Technology for New Employees

Once a successful candidate has accepted their position, HR will conduct a background check and gather necessary new employee paperwork and enter this into ctcLink. Completing this step will result in the automated creation of a new ctcLinkID and ClipperID. Account information will be emailed to the new employee with steps to activate them. The supervisor will also be sent an email notifying them that the new accounts have been created. 

Activating a new ClipperID will create a new Office365 account and IT staff can setup access to other applications and systems requested by the supervisor.

The standard staff office workstation includes a Windows desktop computer, dual monitors, webcam and headset. Staff who may work remotely will be required to use instead a Windows laptop with a docking station, dual monitors, headset, and webcam if preferred over built-in camera.

Staff who are approved to work remotely, will be required to complete a Telework Agreement and have completed the Off Campus Device Agreement, both can be found on the IT Website. Before your new employee starts it is important to know whether or not they will be partially remote to ensure the correct hardware is provided.

Many areas of the college use specialized software and desktop applications core to their work. In some cases IT will need to understand the levels of access a new employee may need as well. 

Consider what special software needs a new employee should have installed to be successful. By default, all computers come pre-installed with the following applications:

• Windows 11, Office 365 including Outlook and Teams,
• Zoom,
• Edge, Firefox and Chrome
• Panopto,
• Soft Phone,
• Adobe Acrobat Reader

In addition, access to standard web applications are provided. Examples of additional applications that a new employee may need access to could include:

• Navigate 360
• 25Live
• Smartsheet
• Quillix

Also considerations include access to area-specific applications and online forms and workflows unique to the work unit.

With some exceptions, a telephone extension is provided as a standard for new employees. In order for this to be setup correctly, IT will need to know the following information:

• Building and Room Number
• Phone extension they should have (if filling the role of a previous employee)
• Call center or special phone group membership.
• Desktop phone or headset hardware

Are there shared resources that the work unit uses that this new employee will need access to?  Some examples to consider:

• Shared or group e-mails,
• Membership to an email distribution lists or public folders
• Network file shares (U:Drive to many) or shared data repository
• Microsoft Team(s)

Each new employee will start with baseline access to ctcLink. If additional functionality is needed, consider all of the tasks, workflows and access the new employee will need in order to accomplish their work. If there was a previous employee in the same role recently, it is helpful to know who this is so we can apply similar roles and permissions. Here are some examples of tasks and functions that will need special permissions;

• Creating or approving purchase requisitions
• Running queries and/or reports
• Contracts management
• Budgeting

NOTE: Applying roles and permissions in ctcLink for a new employee is not done until after their start date. It is highly recommended for supervisors to require all new employees to complete the onboarding ctcLink training and any specific training before working in the system so they understand how to use the system.