Information Technology Services (ITS) Guide For Onboarding New Binghamton Employees- All things ITS

Overview

Information Technology (IT) onboarding begins after Human Resources (HR) completes all hiring paperwork and enters the new hire into the SUNY HR system. Once HR enters the employee into the system, the ITS Identity and Access Management (IAM) system automatically provisions accounts and entitlements based on affiliation (faculty, staff, RF, etc.) as defined in ITS University Account Policy 313.

Additional requests may be required if the employee requires specialized or elevated access.

Prior to Start Date Requirements

Before an employee’s first day, the following steps ensure the provisioning of accounts and access on day one.

New employees must complete all new hire forms, including the I‑9 and pre-employment background check.
HR ensures the employee appears correctly in SUNY HR records so that IAM Provisions the account correctly.
Departments should determine what additional ITS resources, access to systems, and storage the new employee will require based on their role.

Initial Account Creation

HR notifies the ITS Help Desk when they have entered the new hire into the SUNY HR system. Once a user name is assigned in the IAM system, the Help Desk sends the new employee an email with the instructions for account claiming, password and two-factor authentication (2FA) setup to their personal email.

Possible Actions for Departments

Departments should consider the IT resources and access, including any specialized or elevated access, the new employee might need based on their role. Included are things to consider.

Request Type	Who can make request	Request sent to
Request network or department shared drive access	Department/Supervisor	ITS- Network Drive Request ITS- Shared Drive Access Request
Add to Departmental (and other) Listservs	New Employee/ Department/ Supervisor	Department Admin Assistant
Request a campus phone or University cell phone	Department/Supervisor	Telecommunications Mitel Phone Request
Request a computer quote or to re-image and re-assign department machine	Department/Supervisor	ITS- Computer Quote ITS- Computer Setup
Request department specific software	New Employee/ Department/ Supervisor	ITS- Software Quote ITS- Software Install ITS- Adobe Licensing Request
Request elevated or restricted systems access such as Banner or Records Access	Approved Department Requester	Student Records/ITS Request (Only Approved Department Requester's have access)
Assign shared Google calendar, Google drive, or Google shared mailbox access	Department/Supervisor	Department Admin Assistant/Calendar, Drive, Mailbox owner Delegate access to a shared email account Google Secondary Calendar Management
Request card access for door or building (not physical key)	Department/Supervisor	Building or Area Access Administrators Physical Key Access is a Facilities Management Request

Resources for New Employees

Departments should consider the IT resources and access, including any specialized or elevated access, the new employee might need based on their role. Included are things to consider.

If you would like assistance, please feel free to contact the Binghamton University ITS Help Desk at 607-777-6420 or Submit a Request, and we'll be happy to help.

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