Tech Onboarding

Our process for onboarding new staff is as follows:

Notification and Project Creation

When a new staff-member is hired, clears background checks, and given an official start date IT staff receive a notice from Employee Services. Upon receiving that information, IT will: - Enter information into our onboarding database - Create an onboarding project in our task management system - Create an onboarding ticket with their supervisor, admin assistant, and other necessary office staff. This ticket will list the scope of the project (what devices and services staff will receive, and who will set these up)

Account Setup

Following project creation, IT will create and/or update the following accounts and services: - Google G-suite (email, calendar, contacts, drive, etc.) - Google Groups (email lists) - Managed AppleID

We will update the onboarding ticket with all account information.

For other accounts and services, please contact Student Services (ex: Aeries), or Employee Services (ex: frontline)

Device Setup

Following project creation, IT will also order or assign devices according to position. Examples: - iPhone - Windows Desktop - Apple Laptop - Desk Phone

We will update the onboarding ticket as devices are available.

Delivery & Directories

When device assignments and setups are complete, IT will: - Deliver devices directly, or hold for pickup - Update our Google Sheets directories - Update our Global Address List with contact information

Completion

Upon completion of the scope of the onboarding project, IT will notify supervisors and/or their assistants and mark the ticket as solved. We will archive our task management project and retain all data for future use.

FAQ

Q: How long does this process generally take?

A: We prioritize new staff onboarding and attempt to complete these projects within one week of notice. We often complete them in less time. These project times may vary depending on the position of the new staff member.

Q: My preferred name differs from my legal name---can I use it for my email instead?

A: Our policy is that all account names must match the records we receive from Employee Services. However, we can create an alias on your account so that you can also use a preferred name. Both addresses will be assigned to the same account and you will receive messages sent to both.

Q: Our office has devices from a recently-departed employee---can we issue these to new staff?

A: We understand the importance of staff hitting the ground running. That is why we do our best to have equipment ready when it is needed. In order to facilitate that, all devices from departing staff must be sent back to IT for inventory, cleaning, and repairs. In the long run it harms the new staff member and our inventory to recycle devices in this manner.

Q: When will we know the mobile phone number for our new staff member?

A: Generally, we can provide this number within the first 1-3 days of receiving notice from Employee Services. We will update the onboarding ticket with this information. On some occasions, we have to order a new line of service with our carrier and they do not provide us a phone number until the device is delivered. We appreciate your patience when that is the case.

Q: What devices will I receive?

A: This depends on your department and position. Generally speaking, teaching staff are issued iPhones & Apple MacBooks. Office staff may receive the same devices, and/or a windows desktop computer. Proctors and Maintenance workers generally receive iPhones.