Preparing for New Faculty and Staff: Technology Access Checklist
Checklist for departments requesting access to technology systems for new faculty and staff.
For any quesions regarding the onboarding of a new employee, please feel free to reach out to your department consultant or the Technology Helpdesk.
System Access
There are numerous systems accross campus that a new employee can access. This will cover the most common systems used on campus.
- SharePoint Sites
- If the new employee needs access to a SharePoint site, the SharePoint owner will need to add them as a member.
- The owner of a sharepoint can be located by following these directions:
- Team Sites
- If the new employee needs access to a Teams site, the Team owner can add them as a member.
- If the new employee needs access to a Teams site, the Team owner can add them as a member.
- Peoplesoft (Access Stout)
- Access can be requested using the IT Autorization Request System.
- More information about Access Stout access is outlined in this KB:
- UW-Business Intelligance (UWBI)
- Access can be requested using the IT Autorization Request System.
- Questions regarding UWBI access can be directed to the Technology Helpdesk.
- ImageNow (Perceptive Content/ Perceptive Experience)
- Access can be requested using the ImageNow User Request Form
- If you believe the new employee should have a more in-depth ImageNow training, please contact the Technology Helpdesk. One of our techs will reach out to set up a time for more one-on-one assistance.
- Shared Financials, WISDM, and SFS Data Quaries
- Access to these systems is controlled by the Business & Financial Services. Please consult this KB for more information:
- Shared Inboxes
- The owner of the shared inbox will be able to add the new employee using these directions:
- If you do not know the owner of the inbox, please contact the Technology Helpdesk.
- VOIP (Phone System)
- If the new employee needs to be able to send or recieve external phone calls, please contact the Technology Helpdesk in order to have a phone number assigned.
- If they also need access to a shared line or calling tree, please include that in your email.
Hardware and Software
It's important that a new employee has a computer ready to go for their first day on campus. There are three main ways a computer can be obtained for a new employee:
- Reimage an unused device:
- If your department is reusing a device for the new employee, please remember that it is required for the computer to be reimaged before being given to a new user.
- To start the reimage process, contact the Technology Helpdesk or stop by during our open hours to drop off the computer.
- It can take several hours for the computer to finish reimaging to it's important to bring the computer for reimage several days before the new employee starts.
- Purchase a new device:
- If your department is purchasing a new device for the employee, this will need to be done several months ahead of time due to current computer lead-times.
- If you are still waiting on a new device when the employee starts, your department can request an LIT loaner device.
- Obtain an LIT loaner device:
- LIT loaner computers can be requested for either short-term and long-term use.
- To request a loaner, please fill out LIT's Computer Loaner Request Form.
- We do have a limited number of Macbook loaners. If you require a Macbook loaner rather than HP, please contact the Technology Helpdesk after submitting the request form.
- Windows Computer - Software Center
- Those on Windows devices can install needed software using the Software Center:
- Mac Computer - Self Service
- Those on Mac devices can install needed software using Self Service:
- Adobe Creative Cloud
- Adobe products require users to enroll in licensing before they can use the applications:
- Once enrolled, you can install the Creative Cloud app using the Software Center or Self Service links above.
First Day on Campus
These KBs will cover the basics of getting up and running once on campus.
- First Sign-In
- The first sign-in on a computer can sometimes be finicky. Follow these directions to complete your first sign-in:
- Duo Enrollment
- The use of Duo two-factor authentication is required on campus. The easiest method for this is the Duo app on a mobile device but those without a device can also opt to use a Duo fob.
- 2-Step: Enrolling in 2-Step (DUO) Using a Mobile Device
- If you would like a Duo fob, please contact the Technology Helpdesk and we can configure one for you.
- If you have never used Duo before, we have two short KBs outlining how and why we use it:
- Some systems, such as HRS require additional Duo proofing. To have this done, please stop by the Technologhy Helpdesk during our open hours with your Duo device and a photo ID to complete the identity proofing step.
- The use of Duo two-factor authentication is required on campus. The easiest method for this is the Duo app on a mobile device but those without a device can also opt to use a Duo fob.
- Shared Inboxes
- Those needing to use a shared inbox have three options:
- Phone Sign-In
- Those using a physical desk phone will need to sign in:
- All Teams VOIP users have the ability to set their voicemail options through the Teams app:
- Install Printers
- Scan to OneDrive
- Stout supports scan-to-folder on most Lanier/Ricoh printers on campus. Follow these directions to create a scans folder in your OneDrive: