Work-study positions may require dedicated work-study accounts when the role involves interaction with university systems or data that involve access to departmental systems, financial records, sensitive information, or resources that must be tracked separately for compliance, security, or reporting purposes. Account access should be limited to the scope necessary to perform the job and will be provisioned for the duration of the student's employment.

When a WS account may be needed:

Accessing confidential data in Box
Accessing a departmental shared mailbox
Print to Bizhub and automatically charge department
Accessing special software

When a WS account may not be needed:

Access a Team or chat in Microsoft Teams

Get Started

Step 1: Request an Account

Submit a Helpdesk (help@wlu.edu) ticket with:
- Manager's name
- Student's name
- Email account needed? (for shared mailbox access)
- Box account needed?

Manager will receive account credentials (valid for the current school year). They will be in the format WS-firstinitiallastname.

Step 2: Manage the Account

End of job: Submit a Helpdesk ticket to delete the account.
Renewal: Core Systems will check-in at the end of the academic year to see which students will be returning and which can be removed.

Step 3: Request Additional System Access

For access to these systems: Perceptive Content, Slate Advancement, Titanium, and Workday
Go to: go.wlu.edu/accessrequest
Follow the Access Request Instructions in Box: https://wlu.app.box.com/v/AccessRequestInstructions
On the form:
- Select the student account (listed under employee, with class year).
- Check: Add Specific Detail and Comments
- Check: Use a username other than the user's personal AD account.
- Enter the work study account username in the text box.

Student must log in with their student credentials and accept the Acceptable Use Policy before access is granted.

Step 4: Applications Requiring Duo (Workday, RE, etc.)

Go to myapps.wlu.edu
Log in and enroll in Duo via Duo Self-Service.
Log in to the application as normal.

NOTE: Work-study accounts should be used exclusively for tasks directly tied to a student's assigned job duties, such as administrative support or basic data entry, where access to sensitive data like student records is strictly limited by role-based permissions under FERPA guidelines. These accounts must never grant broader privileges than necessary - such as admin rights or access to confidential financial, health, or PII data - unless the student has undergone mandatory security training, background checks, and signed confidentiality agreements to mitigate risks of unauthorized disclosure or breaches. Supervisors should request temporary, audited accounts, with multi-factor authentication enforced, regular access reviews, and immediate deactivation upon job completion or graduation to align with federal privacy laws and institutional security policies.