and utilized