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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
Before a new employee starts working at VIU, we need to figure out what kind of computer and software they'll need. This helps things go smoothly when they begin, and it makes sure they have what they need to work well.
If computer hardware/software is required for the new employee, please create a ticket with the following information:
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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.
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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.
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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
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Do they require a new phone/local number?
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Does an old phone/local number is being reassigned?
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Do they need a cell phone?
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If a cell phone is being assigned 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
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Shared Drives, Shared Mailboxes, Distribution lists, and Calendars:
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If you are the shared drive/mailbox administrator: Add them by using the Access Management and Automation Portal (AMA).
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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.
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Websites and VIU Administrative Systems: