This article has information for hiring managers that will be useful as you prepare to hire a new employee.
Overview
Below is information and a brief time line from when your employee is hired to the deployment of their computer. Find where you are in the hiring process, it is likely you are not starting today at the first step.
First steps
- Go through the hiring process in Workday
- Make sure that your new hire submits their Background check paperwork to HR
- Wait for the new hire's MHC Account to be created (more details below)
MHC Account access
New hire is someone entirely new to the College
Once the new employee account is fully hired in Workday and that data has synced overnight to Colleague, the hiring manager (for staff) or the Provost's Office (for faculty) will receive a New Account Letter in the form of an email with the subject line: MHC Account Created for [new employee].
This email includes the new employee's MHC Account username and initial password as well as instructions to complete MHC Account setup.
New employees will be able to access email and Google apps as soon as you share the New Account Letter with them and they've completed the account setup instructions.
However, many other services (ex. Logging into Workday, OneCard, printing, eduroam, VPN, etc) are not available until the central administrative system marks them as an active employee usually on or shortly after their first day of work.
New hire is an alum/former student
Because they already have MHC Accounts, there will not be a New Account Letter generated when an alum is hired. That email is only triggered upon new account creation
To keep work data separate from personal data that an alum may have in their existing MHC Account, alums who are hired as College employees will need to have a new employee account manually created for them in a process LITS calls an "account flip."
This will create a new MHC username and Google account for the alum employee and allow them to retain access to their alum account (if it was still active).
Reach out to the LITS Technology Help Desk to coordinate this process.
New hire is a returning employee
Because they already have MHC Accounts, there will not be a New Account Letter generated when a returning employee is hired. That email is only triggered upon new account creation.
If a returning employee needs support accessing their MHC Account after HR has entered proof of employment in our central administrative system, they should create an MHC Account access support ticket.
Why can it take a few days for a new employee's account to be available?
Before your new employee's MHC Account is generated, they must be fully hired in Workday and they must clear their background check.
Once their hiring information has been processed, their data will be entered into other College systems via an automated synchronization process that can take an overnight sync to achieve.
Before the MHC Account is created, your new employee will NOT be able to acquire their email account, OneCard, or be able to print. Staff at the LITS Technology Help Desk are not able to rush this process.
Once the MHC Account is created and you've shared the New Account letter with them, they may be able to access their MHC Google account for email. However, many other services (ex. Logging into Workday, OneCard, printing, eduroam, VPN, etc) are not available until the central administrative system marks them as an active employee usually on or shortly after their first day of work.
OneCard
Once your new hire is marked as an active employee on or after their first day of work, they can go about getting their OneCard in two ways:
- They can choose to upload a OneCard photo. Then, after getting confirmation from us that their picture was approved, they can drop by the Technology Help Desk to pick up their card
- Or they can come to the Technology Help Desk during open hours with a photo ID. We can take their photo and print their card right there all at once.
Please note,
if your new hire is marked as an affiliate/contingent worker, their OneCard account may not be automatically created. Please reach out to the
Technology Help Desk to see if they are active in the OneCard system before visiting so we can ensure a successful OneCard pickup.
Computer
Request a Computer if your new hire needs one. You don't need to have their MHC Account username prior to submitting the request form, but we won't be able to deploy a computer until their username has been created.
Campus telephone
Request campus telephone setup if your new hire will need one.
Email lists
Your new hire will be automatically added to the campus wide email lists that include everyone or are broadly relevant to their role (ex. the MHC This Week for Faculty and Staff distribution list, LITS-alert, staff-l, etc)
Other Google groups are managed by individual group owners across campus.
File access
Get started resource for your new team member
Please share this Get started at MHC guide your new team member.