Question
Why Do Individuals Need Different Accounts for Their Student and Employee Roles?
Using separate email accounts for student and employee roles is a deliberate and essential practice that supports security, compliance, and system functionality across the university.
Answer
1. 🔐 Role Separation and Security
Each role—student and employee—comes with distinct responsibilities, access levels, and privacy requirements.
- Student accounts are used for academic communication, course access (e.g., D2L Brightspace), and student services.
- Employee accounts are used for job-related tasks, internal communications, and access to administrative systems (e.g., HR, payroll, department resources).
This separation ensures that sensitive employee data and systems are not compromised by student-related activities.
2. ✅ Account Management and Compliance
When employment status changes (e.g., termination, leave of absence, or security review), IT may need to suspend or deactivate the employee account.
- The student account remains active, ensuring uninterrupted academic access.
- This approach supports data protection policies and Minnesota State system security standards.
3. ⚙️ System Functionality and Permissions
University systems like Outlook, SharePoint, and Teams assign permissions based on account type.
- Separate accounts prevent conflicts in system permissions.
- They ensure proper email routing, calendar invites, and file access based on the user’s current role.
4. 📇 Directory and Communication Clarity
Only their primary email set will show up in the directory. For student employees, its normal to only see their student email address.
Refer to the chart below to determine which account credentials to use based on your role and the system you're accessing.
