Appointment Creator's Guide to Setting Up New Employees

Introduction

This comprehensive guide is designed to assist administrative assistants and appointment creators in ensuring a smooth start for new employees. This guide outlines the steps to set up computer accounts, telephony services, printing, and access to secured resources.

This guide should be used in combination with the General Orientation Checklist and any on-boarding procedures your department has.

By following this guide, you ensure the smoothest onboarding process possible for new employees at Vancouver Island University. If you are unsure about something, we're happy to help! Contact the IT Service Desk.

8+ Weeks Before Start

Step 1: Assess Hardware and Software Needs

1. New Computer Hardware:

   • Determine if the employee needs new computer hardware, including a computer, monitor, or docking station.
   • Clearly specify the requirements based on the employee's role and responsibilities.

2. Reassigned Hardware:

   • Check if the employee will be taking over any hardware reassigned from a previous employee.
   • Record information about the hardware being passed on to the new employee. This helps make the transition smooth and ensures we use our resources in the best way possible.

3. Non-Standard Software:

   • Identify if there is a need for any non-standard software unique to the employee's role.
   • Clearly list the software requirements.

By providing the IT department all the details in an IT ticket, you help us get everything ready ahead of time. This way, we can avoid delays and make sure the new employee has everything they need on their first day.

3+ Weeks Before Start

Step 2: Create Appointment and Computer Account

Make sure you've successfully set up the new employee's appointment and their VIU computer account using the appointment system. Remember, the computer account can only be made when the appointment is in the system.

This process involves collaboration between the appointment creator and the HR department. If you require assistance with this, please contact the HR department.

Step 3: Provide Account Details to Employee

Make sure the new employee is provided with their employee number, username, email address, and default password before their start date. If you require assistance with this, please contact the HR department.

Step 4: Assess Telephony Requirements

1. Do they require a new phone/local number?

   • Create a ticket. Include the employee's name and your cost centre/FIS workorder number.

2. Does an old phone/local number is being reassigned?

   • Create a ticket. Include the employee's name, the phone number/local, and your cost cente/FIS workorder number.

3. Do they need a cell phone?

   • Follow the process outlined on this page: How do I order a new mobile phone and plan?

4. If a cell phone is being assigned to another employee:

   • Follow the process outlined on this page: How do I transfer a mobile phone to another employee?

Step 5: Gather Access Requirements

Reference (or create) your department's employee onboarding documentation. Gather a list of what they need access to, including:

• Shared drives (paths, not drive letters)
• Shared mailboxes
• Distribution lists
• Calendars
• Websites
• VIU Administrative Systems

After the Employee Begins Work

Step 6: Employee Changes Their Password

The employee will need to change their password from the default. They will not be able to log in until this is completed.

Step 7: Provide Access to Resources

• Shared Drives, Shared Mailboxes, Distribution lists, and Calendars:

  • You are the shared drive/mailbox administrator: Add them by using the Access Management and Automation Portal (AMA).

  • Otherwise, create a ticket with a list of what they need access to. Note: You may be asked to provide administrator, program chair, manager, or dean/director approval for some resources.

• Websites and VIU Administrative Systems:

  • Create a ticket with a list of systems they will need access to.

  • If SRS access is required, please contact the registrar's office.

Step 8: Provide access to Cost Centre in PaperCut

Add the employee to a shared print account (cost centre) so they are able to print.

Step 9: Provide a Link to Employee Technology Guide

Provide the employee with a link to our Employee Technology Guide, which includes the basics they need for a successful start at VIU.