When departments use student employees in roles where they are emailing in a departmental capacity, including emailing outside of UW, we recommend the departments do not have students using the student's personal UW account. When a student employee leaves employment it can cause problems for departments in getting the business emails that were established by the student. The best way to avoid this is for the department to have or set up a generic email account that can be used by student employees for work emails.
Each new student employee can use the same generic account so when student employees change, the department does not need to update contact information or worry about missing emails sent to a previous employee. This provides a consistency for the department and an independent email storage location for messages. Messages in the Inbox, Sent Items and sub-folders for organizing and filtering remain regardless of the employee using the account.
Generic email accounts can also provide a clearer name for the job function, for example accounts-dept@uwyo.edu for a department's accounting area. For more information on generic email accounts, including how to request one, please see Email Only Account.
Please note that when students or employees have been granted access to a special account, they acquire the same permissions to the account as they would have with their own account. They have the ability to read, compose, send, move and delete messages. Departments assume the responsibility of maintaining account access and usage.