Congratulations on adding a new member to our Vandal family!
Overview:
It is an university goal for new employees to have a great start immediately on their first day; including logging into their computer with their U of I account, having all the access and tools they need. This guide is intended to help departments engage OIT to ensure the new employee has all the technology needs setup and ready when the employee first sits down at their desk.
It is not too early to consider the new employee’s computer needs during the recruitment process, especially if you believe a special order will be needed. OIT maintains an inventory of standard computers and accessories but to account for potential supply chain issues, work with OIT early to give plenty of time to order and receive any unique computer setups.
For board-appointed positions hired via PeopleAdmin:
Once the individual is moved to “Hired” status in PeopleAdmin, an OIT ticket is created automatically with the supervisor as the ticket’s requestor. The TSP team will contact the supervisor shortly after the ticket is created to solicit information about hardware and software needs.
Note: account and email creation are not dependent on completion of I-9.
For positions not hired via PeopleAdmin:
Note: An account cannot be created until the new employee has a V# created by HR. During busy times it can take several days to get the V#.
Create a ticket for new employee services as soon as HR creates a V number. This allows for account creation and computer setup to be completed before the new employee’s first day. There are a few overnight processes that can take up to 48 hours to complete before the new account has full access.
New Employee Services
Before an account can be created an EPAF will need to be submitted and processed.
Board-appointed employees hired via PeopleAdmin will automatically have a V-number, account and email address created; similarly, an OIT ticket is created for them, with the supervisor as the requestor. A Technology Solutions Partner (TSP) or the relevant IT support personnel will contact the supervisor to identify onboarding needs for the incoming employee – including hardware, software, phone, and VandalCard.
For employees not hired via PeopleAdmin: Please follow the sections below to request multiple services for a new employee including university account/NetID, computer setup, and VandalCard Requests.
Affiliate accounts are for individuals not employed by nor enrolled at the University of Idaho but need a Vandal account. An Affiliate EPAF must be submitted to HR to create a V# for someone needing a University of Idaho account. More information can be found on the Human Resources’ Banner & EPAF Resources Website.
OIT needs the employee’s full name, V#, and start date to create an account. Preferred Account names will be accommodated when possible. It can take up to 48 hours for processes to complete before the account has full access including to university training modules. Use the Account & Access Help to request a new account and additional services. In the description provide the following information:
Facility Location: Ex. Administration Building
Location Room Number:
OIT Services Needed:
Computer Hardware
Computer Software
Group Access and Management
Vandal Card
Computer Hardware and Software
Per University policy (30.16), reallocated computers must be cleaned of all data through OIT approved processes before it can be deployed to another employee. It is best practice to re-image a computer that has been in storage for any length of time to ensure it has all the latest software and updates. Put in the computer name and location of the re purposed computer in Additional Information if you have it.
Hardware Purchase
Hardware Service Requests
Software Purchase
Communication and Collaboration
The University invests in a number of communication and collaboration tools to help employees stay connected. Review our standards to see what options are available or reach out to OIT through the form below for assistance.
Communication Standards
Vandal Card
For board-appointed employees hired via PeopleAdmin: supervisors will be asked whether a VandalCard is needed as part of the OIT workflow in the ticket automatically created for the employee.
After their start date, the new employee can request a Vandal Card. A valid photo of the employee will need to be uploaded as part of the request. The VandalCard can be either picked up in the Student Technology center or mailed to the employee.
Ask your department about adding building card access for the new employee. Each department will usually have a designated gatekeeper who can add access to the new employee's Vandal Card.