Onboarding Tips for Supervisors
This article contains tips for supervisors who are onboarding new employees.
When a new employee is entered in by HR, that employee's PUNet account becomes available by the next day. The ability to access some online services may not be available until the employee's official start date.
Employees who have previously been affiliated with the university (e.g. as past students or past employees) may already have PUNet IDs and passwords, although they may not remember them.
Any employee who does not know their PUNet ID and password can call the Helpdesk to gain access.
Employees who are not paid through HR payroll (e.g. contract employees who are paid by Business Office checks) will not get PUNet IDs automatically and their accounts can be sponsored. See Account and Email Address Policy for more.
Most employees use a computer in their day-to-day work, and most of those employees have one university computer that is assigned to them for their exclusive use. Generally, a new employee is expected to use the computer of his or her predecessor (see Employees Leaving Pacific University and Computer Growth & New Employees).
When you know when an employee's start date and HR onboarding date, make an appointment with the Helpdesk to get the employee set up on the new computer. Letting us know as far ahead of time as possible helps us to reserve time in our schedule, as well as time to refresh the computer. Computer setup appointments are typically done in the new employee's office and typically take 2-3 hours. The setup appointment includes:
- Helping with username and password (if needed).
- Setting up a login on the computer.
- Setting up Outlook and standard email signature.
- Setting up Box Sync.
- Setting up printers.
- Setting up wifi on a laptop.
- Setting up wifi and email access on smart phones.
- Training in Pacific University IT basics, including Phishing avoidance.
Typically, a new employee's supervisor will submit a help ticket (by emailing email@example.com), telling us the new employee's extension and asking us to:
- Reset voicemail for a new employee (allowing that employee to log in with a default PIN, record an outgoing greeting and create a new PIN).
- Change the caller ID to match the new employee's name.
New employees will receive information about standard mandatory trainings (e.g. sexual harassment, cyber security) from HR.
For employees who require healthcare compliance training, training access is typically granted automatically and employees can access this training through myAccount. If a new employee does not have access to compliance training, please contact firstname.lastname@example.org.
Training in use of classroom audiovisual technology, typically one-on-one training, is available for anyone who will be teaching or presenting in those rooms. Ask a new employee to contact email@example.com to arrange for AV training.
Training specific to the job role of the new employee is typically provided by the new employee's supervisor.
Access to departmental Box folders is typically granted by the administrator of that folder, and can be done after the employee has logged in to Box for the first time.
Access to shared calendars and inboxes is typically granted by the sponsor or owner of the accounts in which those calendars and inboxes reside.
Supervisors should request access, by emailing firstname.lastname@example.org, for special access to other systems, including:
- Colleague screens
- Budget access in BoxerOnline
- Special myAccount access
- Access to shared network drives (including those in which shared Filemaker databases are stored)
- Being a sponsor-of-record for sponsored and organizational accounts