Onboarding Your Employee with I.T. Services
Overview
This document describes the steps and process of onboarding a new employee with I.T. Services.
1. Official HR Notice: Our process begins when we receive notice from Human Resources that a new employee has joined the University. Before this official notice, we cannot take any action regarding the employee other than collecting information. As soon as we receive notice, we will notify the employee's supervisor that we will begin activating them in all systems. If you are the employee's supervisor and need to provide I.T.S. with additional information or access requests for the new employee, please do so at this point to expedite the process. As the employee's supervisor you may request the employee to have access to departmental resources including:
- Transact (ID Card Access) - ID Card Access to buildings where they'll be working.
- CampusNexus / Cvue - our student information system, and host of the majority of our data about students.
- Mazévo - used to schedule or approve the use of various campus conference rooms, classrooms, and meeting spaces.
- Fresh Service - The ticketing and information system for IT Services and Strategic Communications.
- Microsoft Dynamics GP - Our payroll system
- Department Network Drives - These may be commonly referred to by their letter name, HOWEVER, please send us the full path (ex. \\silas\ACDShare on Y:)
- Department Email Inboxes - email addresses relevant to your area of work.
- Slate - If your new team member needs access to slate, we'll be happy to connect you with Admissions!
2. Account Creation and Permissions: Within 48 hours, the new employee's account will be updated or created to reflect the employee's status. We will inform the supervisor when the work is complete and notify the employee of their new login credentials if a new account has been created. After the account has been updated, other system access requests will be granted, including access to Anthology, network drives, and inboxes.
The default login information for new employee accounts is as follows:
Username: firstname.lastname@asbury.edu
Password: First four letters of their last name + last four digits of their employee ID
If your new team member doesn't know their employee ID Number, they can obtain that from you (it's on their paperwork), or by contacting HR. ITS is unable to hand out this information for security reasons.
3. Staff/Faculty ID
Once their account is created, please remind your employee to stop by the Service Desk to pick up a staff/faculty ID. Please note that if they are a former student, their student ID card needs to be replaced with a staff/faculty ID to maintain functionality. Employees can also request family IDs for their spouse and children if desired (must be requested 72 hours in advance of printing).
4. Technology Deployment
If the employee's position includes a technology deployment, our Technicians will reach out to the employee to schedule a deployment of their technology using Microsoft Bookings. Please note that this meeting is required for the deployment of technology and that deployments cannot be done in advance of official notice from HR. In some cases these meetings will be "in-place" deployments for desktop technology or will take place at the Service Desk for mobile technology.
Deployed technology will be based upon the I.T. Services technology lifecycle and available inventory. If the former employee for the position was due an upgraded machine, then the new employee will receive the intended upgrade. If the supervisor wishes to change the technology to be assigned, please make that request in advance to the Service Desk via the ticketing system.