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 steps.
In this article
First steps
- Go through the hiring process in Workday
- Make sure that your new hire submits their Background check paperwork to HR
- Get the new employee hired in Workday
- Wait for the new hire's MHC Account to be created (more details below)
Make sure the new employee is hired in Workday
After completing all necessary tasks in Workday, the new employee will be considered "hired" according to Workday, even if their start date is in the future.
Supervisors can tell when their new employee is "hired" in Workday by checking their Team view in Workday. There will be an entry for the position on the team. Hover over the position to preview the new employee's and start date. More information is available if you click into the position from there.
MHC Account access
New hire is someone entirely new to the College
Once the new employee account is fully hired in Workday (even if their start date is in the future) 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.
Available as soon as the New Account Letter is shared:
- MHC Account setup
- Email and Google account
Not available until the new employee's first day of work:
- 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
To keep work data separate from personal data that an alum may have in their pre-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.
Once the "account flip" has happened, an alum employee version of the New Account Letter will be sent to the supervisor. At that time, they will be able to access their MHC email and Google account. Other services (OneCard, Workday, VPN, eduroam) will become available on or shortly after their first day of work.
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. Their MHC Account will automatically re-activate. Email and Google apps should become available as soon as they are hired in Workday. Other services (OneCard, Workday, VPN, eduroam) will become available on or shortly after their first day of work.
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.
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. 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 an employee-assigned computer if your new hire needs one.
This can be requested prior to their MHC Account being created, but we won't be able to deploy a computer until their MHC Account username exists.
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
MHCDrive
MHCDrive access is provided automatically based on department affiliation and does not require additional action from LITS to become available.
Google Drive
Google Drive shared drives, folders, and individual files should be shared with your new hire by their owner.
Get started resource for your new team member
Please share this Get started at MHC guide your new team member.