Top Tips for a New Employee

1. Initialize your official Macalester College account
About 10 days prior to your start date, new staff are sent instructions on how to initialize their official Macalester account. This email is sent to your personal email address.

2. Sign into your Macalester email account and turn on Google 2-Step Verification
You’ll get 2 weeks after your first Google/email account login to turn on Google 2-Step Verification. If you miss the 2-week grace period, your account be locked out and will need to contact the ITS Help Desk for assistance. Follow the enroll prompts from Google when you log in or review get started wtih 2-Step verification. You also need a backup 2-Step option when your phone is unavailable. Save and/or print 10 one-time-use Google 2-Step Verification backup codes.

3. Set up Duo Mobile app for 1600grand
The very first time you log into 1600grand, Duo Mobile 2-factor authentication is required. Follow the instructions in our Duo Mobile Setup Guide to get ready to use the Duo Mobile app to securely log in.

4. Claim your Zoom Meeting & Zoom Phone license
Macalester uses Zoom for video conferencing and for phone service. You’ll need to use your Macalester Username and Password (not just the email address) to properly set up your Zoom Meeting and Zoom Phone account with our site license. Please follow these instructions to learn how to sign in with SSO to set up your Zoom account.

✓ Know how to contact ITS for technology help

Contact the ITS Help Desk for technology assistance. Check out our Self Service Portal to search our knowledge base for answers, chat, submit a ticket to ask for help.  Self Service Portal | helpdesk@macalester.edu | 651-696-6525

✓ Forgot your password? You can reset it yourself!

How to change or reset a forgotten Macalester password | password rules

✓ Staff may request preferred name change (optional)

Macalester systems will use your preferred name as the system’s display name, like email, Zoom profile and our online directory. Staff may request their preferred name be changed to something other than their legal name by submitting the Employee Personal Information Update Form (gform) or contact Employment Services directly at hr@macalester.edu. Once the request is submitted to update your preferred name, it may take several days for the update to migrate to Macalester systems that use it.

✓ Read email

Check your email often! Employment Services, Facilities Services, Communications & Marketing, and ITS are just a few of the departments on campus, not to mention your colleagues, that send vital information to your inbox.   mail.macalester.edu | Gmail app (Google Play) | Gmail app (App Store – Apple)

✓ Follow the Google Workspace Checklist for new users

Welcome to G Suite. To set up your new work space on your first day, complete the Day 1 Google Workspace Checklist. The Google Workspace Welcome Center offers resources and a roadmap for users to get to know G Suite. This Center contains details on the Learning Center, help guides for each app, switching guides, our new Sheets Coursera course, and more.

✓ Set up your VPN Account for working remotely

Do you need to access services like G & H Drives, Argos, and OnBase from home? Use VPN for off-campus connections. Follow the appropriate guide:  VPN & Duo Mobile setup guide macOS (gdoc) or VPN & Duo Mobile setup guide Windows (gdoc).

✓ Review computer hardware and software needs with supervisor

Staff positions that require a computer will be provided with one. The Computer Replacement Fund, managed by ITS, is set up to replace computers about once every four years. Tenure-track faculty usually have start-up funds with which to purchase a computer.

✓ Connect your device to Macalester WiFi or eduroam

Macalester College’s wireless network uses your username and password to connect, an authentication method that provides a more secure wireless experience. Another option is to use eduroam, a free, global wifi roaming service that works here at Mac and at participating institutions. Check out the connection guides for your device. | Macalester WiFi | eduroam |

✓ Request access to Enterprise systems

As a Macalester College staff member, you may require access to Argos, Banner and other enterprise systems. You and your supervisor will work with ITS to get you the access needed.

✓ Download MS Office on personally owned computer (optional)

In addition to MS Office being installed on all college-owned computers, the full version is available to staff (25% FTE or above are eligible) at no cost as part of our Microsoft volume licensing agreement.  Microsoft Office for Windows (gdoc) | Microsoft Office for macOS (gdoc)

✓ Confirm access to G & H shared drives

Faculty and staff get access to shared drives upon account creation. Windows users go to My Computer. Mac OS users go to Finder > Go > Connect to server > smb://files.macalester.edu server. Use the G drive to share files within a group/department; use the H drive to store personal files. Files stored on the shared drives are backed up nightly.   shared drives | webfile.macalester.edu  |  smb://files.macalester.edu

✓ Your email is subscribed to Staff announce and Mac Daily Google Groups

Your Macalester email address will automatically be added to our Staff announce and Mac Daily Google Groups. Watch your inbox for the latest message or view an archive at groups.google.com/my-groups.

✓ ITS & Google Workshop invite is on the way!

An ITS staff member will invite you to our ITS & Google Workshop, usually during your first week of work.

For Supervisor

✓ Let ITS know the technology needs of your new hire

Complete Employee Adds, Moves, and Changes (gform) and upon submission, an ITS Help Desk ticket will be created and we will start the process of preparing a computer for your new hire.

✓ Determine hardware and software needs

Supervisors should always contact ITS about their new employee’s technology needs. Part-time staff sometimes share office space and computers. Faculty (tenure-track and non-tenure-track) should contact their AIA for hardware needs. ITS can work with departments to order computers and software not covered under current site-wide license agreements.

✓ Request Zoom Phone

Macalester is replacing our current phone system with Zoom Phone. You will be contacted by ITS about your new employee’s Zoom Phone account.

✓ Account is automatically created 10 days prior to start date by Employment Services, not ITS

Employment Services, not ITS, triggers a new-staff automated workflow that provides new staff with their Macalester account. About 10 days prior to their official start date, new hires are sent an email message to their personal email address with instructions on how to initiate their Macalester account. | online directory | accounts & services |

✓ Confirm Access to department shared drive folders

Access to a department’s share drive or G Drive is automatically granted during the account creation process. Should a new hire require access to a shared drive located outside of their department, send an email to helpdesk@macalester.edu to request it, include the name of the shared drive and new hire.   shared drives | webfile.macalester.edu

✓ Request access to ITS application systems

Submit the ITS Application Request form to request access to the following ITS managed software: 1600grand tab, AD group, Argos / Banner, Automic, OnBase, PandaDoc, Student 360, Web Time Entry (WTE). Your request will be shared with the relevant college department for approval.

✓ Confirm membership on department Moodlegroups and Google Groups

Faculty and staff will be automatically subscribed to appropriate Google Groups, including the mac-daily@groups.macalester.edu. Inclusion to department-wide Groups and Moodlegroups may be necessary. groups.google.com | moodlegroups.macalester.edu

✓ Add employee’s email address to the department’s Multi-Function Device scan-to-email address book

Most departments have access to a multifunction device (MFD) to print, scan, and send/receive faxes.

✓ Refer new employee to New Employee Techlist

Share this page with your new employee. It’s a great way to get started with technology at Macalester!

✓ Need technology assistance?

Contact the ITS Help Desk should you need assistance with any of the above items. helpdesk@macalester.edu  or 651-696-6525