IT Onboarding Checklist for New Hires

Employee Name:
Employee ID:
a - service is automatically provided
r - service must be requested by the Admin Assistant or
Supervisor
e - service must be requested by the Employee
Service Need Status
McGill ID number & PIN

a
McGill Username/ password

a
ID card
e
ID card access (Lenel)
r
Email
Exchange mailbox
r
Evault mail archiving & Anti-Spam system
a
Evault mail archiving & Anti-Spam system
a
Email setup & best practices

e
Computer & File Access
Workstation/Laptop Setup, includes:
- Install printer drivers
- Install software
- Configure email application
r
uPrint FOAPAL setup
r
Access to departmental network shares
r
Personal file storage
a
Telephone & Network
Request network jack, telephone and Voice Mail

r
Entry in the telephone directory

r
Telephone setup

e
Mobile device / Smart phone
r
Other
Present Time Management System (absence / leave reporting)
r
Mailing lists (Listserv & GAL lists)
r
CenterStage (Content Management System)

r
Admin Staff
Banner (INB)
- Banner Training
- Banner and Data warehouse access
e
Web Management System
- WMS Training
- WMS request form

e
Faculty
myCourses (Learning Management System)
- Instructor-led training
- one-on-one consultations
- self-serve documentation
e
Checklist for Instructors
e
Additional IT Services that the employee can access on
their own e
Need Help? Contact the ICS Service Desk
514-398-3398
[email protected]
Additional Information
9-digit ID number and PIN used to access Minerva

Credentials used for signing into most McGill systems. The new hire can sign into Minerva to
view their McGill Username and set up their McGill Password. See the instructions.

The new hire must go in person to Human Resources office in 688 Sherbrooke to obtain a
McGill ID card.

Gives access to buildings and rooms. Contact the Area Access Manager for your
department/unit after the employee receives their ID card.

If the mailbox is not automatically created using the person's McGill Username, you can
request a mailbox by contacting [email protected]

The EVault message archiving service is automatically turned on for new employees that have
a mailbox on McGill's Exchange server.
The Anti-Spam service are automatically turned on for new employees that have a mailbox on
McGill's Exchange server.
The employee should set up a signature in Outlook, according to the standard practices of the
department/unit. The employee should become familiar with the Global Address List (GAL)
and verify that his/her information appears correctly.

Contact your LAN Manager. For units that have an SLA with central IT Services, fill out the
webform to Set up a new computer, in the PC Desktop section of the IT Services > Forms
page.

The Key Financial Contact and uPrint Administrator for your unit needs to assign a FOAPAL to
the new hire for printing charges.

The Security Manager in your area must request the appropriate IT security access (Active
Directory groups); departmental network shares.
Each employee receives 1 GB of personal file storage, usually on the R: drive. See the service
description for additional information.
The Telephone Coordinator in your unit needs to submit 3 separate Work Order requests for
Network Services, Telephone Services and Voice Mail services.The Administrative
Assistant should contact the Telephone Coordinator when a new employee is hired to ensure
these requests are done.
New hires are automatically entered in the Global Address List and Staff Directory.
If any change is needed (e.g., correction to the name or title), the telephone coordinator for the
unit can request a change via the GAL Revision Form.
Ensure the employee sets up the following:
- Name on the voice mailbox
- Outgoing message
- Password
Contact Procurement Services if you need to order a mobile device from McGill's provider.

If your department uses Present, ensure that the new hire has the URL for your department
and the UserID and initial password to log into the system.
The employee can contact the list owners for ListServs managed at http://lists.mcgill.ca and for
those maintained in the Exchange Global Address List (GAL)
The employee's immediate surpervisor should request access to any CenterStage spaces that
the employee will need by contacting the corresponding CenterStage Space Coordinator.

Many administrative staff need access to various Banner forms.

The site manager will then need to fill out a web request form to request access to the
departmental website.

Faculty members and some administrative staff may need training to use the myCourses
system. They can request introductory training courses and one-on-one consultations with
Educational Technology Specialists.

Instructors need to request certain services for teaching at the beginning of each term. Make
sure all new faculty members consult the Checklist for Instructors.

The employee should visit the Getting Started section of the IT Services website to view
services that are recommended for new hires.
 Web Link
The new hire will receive an email with his/her McGill ID
number and intial Minerva PIN. When the employee
signs in for the first time, they will be prompted to select
a new PIN and set up a security question.

http://kb.mcgill.ca/it/view-username

http://www.mcgill.ca/hr/employee-services/about-your-records/id-cards

http://kb.mcgill.ca/it/email-faculty-staff

http://kb.mcgill.ca/it/evault

http://kb.mcgill.ca/it/antispam

http://kb.mcgill.ca/it/email-best

http://www.mcgill.ca/it/forms

http://kb.mcgill.ca/fskb/easylink/article.html?id=4108

http://www.mcgill.ca/it/forms

http://kb.mcgill.ca/it/file-storage
https://ncsforms.mcgill.ca/

http://kb.mcgill.ca/it/easylink/article.html?id=1200
http://kb.mcgill.ca/it/telephony

https://secureweb.mcgill.ca/procurement/forms

http://kb.mcgill.ca/it/present

http://www.mcgill.ca/cms

http://kb.mcgill.ca/it/training

http://kb.mcgill.ca/it/easylink/article.html?id=1975

http://kb.mcgill.ca/it/mycourses-instructors

http://kb.mcgill.ca/it/easylink/article.html?id=3729

http://www.mcgill.ca/it/get-started-it