Student Employee Account Management (SEAM) Guide

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 Ask-ITS@nau.edu.

You may request access to the online Student Employee Account Management application by contacting the NAU ITS Solution Center.



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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.



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Student Employee Account Types

The Student Employee Account Management (SEAM) application can request, renew, expire and edit the account types listed below. The information below is only an overview of the accounts. For more information and assistance in choosing the account type visit our Student Employee Accounts page.

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].
  • 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.
  • 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].
  • 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.
  • 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.



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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

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.
Welcome Screen
Figure: Welcome Screen

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”.
Welcome Screen - Empty Department
Figure: Welcome Screen - Empty Department

Review your department’s list. To create a request for a new student employee account select “Add New”.
Selected Department Screen - Listed Accounts
Figure: Selected Department Screen - Listed Accounts

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

Bulk Entry Instructions – Information on bulk entry.


Add New Screen - Search
Figure: Add New Screen - Search

If you have input the correct UID, your student worker should appear on the list below.
Add New Screen - Search Results
Figure: Add New Screen - Search Results

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.
Add New Screen - Last Name Search
Figure: Add New Screen - Last Name Search

Additional Search Options – 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.

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.

When finished, click “Save”.


Add New Screen - User Info Filled Out
Figure: Add New Screen - User Info Filled Out

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.

Selected Department Screen - Add User Listed
Figure: Selected Department Screen - Add User Listed

Requests that are in “Pending” status can be cancelled if no longer needed. Select the pending requests to cancel. Click “Cancel Selected…”
Selected Department Screen - Cancel Selected User
Figure: Selected Department Screen - Cancel Selected User

Verify the student(s) you have selected and click “Cancel the Requests”.
Cancel Screen - Cancel Selected User
Figure: Cancel Screen - Cancel Selected User


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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”.


Bulk Search Screen - Results
Figure: Bulk Search Screen - Results

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. 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.

Proceed to Step 2 in the Requesting a New Student Employee Account section.



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Additional Search Options

Search by

  • User ID (abc123)
    • Partial user ID using the wildcard character “*” (ex: abc12*, a*c123, *bc123, *bc12*)
  • Last name (LastName)
    • 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.


Bulk Search Screen - Wild Card
Figure: Bulk Search Screen - Wild Card

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 in the Requesting a New Student Employee Account section.



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Renewing Student Employee Accounts

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.

Renewals

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…”


Selected Department Screen - Renew Selected Users
Figure: Selected Department Screen - Renew Selected Users

Select one of the renewal options listed on this screen. Click “Save” and confirm.
Renewal Screen - Renew Selected
Figure: Renewal Screen - Renew Selected


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Expiring Student Employee Accounts

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.


Expiring an 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…”


Selected Department Screen - Expire Selected Users
Figure: Selected Department Screen - Expire Selected Users

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.
Expire Screen - Expire Selected
Figure: Expire Screen - Expire Selected


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Editing Student Employee Accounts

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…”


Selected Department Screen - Edit Selected Users
Figure: Selected Department Screen - Edit Selected Users

Enter the updated information. Click “Save” and confirm.
Edit Screen - Edit Selected
Figure: Edit Screen - Edit Selected


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Printable Instructions

SEAM guide - [pdf]

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Related Services

Not available to students Available to facultyAvailable to staff

 ITS provides a way for student employees to access Faculty / Staff resources (computers, shared drives, shared email accounts, etc.) by creating either an NAU Domain or NAU Domain + Limited Exchange Services account.  

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