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 then allow an extra month for lead time.
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 then please check with us on supplier lead times.
Bespoke and licensed software can be requested using the Managed Desktop Service Application Installation form. Please ensure that you can provide details of any software licenses 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 of 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 setup access to key business systems including Oracle Financials, PeopleXD, 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 Office365 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.
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.