Overview
The Student Work Account is designed to keep a student's on-campus employment activities separate from their academic and personal activities. This separation helps protect sensitive information and prevents work-related email, files, data, and access from becoming mixed with the student's standard@vikings.berry.edu account.
What Student Supervisors and Workers Need to Know
1. Use the Appropriate Account
Use the sw_username@berry.edu Student Work Account for:
- Work email
- Microsoft Teams
- OneDrive
- SharePoint
- Department systems
- Berry work computers
Use the user.name@vikings.berry.edu account for:
- Classes
- Academic email
- Student services
- TimesheetX
Note: TimesheetX and LinkedIn Learning are exceptions and should always be accessed using the regular student account.
2. Use the Account for Work Activities
Student Work Accounts are intended for use while performing assigned job duties.
Access outside normal work hours requires supervisor approval.
3. Use Berry-Owned Devices
Whenever possible, use Berry-provided devices for work.
Student Work Accounts must not be used to sign in to the operating system or installed applications on personal devices.
4. Personal Device Exception
If a department requires the use of a personal computer:
- Work must be performed through a web browser only.
- Do not sign into OneDrive sync, desktop applications, or the operating system using the Student Work Account.
- Students who work with confidential Berry information must use a Berry-owned device.
5. Do Not Use VPN or Privacy Services
Access through any of the following is prohibited:
- VPN services
- Privacy services
- Anonymizing relays
- Privacy-service nodes
If detected:
- Passwords will be reset.
- Active sessions will be revoked.
Repeated violations may result in:
- Temporary account lockout
- IT and supervisor review
- Disciplinary action
6. Protect Your Account
- Never share passwords.
- Never approve MFA requests for another person.
- Deny unexpected MFA prompts.
- Report suspicious MFA requests to the Berry College Help Desk.
Working with Email and Files
Email
Use the Student Work Account email address (sw_username@berry.edu) for all work-related communications. Messages associated with your student job should be sent and received through this account.
Microsoft 365 Services
Remain signed in with your Student Work Account when using:
- Microsoft Teams
- OneDrive
- SharePoint
- Other Microsoft 365 resources required for your position
Using SharePoint with OneDrive
While signed into your Student Work Account:
- Open the approved SharePoint library.
- Select Add Shortcut to OneDrive.
- Access the files through OneDrive and File Explorer on Berry-owned devices.
Benefits
- Work files remain associated with the Student Work Account.
- Academic and work files stay separated.
- Access to department files becomes easier through File Explorer.
Approved Storage Locations
Keep work files only in approved Berry locations.
Do not store work information in:
- Personal OneDrive accounts
- Google Drive
- Dropbox
- USB storage devices
- Personal email accounts
- Other unapproved storage locations
Do Not Forward Work Information
Work email and files should not be forwarded to:
- Personal email accounts
- @vikings.berry.edu accounts
unless Berry has specifically approved the business process.
When and Where the Account May Be Used
Authorized Use
The account may be used while performing assigned job responsibilities.
Supervisor approval is required for access outside normal working hours.
Device Requirements
Preferred: Berry-owned devices
Personal devices: Allowed only when department requirements make them necessary and only through a web browser.
Sensitive Data
Sensitive Berry information must not be:
- Downloaded
- Saved locally
- Synchronized
- Stored on personal devices
Accessing confidential information requires a Berry-owned device.
Residence Hall Usage
Student Work Accounts may only be used in residence halls for authorized work activities. Berry-provided equipment should be used whenever available.
Keep Work and Student Activities Separate
| Activity Type |
Account to Use |
Examples |
| Student Work |
sw_username@berry.edu |
Work email, Teams, OneDrive, SharePoint, department systems, Berry work computers |
| Student/Academic |
user.name@vikings.berry.edu |
Classes, academic email, student services, TimesheetX |
| Personal Activities |
Neither account |
Personal email, shopping, social media, streaming services, banking, subscriptions, and other personal activities |
|
Getting Started
When Is a Student Work Account Needed?
Not every student worker requires a Student Work Account.
An account is required when job responsibilities include:
- Access to sensitive Berry information
- Access to institutional systems or applications
- Use of AI tools for assigned job duties
Supervisors are responsible for determining whether a Student Work Account is needed and for submitting the request through the appropriate TeamDynamix Student Work Account Request form.
Account Delivery
Account information is sent to the supervisor or requestor.
The supervisor provides the credentials to the student worker, who then completes:
- Initial sign-in
- Password setup
- MFA registration
Initial Account Setup
Step 1: Sign In
Sign in using the assigned Student Work Account, such as:
sw_jsmith@berry.edu
Do not sign in using your@vikings.berry.edu student account.
Step 2: Create a Password
During the first sign-in, follow the prompts to create a unique password for the Student Work Account.
Step 3: Register MFA
Complete the Microsoft security registration process.
MFA provides an additional layer of protection if your password is compromised.
Step 4: Maintain MFA Information
Review or update security information at:
aka.ms/mysecurityinfo
MFA Reminder
Only approve MFA requests that you personally initiated.
Deny unexpected prompts and report them to the Berry College Help Desk.
Signing In to a Berry Work Computer
- At the Windows sign-in screen, select Other User if the Student Work Account is not displayed.
- Sign in with your sw_username@berry.edu account and password.
- Complete MFA when prompted.
- Verify that Outlook, Teams, OneDrive, SharePoint, and other work applications are using the Student Work Account.
- Lock your computer whenever you step away.
- Sign out at the end of your shift.
Security Rules and Enforcement
Prohibited Activities
- Using VPNs or privacy services
- Sharing passwords
- Sharing MFA approvals
- Sharing signed-in sessions
- Allowing another person to use your account
Enforcement Actions
When prohibited access methods are detected:
- Passwords are reset.
- Active sessions are revoked.
Repeated violations may result in:
- Temporary account lockout
- IT review
- Supervisor review
- Disciplinary action
Outside-of-Work Usage
Student Work Accounts are not intended for personal use.
Because these accounts may have access to sensitive information, unauthorized use outside approved work activities may result in disciplinary action. Activity may be monitored as part of Berry's cybersecurity and threat-prevention efforts.
Frequently Asked Questions
Can I add my Student Work Account to my personal phone?
No. Student Work Accounts should not be configured in applications on personal devices.
Exception: Microsoft Authenticator may be installed for MFA purposes.
Can I use a personal computer?
Only when required by the department. Work must be browser-based and sensitive Berry information cannot be downloaded or synchronized to the device.
Can I use the account after hours?
Only with prior approval from your supervisor.
Can I use the account in a residence hall?
Only for authorized work purposes. Berry-provided equipment should be used whenever available.
Can I use a VPN or privacy service?
No. Detection will trigger a password reset and revocation of active sessions. Repeated violations may result in account lockout.
Can I use my regular student account for work?
It depends on the job duties.
If access to sensitive information is required, a Student Work Account must be used.
TimesheetX remains an exception and uses the regular@vikings.berry.edu account. Communication regarding work schedules and other non-work-system communications should occur outside the Student Work Account.
Can a supervisor or coworker use my account?
No. Each Student Work Account is assigned to a single individual and is used to identify that person's activity.
What happens when employment ends?
Academic and personal information remains in the regular student account.
After graduation or separation from employment, the Student Work Account will be deactivated or deleted.
Before Contacting the Technical Support Desk
Please have the following available:
- Student worker username
- Device name (if known)
- Exact error message
- Screenshot of the problem, if available
Do not send:
- Passwords
- MFA codes
- Authentication approval requests through email, chat, or support tickets.
Administrative Basis
Berry College separates student and work identities to:
- Reduce accidental data mixing
- Support role-based access controls
- Improve accountability
- Manage employment access independently from academic access
This approach aligns with Microsoft identity security guidance and higher education best practices.