How Do I Transition a Student Employee Email to a Regular Employee Email?
This checklist will help Department IT Coordinators successfully transition a student employee's zz email account to a regular employee email account (either staff or faculty).
How do I know if an employee is part-time or full-time?
Typically, you will be given the employee's information by an HR analyst in your department/college/division and that person should know whether the employee is part-time or full-time and they should have the position number and bargaining unit information as well.
Staff: usually those with a timebase of 1.0 are full-time and all other time bases are considered part-time. Consult with Payroll Services, Auxiliary Services Human Resources, or Associated Students Human Resources if you are unclear about the employee's timebase.
Faculty: it can be complicated to calculate a faculty's timebase, so you may need to contact your department/college/division HR coordinator or Faculty Affairs & Records to determine if the faculty is full or part time.
Remember that the employee's location and phone number information in Outlook is based on the information in the phone database, so you will not be able to update that information in Account Management.
View the Modifying an Email Account guide for more details about how to modify an account.
2.1. Log in to Account Management, search for the employee's People Directory entry, select their entry, and then click View next to their new position in your department.
Note that you may have to look up the employee on the People Directory search because you only see employees in your department on the Email/Login Accounts search. This process will update the employee so you will be able to find them in the Email/Login Accounts search.
The employee's new position in your department must be added to the People Directory before you can follow these steps. You don't necessarily need to wait until CMS HR, ASC HR, or ASI HR add the employee's position to the People Directory, but the position must exist.
- Enter the employee's Campus-Wide ID (CWID) in the search box and click Search.
- Click Select next to the employee's People Directory entry.
- Click View next to the employee's new position in your department.
2.2. Click Modify Email.
2.3. Modify the Position Type (if applicable) and the Department for the employee. Then click Continue.
Note that the Position Type and Department MUST match the information in the People Directory. And the information in the People Directory needs to match with the information in CMS HR (state employees), ASC HR, or ASI HR. Using the incorrect position type or department may impact the employee's access to services, so be sure that everything matches up.
- Note that you cannot edit the Display Last Name. This will automatically be updated within 24 hours after this request is processed.
- Use the Position Type drop-down menu to change the employee's position type.
- Edit the Username to remove the zz- prefix (e.g., zz-tuffytitan becomes tuffytitan). Note: you do have leeway to change the username to suit the employee's preferences (e.g., change to ttitan instead of tuffytitan), but keep in mind that it is subject to availability.
- If applicable, use the Department drop-down menu to select the new department for the employee.
- If applicable, use the Location drop-down menu to change the employee's location.
- Then click Continue.
2.4. Review the updates and then click Submit.
2.5. You will see a confirmation that your request has been submitted. You will also get email confirmation of your request.
Note that you may not be able to submit IT Requests for this employee until you update their department in Account Management as you will not be able to select the employee's name until they are associated with your department.
Request a phone
No existing phone for the employee? Follow the instructions for requesting a Zoom Phone.
Have an existing phone to assign to the employee? Follow the instructions for updating the Display Name for a phone.
Request a laptop
Follow the instructions to request a laptop for the employee (if eligible).
Need More Help?
For technical questions or assistance, please open a ticket with the IT Help Desk.
You are done. Great job!