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 (Submit Personnel Action Form).
First steps
- Submit the Personnel Action Form to HR (or the Faculty Action Form to the Dean of Faculty's office for faculty)
- Make sure that your new hire submits their Background check paperwork to HR
- Wait to hear from the Technology Help Desk that your new hire's MHC Account is ready
- The hiring manager will automatically receive an email with the subject line "MHC Account Created for [New Employee Name]" when the account is ready
Is your "new" hire returning to MHC? Please note that in most cases if your new hire already has an MHC account due to alum status or prior employment at the College, the hiring manager will NOT receive an email with their MHC account information. If the new hire 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.
Once new hire's account is created
MHC Account and password set up
Once the new employee account is entered into Colleague the hiring manager (for staff) or the Provost's Office (for faculty) will receive an email with the subject line: MHC Account Created for "new employee." This email includes the new hire's MHC username and initial password as well as instructions to complete account setup.
Learn more about the account life-cycles of MHC accounts for staff, MHC accounts for faculty, and MHC accounts for affiliates.
Login errors prior to new hire's start date? New employees will be able to access email and Google apps as soon as you share the MHC Account Created email message with them and they've completed the account setup instructions. However, many other services (ex. OneCard, printing, VPN, etc) are not available until the central administrative system marks them as an active employee on 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 their OneCard account may not be automatically created. Please reach out to the LITS 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.
Campus telephone
Request a new phone/phone reassignment if your new hire will need one.
Email groups
Your new hire will be automatically added to the campus wide email groups that include everyone or are broadly relevant to their role (ex. the MHC This Week distribution list, LITS-alert, staff-l, etc)
Other Google groups are managed by individual group owners across campus.
File access
Why can it take a few days for a new employee's account to be available?
Before your new employee is entered into Colleague and their MHC account is generated, HR must have received the Personnel Action Form (PAF) or Faculty Action Form (FAF) and the new employee must clear their background check.
Once the information on the PAF/FAF has been processed by HR (or the Dean of Faculty’s Office and HR in the case of new faculty), the new employee's data will be entered into other College systems via an automated synchronization process that takes a few hours.
Before the MHC account is entered into Colleague, 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.
Useful links to share with your new team member
Please share these links with your new team member.
- Get started with Zoom (and Zoom Training)
- Using your Office Phone
- Setup Softphone App Avaya Softphone Request
- Set up Virtru (secure email sending)
- Using my.mtholyoke
- LinkedIn Learning online training
- Microsoft Office Online Training
- LITS Cyber Security and Phishing (videos)
- SANS Advanced CyberSecurity Awareness training
- Register for a parking pass