Onboarding for Managers

Onboarding new hires is a critical part of the employee lifecycle at Gordon-Conwell. This will explain how to make sure that your new hires have all their IT needs met on their first day. Please note that as onboarding may have multiple steps, IT prefers two weeks' notice before a new employee's first day to make certain everything is ready on time.

If you would like to delegate onboarding and offboarding forms to another employee for incoming hires who you may be the supervisor of record for, please follow this article.

For a list of all Departments currently listed as a choice for Onboarding, please see this article. If your department is missing, please create a ticket to have it added.

All onboarding begins with either HR via the ADP Career Center, NextSource, and DiversifyOSS, or the Deans Office if a faculty member. Once a candidate has been identified for hire and the background and reference checks have come back clean:

If onboarding a student worker, please make sure you have added them to the Student Worker Database following this article before filling out the onboarding form.
HR will initiate an Onboarding ticket for all staff and full-time faculty via the Onboarding module in the Gordon-Conwell FreshService Support Portal. For student workers and adjunct faculty, the supervisor or the dean's assistant initiates an Onboarding ticket via the Onboarding module.
This will automatically notify the hiring manager chosen in the form that an onboarding process has been initiated. The hiring manager will receive an email with a link to the form they can fill out. The form from the hiring manager will notify IT and other departments regarding software, permissions, and hardware needs depending on the choices made.
If the new hire is staff or full faculty, the incoming employee will be emailed at their personal email asking for their choice of laptop. This decision will be sent to the hiring manager for approval before purchase, but we highly recommend following the incoming employee's request if possible. As a reminder, departments cost centers are not charged for computer purchases unless they are outside of the standard GCTS models as seen in the FreshService Service Catalog.

Based on the type of new hire and whether a new computer may be required (new computers are given to all full-time and part-time staff, as well as full faculty) or not required (student workers, contractors, casual labor, and volunteers are not eligible for a new computer, although student workers can use shared workstations with other student workers in their department), you as the manager will see a list of available options of different pieces of hardware or software to request for them. Select all the necessary items an incoming employee will need for their first day, so that IT, Digital Education, the Library, and Sonis Administrators can make sure everything is prepared. Please see the list below for more information. For ease of reading, the info below is broken up into different categories, but in the actual list you will see the items are presented in alphabetical order.

Accounts & Access

New Account Creation: This will notify IT to create a new account for your incoming employee. Please note, if the incoming employee will be a staff or faculty member and is either a student or an alum, a new account must be created for them. Student workers are not given a new account when they are hired.
- Once a new account is created, the supervisor as well as the incoming employee will be notified of the credentials for access.
Network Shares Permissions: Requests access for an employee to on-campus shared drives and the specific folders therein. Generally needed only for staff members
VPN Permissions: Gives a staff member access to the VPN to access the shares drives when working remotely. Only needed if the incoming employee requires access to Shared Drives
Add User to Shared Mailbox: Adds a user to a department/project shared mailbox, used for emailing large groups of users and keeping departmental information. Examples include admissions@gordonconwell.edu or tech@gordonconwell.edu.
Add User to Existing Team: Adds user to an existing Microsoft Team, used for departmental/project collaboration, video meetings, and communication between staff members.
Canvas Staff or Faculty Access: Requests permissions for Canvas, GCTS' Learning Management System used for classes, typically needed for faculty, adjunct faculty, Digital Education, and other related departments.
SONIS Staff of Faculty Access: Requests permissions for SONIS, GCTS' Student Information System, which houses student data, grades, class schedules, admissions information, etc. Used by all departments who need access to official student records.
Employee Library Account: Notifies IT of an incoming staff, faculty, or adjunct who will need access to check out books or interact with the different library systems for databases and journals. Should be filled out for all faculty and adjuncts.

Hardware

All GCTS computers come standard with a wired keyboard and mouse, one power cord, a usb-c adapter (2 USB ports, 1 HDMI port, 1 ethernet port, and 1 SD card slot), and a 24" external monitor (if desired).

Apple MacBook Air 13": The standard GCTS Mac laptop deployment
Lenovo ThinkCentre E14 14" (Windows Laptop): The standard GCTS Windows laptop deployment
External Monitor: 24" external monitor with HDMI connection

Software

All GCTS computers come standard with Microsoft Office (Word, Powerpoint, Excel, Outlook, OneDrive, and Teams), web browsers (Chrome and Firefox), Zoom, RingCentral (on Mac, the browser app is recommended), and Adobe Acrobat Reader as well as GCTS' antivirus solution and remote access software. Other software available includes:

Adobe Creative Cloud: Used to edit video, photo, and audio content by multiple departments. A limited number of licenses exist for this product.
Foxit PDF Editor: GCTS' choice for PDF editing software, as well as document signing and tracking.
Airtable: GCTS' choice for data collaboration and integration with other systems.
PowerFaids: Used by Financial Aid for scholarships and FAFSA aid
Citrix: Used by Advancement and Accounting to access Raiser's Edge and Financial Edge
FileMaker Pro: Legacy system used by some departments to store and interact with data.
Zoom Pro: Gives a license for non-academic users for Zoom Pro to bypass the 40-minute non-licensed time limit. Assigned by Digital Education. Needed for all faculty and adjunct faculty
Other Software: Not seeing the software this person will need? Choose this and let us know the name of the software.

RingCentral

New User Extension: Requests creation of a new extension for GCTS' phone system for an individual user.
Update Existing User Extension: Used when you need to transfer/update an extension from a former employee or one that is already assigned to your department to an incoming employee.

Once you have filled out your requirements:

A main ticket will be created for IT with the initiator as the requester.
Sub-tickets will be created for all other parts of the process, with you (the hiring manager) able to access the ticket if you are not the requester. The information for a newly created account will be shared with both the supervisor and the incoming employee upon creation. IT will begin working on the new hire and notify you as parts of the process are complete.