How To Request and Approve a Student Worker Account

Summary

This article explains the process for requesting a student worker account (.sw) for student staff working in campus offices.

This article is for supervisors and managers of student employees.

Before proceeding: HR/Payroll must be notified of your hiring of the student employee.

You will need the student’s Whitman ID number and the asset number of the computer(s) the student worker will be using in their job.

Open a web browser and navigate to id.whitman.edu.
In the Username field, type in your Whitman username (everything that precedes @whitman.edu of your email address) and click “Go”.
Next, click “Log In with Whitman Account”.
Enter your Whitman username and Whitman password and then click “Continue”.
If prompted, verify your identity with the prompt provided by Duo.
Next, click on the drop-down arrow on the “Dashboard” icon and select “Requests” from the drop-down menu that appears.

Next, select the “Request” icon.
In the form that appears, enter the Whitman ID number for the student employee in the “Colleague ID” field.

Click on the “Request” button to submit the form.
Repeat steps 8 through 11 for any additional student employees you need student worker accounts for.
This portion is now complete. You will need to wait a few minutes before continuing to the next section for approving the newly requested account(s).

After completing the previous section titled “Requesting a New Student Worker Account”, you must approve each request before they can be created.
If needed, go back to id.whitman.edu and log in again.
Navigate to “Requests” by clicking on the carrot icon next to the “Dashboard” button.
Next, click on the “Tasks” in the left-hand menu and then choose “Approvals”. There should be a number in the brackets that indicates the number of accounts to be approved. This number should match the number of accounts that you have requested in the previous section.

A list of Accounts requested should appear in the main section of the window. Check the box next to each account and then select the Approve button (Thumbs up icon).

In the window that opens, fill in the fields as requested. Note that Colleague ID is the same as Whitman ID. Enter a Machine Number (computer asset number found on the white sticker) of any computers the student employee is limited to using for their work purposes. An Activation Date and Expiration Date are required. For the Expiration Date, enter the date the employee’s work is expected to end with your department – note that this may be their graduation date.

Include any notes for specific accesses the Student Worker may need, including but not limited to, K drive, S drive, and Colleague.
Click “Approve” when completed.
The account request will now be processed and approved by a member of WCTS. An account claim email will be sent to the student at their standard Whitman email address with instructions on how to claim and activate their new account.