Employee Onboarding

Overview

A UFV computer account allows access to the UFV network files and email on campus and remotely. Computer equipment, software, and mobile device procurement and licensing for new employees is also requested using this service.

Initial access to a UFV computer account is setup by the IT Service Desk and may take up to 5 business days during peak volume periods. Hardware, mobile device, and software procurement may take longer than 5 days, depending on stock and supply chain availability.

This service can be used for all UFV employees including Type C and D (auxiliary). 

For student workers (i.e., co-ops), use the Student Limited Access to UFV Networks & Computers service.  For external contractors (vendors, non-UFV employees), use the Contractor Limited Access to UFV Networks & Computers service.

Information Required

UFV employees that are part of the Authorized Account Requestors Group can complete the Submit Employee Onboarding Request form:

  • First and last name
  • Employee number
  • Department
  • Job title
  • Primary campus
  • Office number
  • Telephone number or local
  • Start date
  • Expiration date of account (if applicable)
  • Network access restrictions
  • Department G drive access (optional)
  • Budget code (for Print/Copy)
  • Ensure as requestor you have authorization to request on behalf of the employee. Authorized Account Requestors include: 
    • Department Assistant (or an Administrative Assistant e.g. Executive Assistant, Program Assistant etc., authorized by Director)
    • Department Head
    • Dean
    • VP / AVP
    • Director
    • Manager
    • Employees on the Exceptions List (internal list maintained by IT Services)
  • Mobile device requirements
  • Computer hardware requirements (Employee status required for pc desktop procurement i.e. Full time, part time, contract, student etc.)
  • Licensed software requirements

Once the new account is setup, IT Service Desk sends the username and temporary password to both the department requestor and the new account holder.

Instructions

Read instructions for a new employee for first time UFV computer access:

  • The username is usually their last name and first initial (ex. smithj)
  • The password is the IT temporary password until they log into a UFV networked computer where they will be required to change their password at first login.
  • The new password must be at least 8-12 characters long and must contain a combination of lower and upper case letters, numbers, and special characters.

The employee submitting this request must be part of the Authorized Account Requestors group.  Authorized Account Requestors include:

  • Department Assistant (or an Administrative Assistant e.g. Executive Assistant, Program Assistant etc., authorized by Director)
  • Department Head
  • Dean
  • VP / AVP
  • Director
  • Manager
  • Employees on the Exceptions List (internal list maintained by IT Services)

Service Catalogue Entry

 
Service Name Employee Onboarding
Service Users Faculty, Staff
Description Onboard new employees so they can receive a computer, university account, phone, and email.
Features New account
Category Accounts and Access
Sub Category Employee Accounts
Supporting Services AD Account Creation
myUFV Account Creation
Email Account Creation
Sharedrive Access
Phone
Campus Card**
Banner Account Creation**
Workstation Provisioning (if required)
Software Provisioning (if required)
Computers, Software, and Printing Account
Mobility provisioning (if required)
Parking pass**
Service Owner CIO
Business Owner Director, HR & Staff Relations
Authorized Requestors Department Assistant (or an Administrative Assistant e.g. Executive Assistant, Program Assistant, etc., authorized by Director or Dean)
Department Head
Dean
VP / AVP
Director
Manager
Employees on the Exceptions List (internal list maintained by IT Services)
Request Process Authorized user submits request via web form in TDX
Ticket assigned to the IT Service Desk
Sub tasks assigned to ITS teams as required
Approval Requirement/Process As per detailed processes
Requirements and Pre-requisites Information:
  • Budget codes
  • Employee number and role in Banner (HR)
  • Contract status
Turnaround Time for New Requests 5 business days
Requester Responsibility Enter the information, ensure that the Banner ID and role is defined.
Submitter is responsible for requesting:
  • Campus Card
  • Parking
  • Business Application Access
  • Software (separate service request)
  • Hardware (separate service request)
  • Mobile Device (separate service request)
Support Hours IT Service Desk business hours
Hours of Availability/Planned Downtime 24/7
Support Process Contact the IT Service Desk, check the online portal for request status
Support Owner Service Delivery Manager
Support Documentation TDX Knowledge Base
Customer Costs Equipment and software procurement/licenses
 
Submit Employee Onboarding Request

Details

Service ID: 371
Created
Fri 2/7/20 10:50 AM
Modified
Thu 5/20/21 1:32 PM