New starter set up on the managed staff desktop
Use this checklist to help ensure a smooth start for new staff using the managed staff desktop
This guidance is written for managers and employees who are joining the University for their first time. It also applies for employees who are moving from another part of the University and have not previously used the managed staff desktop.
New starter processes are not generally needed for staff moving between roles within the same department.
For staff moving from another department where they previously used the managed staff desktop, read these other instructions.
Plan early
It's a good idea to start planning for your new member of staff at least a month before their start date. If you plan to order a new PC or laptop for them, allow an extra month of lead time.
University Card
A valid University Card with correct affiliations is essential for accessing most IT facilities.
For staff who are new to the University: support your new staff member to ensure that their University Card application form is completed, returned and processed at least two weeks before their start date.
For staff already working in the University: contact the University Card Office to update the department affiliation and expiry date.
User registration / desktop login
Send us details of your new member of staff using the Managed Desktop Service New User Account form. We will create an account for them (using their SSO username) and send details on how to login for the first time to you. Please ensure that you communicate these details to your new member of staff in good time for their arrival.
You can also use the new user account form to tell us if an existing PC is being handed on, and what network file access is needed.
New desktop / laptop
If you need a new PC (desktop or laptop) then you can review the current models in our Managed staff desktop hardware catalogue and submit a Supported IT equipment purchasing form with details of what you want. If you are ordering with less than one month's notice, please check with us on supplier lead times.
Licensed software
Bespoke and licensed software can be requested using the Managed Desktop Service Application form. Please ensure that you can provide details of any software licences and that these have not been allocated to any other user.
Remote desktop service
The remote desktop service provides access to a fully managed and secure Windows desktop environment that you can access from outside the University network. There is an annual service charge. Your new member of staff can register using our remote desktop service request form at any point after their user account has been created.
Business systems access
Do remember to contact other service units to set up access to key business systems including Oracle Financials, People XD, Student Systems and DARS.
A departmental email address will automatically be assigned once the University Card form has been processed by the University Card Office.
Calendar, Teams, OneDrive, SharePoint and other Office 365 apps
You can include your new member of staff in meeting invitations, add them in Teams and share resources with them in OneDrive and SharePoint as soon as they are listed in the Outlook address book. They do not need their new department email address at this stage.
Mail lists
Once your new member of staff is listed in the Outlook address book with their department email address, you can subscribe them to departmental mail lists using the mail list web interface.
If your member of staff is coming from another department, it might be worth asking them to review their mail list subscriptions (see mail list subscriptions) and unsubscribe or request removal from any that no longer apply.
Getting ready
Most of the IT set up that you need will be arranged by your new manager. If you have any special requirements, including assistive technology, then please let your manager know as soon as possible, so this can be arranged. It would also be a good idea to review the following IT policies and guidance:
- University of Oxford ICT Regulations
- Data privacy and information security training
- Information security guidance
- How to connect to eduroam Wi-Fi
University Card
You will need a valid University Card with correct affiliations to access most IT facilities.
If you are new to the University: please complete and return your University Card application form quickly. This will help us ensure that everything is ready for your arrival.
For staff already working in the University: please contact your new manager to ensure that they are arranging to update your department affiliation and expiry date.
User registration / desktop login
Your new manager will register you for access to the managed staff desktop. You will log in with a CONNECT account: this uses your SSO username, and your new manager will provide details on how to login for the first time.
New desktop / laptop
Your new manager will make arrangements for any new equipment that you need. If you are asked to choose a desktop or laptop, then you can review the current models in our Managed staff desktop hardware catalogue.
Licensed software
A wide range of core software is pre-installed on managed staff desktops. Additional software is available by running the Oxford Applications Installer. Bespoke and licensed software can be requested using the Managed Desktop Service Application form. Please ensure that you can provide details of any software licences and that these have not been allocated to any other user.
Remote desktop service
The remote desktop service provides access to a fully managed and secure Windows desktop environment that you can access from outside the University network. There is an annual service charge. You can register using our remote desktop service request form at any point after your user account has been created.
Business systems access
You may need to contact other service units to set up access to the business systems that you will be using Oracle Financials, People XD, Student Systems and DARS. Please also remember to request that your access is removed for any systems that you no longer need access to.
A departmental email address will automatically be assigned to your existing email account once your University Card has been created or updated by the University Card Office.
Calendar, Teams, OneDrive, SharePoint and other Office 365 apps
Colleagues in your new department will be able to include you in meeting invitations, add you to Teams and share resources with you in OneDrive and SharePoint as soon as you are listed in the Outlook address book.
Mail lists
Your new manager will subscribe you to any important departmental mail lists, and you will automatically be subscribed to some all-staff mail lists.
You can review your mail list subscriptions at any time and unsubscribe or request removal from any that no longer apply.
Get support
If you cannot find the solution you need here then we have other ways to get IT support
