- Getting your employee set up with IT

OVERVIEW

Target audience: Administrative Assistants and new McGill faculty & staff members

This checklist is designed to help Administrative Assistants (or other individuals taking on this role) who are onboarding new employees at McGill. It lists all the IT-related services that a new hire may need so that they can be productive as soon as possible. It can also serve as a guide for new employees to know what IT services are available and how to get started.

Download the Excel version to keep track of the status of each request for your new hire. Save the file to your departmental shared folder or OneDrive folder, and rename it to include the employee's name: Checklist of IT services for new McGill employees.

Legend for "how" to obtain services:

In the table below, in the middle column, How, the following keywords indicate how to obtain the service:
automatic - Service is automatically provided (no request needed)
request - Admin Assistant or Supervisor must make a request
employee - Employee must make the request / take action

Service	How	Additional information
McGill ID number & PIN	automatic	9-digit ID number and PIN used to access Minerva The new hire will receive an email with his/her McGill ID number and initial 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.
McGill Username/ password	automatic	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.
Two-factor authentication	employee	The employee needs to set up two-factor authentication in order to access the VPN, Office 365 and other McGill services. See Two-factor authentication and self-serve password reset.
ID card	employee	The new hire must go in person to Human Resources office in 680 Sherbrooke, 15th floor, to obtain a McGill ID card. See ID Cards on the HR website for ID carding hours.
ID card access (Lenel)	request	Gives access to buildings and rooms. Contact the Area Access Manager for your department/unit after the employee receives their ID card.
Email
Exchange mailbox on Microsoft 365 100 GB mailbox, includes anti-spam / junk mail filtering	request	In the eventuality that the mailbox is not automatically created using the person's McGill Username, please report an issue from the IT portal. For more information, see Email for Students, Faculty & Staff and Affiliates. NOTE: For students who become employees, the default email address used with myCourses is the staff email address (@mcgill.ca)
Email setup, signature, address listing and other best practices	employee	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. See Email best practices
Computer & File Access
Workstation/Laptop Setup Includes: - Install printer drivers - Install software - Configure email application	request	Contact your LAN Manager. For units that have an SLA with central IT Services, fill out the webform: Request to set up a computer.
uPrint FOAPAL setup	request	The Key Financial Contact and uPrint Administrator for your unit needs to assign a FOAPAL to the new hire for printing charges. See uPrint Administrators for more information.
Access to departmental network shares	request	The Security Manager in your area must request the appropriate IT security access (Active Directory groups); departmental network shares. Request access to departmental network shared folders
Personal file storage	automatic	Each employee receives 1 GB of personal file storage on the network, usually on the R: drive, as well as 1 TB of storage space on OneDrive cloud storage from Office 365. For more information, see File Storage and File Management.
IT policies and directives	employee	Ensure that the new employee reads and understands the official Policy on the Responsible Use of McGill Information Technology Resources. See also, the Knowledge Base article containing supporting guidelines and references. All new employees should learn about McGill's Cloud Directive, which prescribes what data can be stored in the cloud, and the process for acquiring new cloud services at McGill.
Telephone & Network
Request network jack, telephone and Voice Mail	request	The Telephone Coordinator for your unit needs to submit 2 separate ServiceNow requests for Network Services and for Phone Services. The Administrative Assistant should contact the Telephone Coordinator when a new employee is hired to ensure these requests are done.
Entry in the Outlook Global Address List (GAL)	request	New hires are automatically entered in the Global Address List in Exchange.
Telephone setup	employee	Ensure the employee sets up the following: - Name on the voice mailbox - Outgoing message - Password See About: Telephony at McGill (for legacy Meridian phones) See About: McGill's NEW telephone system (for Cisco & Webex)
Mobile device / Smart phone	request	Visit Mobile Communications on the Procurement Services website if you need to order a mobile device from a McGill provider.
Communication & Collaboration
Mailing lists (Listserv & Outlook email lists)	request	The employee can contact the list owners for ListServs managed at https://lists.mcgill.ca and for those maintained in the Exchange Global Address List (GAL) See Email Distribution Lists (LISTSERV, Exchange) .
Microsoft Teams	automatic and by request	Access to Teams is automatic; however, the employee's immediate supervisor needs to ensure the employee is added to the Team Channels needed for collaborative work. See the Teams.
D2 (document management system)	request	The employee's immediate supervisor should request access to any D2 spaces that the employee will need by contacting the corresponding D2 Space Coordinator. See the D2 (document management system)
Administrative Staff
Banner (INB) - Banner Training - Banner and Data warehouse access	employee	Many administrative staff need access to various Banner forms. The employee must first sign up for the appropriate training courses. Once the employee receives Banner training, they will be given the corresponding request forms to complete and submit to receive access. See IT Training for all Banner training offered.
Web Management System - WMS Training - WMS request form	employee	If the employee needs to manage or edit a web site on McGill's central Web Management System, they first need to take the appropriate WMS training courses. The site manager will then need to fill out a WMS website permissions web form to request access to the departmental website.
Faculty
myCourses (Learning Management System) - Instructor-led training - one-on-one consultations - self-serve documentation	employee	Faculty members and some administrative staff may need training to use the myCourses system. They can request one-on-one consultations with Educational Technology Specialists. See myCourses for Instructors.
Zoom (remote teaching & learning)	automatic	Faculty members who are teaching one or more courses are provided with Zoom licenses to hold classes remotely. See Zoom (remote teaching & learning) - service description and Get Started with Zoom in the Teaching & Learning Knowledge Base.
Checklist for Instructors	employee	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. See IT checklist for instructors preparing for the academic year.