{"id":189,"date":"2017-04-25T17:25:53","date_gmt":"2017-04-25T17:25:53","guid":{"rendered":"https:\/\/www.macalester.edu\/its\/newemployeetechlist\/"},"modified":"2025-10-06T13:38:24","modified_gmt":"2025-10-06T19:38:24","slug":"staff-technology-checklist","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/its\/staff-technology-checklist\/","title":{"rendered":"Staff Technology Checklist"},"content":{"rendered":"<section class=\"link-group block-container\" >\n        <div class=\"link-group__featured-row\">\n        <div class=\"link-group__featured-inner\">\n            <div class=\"link-group__featured-inner-inner\">\n                <ul class=\"link-group__featured-link\">\n                                            <li class=\"link-group__link-item\">\n                            <a class=\"base-cta-featured\" href=\"#supervisors\" target=\"_self\">\n\t\t\t\t\t\t\t    Jump to Supervisor Section\n\t\t\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t\t\t<\/a>\n                        <\/li>\n                                    <\/ul>\n            <\/div>\n        <\/div>\n    <\/div>\n<\/section>\n\n\n\n<h2 class=\"wp-block-heading\">For New or Returning Staff<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><strong>\u2713 Initialize your official Macalester College account<\/strong><\/strong><\/h3>\n\n\n\n<p>About 10 days prior to your start date Information Technology Services (ITS) will send an email message with the subject \u201cInitialize your Macalester Account\u201d to your personal email address on file. Follow the prompts to set your password.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Turn on 2-factor authentication for your Macalester &amp; Google accounts<\/h3>\n\n\n\n<p><strong>Set up Duo Mobile for Macalester applications<\/strong><br>Go to <a href=\"https:\/\/2fa.macalester.edu\">2fa.macalester.edu<\/a> and sign in with your Macalester username and password. Click Add a device and follow the prompts to enroll in Duo Mobile for 2-factor authentication. Smartphone and Duo Mobile App are required to enroll.<\/p>\n\n\n\n<p><strong>Set up Google 2-Step Verification for Macalester email<br><\/strong>Go to <a href=\"https:\/\/gmail.com\">gmail.com<\/a> and sign in with your Macalester email address and password. If you have already signed into another Gmail account, try using a different browser or private\/incognito window. Follow the ENROLL prompt to turn on Google 2-Step Verification before the 2-week enforcement deadline or you&#8217;ll be locked out of your Google account. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>\u2713&nbsp;Know how to contact ITS for technology help<\/strong><\/h3>\n\n\n\n<p>Contact the ITS Help Desk for technology assistance. Check out our <a href=\"https:\/\/helpdesk.macalester.edu\/\">Self Service Portal<\/a> to search our knowledge base for answers, chat, submit a ticket to ask for help.&nbsp; <a href=\"http:\/\/help.macalester.edu\">help.macalester.edu<\/a>&nbsp;|&nbsp;<a href=\"mailto:helpdesk@macalester.edu\">helpdesk@macalester.edu<\/a> | 651-696-6525<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Forgot your password? <\/h3>\n\n\n\n<p>You can reset it yourself with our self-service password reset tool. Just go to <a href=\"https:\/\/1600grand.macalester.edu\">1600grand.macalester.edu<\/a> and click Forgot Password.<\/p>\n\n\n\n<p><a href=\"https:\/\/macalester.topdesk.net\/tas\/public\/ssp\/content\/detail\/knowledgeitem?unid=7f19d598136e4867a916082eebdd40da\">How to reset a forgotten Macalester password<\/a> | <a href=\"https:\/\/www.macalester.edu\/its\/policies\/password-policy\/\">password rules<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Staff may request preferred name change (optional)<\/h3>\n\n\n\n<p>Macalester systems will use your preferred name as the system&#8217;s display name, like email, Zoom profile and our <a href=\"https:\/\/www.macalester.edu\/directory\/\">online directory<\/a>. Staff may request their preferred name be changed to something other than their legal name by submitting the <a href=\"https:\/\/docs.google.com\/forms\/d\/e\/1FAIpQLSe5WC4LENvRI4AIVwP7fJrX4AzthXXbErNXFWp6QBlk9UVg6Q\/viewform\">Employee Personal Information Update Form (gform)<\/a>&nbsp;or contact Human Resources directly at&nbsp;<a href=\"mailto:hr@macalester.edu\">hr@macalester.edu<\/a>. Once the request is submitted to update your preferred name, it may take several days for the update to migrate to Macalester systems.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Read email<\/h3>\n\n\n\n<p>Check your email often! Human Resources, Facilities Services, Communications &amp; Marketing, and ITS are just a few of the departments on campus, not to mention your colleagues, that send vital information to your inbox. <a href=\"https:\/\/mail.google.com\/\">mail.macalester.edu<\/a> | <a href=\"https:\/\/play.google.com\/store\/apps\/details?id=com.google.android.gm&amp;hl=en_US&amp;gl=US\">Gmail app (Google Play)<\/a> | <a href=\"https:\/\/apps.apple.com\/us\/app\/gmail-email-by-google\/id422689480\">Gmail app (App Store &#8211; Apple)<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713\u00a0Record your Namebadge and add it to your email signature<\/h3>\n\n\n\n<p>Namecoach lets you record the pronunciation of your name and add it to your email signature so others can say it correctly. ITS invites faculty and staff to record and share their name pronunciation to promote a community of respect and inclusion across campus. Please use these <a href=\"https:\/\/macalester.topdesk.net\/solutions\/public-knowledge-base\/item\/KI%201517\/en\/\">instructions<\/a> to 1) record your name and 2) add your recording to your Gmail signature.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Follow the Google Workspace Checklist for new users<\/h3>\n\n\n\n<p>Welcome to Google Workspace. To set up your new work space on your first day, complete the <a href=\"https:\/\/support.google.com\/a\/users\/answer\/9296686?hl=en\">Day 1 Google Workspace Checklist<\/a>. The <a href=\"https:\/\/support.google.com\/a\/users\/answer\/9389764\">Google Workspace Welcome Center<\/a> 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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>\u2713 <\/strong> <strong>Claim your Zoom Meeting &amp; Zoom Phone license<\/strong><\/h3>\n\n\n\n<p>Macalester uses Zoom for video conferencing and for phone service. 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. Follow these instructions to learn how to <a href=\"https:\/\/macalester.topdesk.net\/solutions\/open-knowledge-items\/item\/KI%200046\/en\/\">sign in with SSO to set up your Zoom account<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Set up your VPN Account for working remotely<\/h3>\n\n\n\n<p>Do you need to access services like Argos and OnBase from home? Use VPN for off-campus connections. Follow the appropriate guide:&nbsp; <a href=\"https:\/\/goo.gl\/W6ZjHm\">VPN &amp; Duo Mobile setup guide macOS (gdoc)<\/a> or <a href=\"https:\/\/docs.google.com\/document\/d\/1BJj0td8HM4v9lrawHFUcB2CTxZdrj3lFBC__K9lDbm0\/preview\">VPN &amp; Duo Mobile setup guide Windows (gdoc)<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Review computer hardware and software needs with supervisor<\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Connect your device to eduroam &#8211; Campus wifi<\/h3>\n\n\n\n<p>Connect your device to eduroam, a free global wifi roaming service that works on campus and at participating institutions. Check out the connection guides for your device. <a href=\"https:\/\/macalester.topdesk.net\/tas\/public\/ssp\/content\/detail\/knowledgeitem?unid=dc3ebd19014c4e50a0a1e39009eb7bd0\">eduoram connection guides<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Request access to&nbsp;WordPress (website editor)<\/h3>\n\n\n\n<p>You may be responsible for editing your department&#8217;s website. Instructions on how to request an account and self-paced training options are included on Communications &amp; Marketing&#8217;s <a href=\"https:\/\/www.macalester.edu\/communications\/web-training-and-resources\/\">Web Training and Resources<\/a> page. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Request access to&nbsp;ITS applications<\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Scan your MacPass at any multifunction to set up your uniFLOW printing account<\/h3>\n\n\n\n<p>Most departments have a multifunction device for printing, scanning and copying. To get access to MacPrint, just scan your MacPass at any multifunction device and enter your Macalester username and password.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Download MS Office on personally owned computer (optional)<\/h3>\n\n\n\n<p>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. &nbsp;<a href=\"https:\/\/docs.google.com\/document\/d\/1Ut4KKDoLycjnW8TfQWyBlzVR4ZRatPPOFoBN0RQwuWg\/preview\">Microsoft Office for Windows (gdoc)<\/a>&nbsp;|&nbsp;<a href=\"https:\/\/docs.google.com\/document\/d\/1DvarrGMv97hOyLwnZLe4zP011nkwHBnYJgDWrJqGsSE\/preview\">Microsoft Office for macOS (gdoc)<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Confirm access to Box Cloud Storage<\/h3>\n\n\n\n<p>All faculty and staff are provisioned Box Cloud Storage accounts upon college account creation. Box provides a secure and reliable platform for storing and sharing files, research data, and essential documents. For details and resources, visit <a href=\"https:\/\/www.macalester.edu\/its\/box\/\">Macalester\u2019s Box landing page<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Your email is subscribed to Staff announce and Mac Daily Google Groups<\/h3>\n\n\n\n<p>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 <a href=\"https:\/\/groups.google.com\/my-groups\">groups.google.com\/my-groups<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Complete your cyber security training for new staff<\/h3>\n\n\n\n<p>Staff and faculty will receive an email from our partner, Infosec IQ, with a link to the required ITS training. Expect to receive regular reminders to complete the training from notifications@securityiq-notifications.com. The training format consists of a short video followed by an assessment that covers a specific cyber security topic and will take 5\u201310 minutes to complete.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"supervisors\"><a id=\"forsupervisor\"><\/a>For Supervisors<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Let ITS know the technology needs of your new hire<\/h3>\n\n\n\n<p>Complete <a href=\"https:\/\/macalester.topdesk.net\/tas\/public\/ssp\/content\/serviceflow?unid=d6fbfeafd2de4c29961c607325940c41&amp;from=d0027373-b8ec-43ae-9298-d579a61034f9\">Employee Adds, Moves, and Changes<\/a> 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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Determine hardware and software needs<\/h3>\n\n\n\n<p>Supervisors should always contact ITS about their new employee&#8217;s technology needs. Part-time staff sometimes share office space and computers.  ITS can work with departments to order computers and software not covered under current site-wide license agreements. Faculty (tenure-track and non-tenure-track) should contact their AIA for hardware needs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Macalester accounts for new staff  <\/h3>\n\n\n\n<p>Once all onboarding paperwork has been completed by the new hire, an automated process will create a Macalester account. Up to 10 days prior to their official start date, the new hire is sent an email message to their personal email address with instructions on how to initiate their Macalester account. If there are questions about the status of the Macalester account, check to see if the new hire has completed the necessary paperwork or contact <a href=\"mailto:hr@macalester.edu\">hr@macalester.edu<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Confirm access to department shared drive folders<\/h3>\n\n\n\n<p>Access to a department&#8217;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 <a href=\"mailto:helpdesk@macalester.edu\">helpdesk@macalester.edu<\/a> to request it, include the name of the shared drive and new hire.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Request access to ITS application systems<\/h3>\n\n\n\n<p>Submit the <a href=\"https:\/\/macalester.topdesk.net\/tas\/public\/ssp\/content\/serviceflow?unid=425cc1dc514f4b0d87e2a5ac9829e5b4\">ITS Application Request form<\/a> 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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713 Confirm membership on department Moodle Groups and Google Groups<\/h3>\n\n\n\n<p>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. <a href=\"https:\/\/groups.google.com\/\">groups.google.com<\/a>&nbsp;|&nbsp;<a href=\"https:\/\/moodlegroups.macalester.edu\/\">moodlegroups.macalester.edu<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Contact Human Resources to let them know the phone number and office location of your new hire <\/h3>\n\n\n\n<p>The building, room, phone number, department and job title published on the college online directory comes directly from Banner. Contact Human Resources at <a href=\"mailto:hr@macalester.edu\">hr@macalester.edu<\/a> to let them know the contact information of your new hire.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Refer new employee to&nbsp;New Employee Checklist<\/h3>\n\n\n\n<p>Share this page with your new employee. It&#8217;s a great way to get started with technology at Macalester!<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713\u00a0Encourage new employee to record a Namebadge and add it to their email signature<\/h3>\n\n\n\n<p>Namecoach lets you record the pronunciation of your name and add it to your email signature so others can say it correctly. ITS invites faculty and staff to record and share their name pronunciation to promote a community of respect and inclusion across campus. New employees can use these <a href=\"https:\/\/macalester.topdesk.net\/solutions\/public-knowledge-base\/item\/KI%201517\/en\/\">instructions<\/a> to 1) record their name and 2) add the recording to their Gmail signature.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\u2713&nbsp;Need technology assistance?<\/h3>\n\n\n\n<p>Contact the ITS Help Desk should you need assistance with any of the above items at <a href=\"mailto:helpdesk@macalester.edu\">helpdesk@macalester.edu<\/a>&nbsp;or 651-696-6525.<\/p>","protected":false},"excerpt":{"rendered":"<p>For New or Returning Staff \u2713 Initialize your official Macalester College account About 10 days prior to your start date Information Technology Services (ITS) will send an email message with the subject \u201cInitialize your Macalester Account\u201d to your personal email address on file. Follow the prompts to set your password. \u2713 Turn on 2-factor authentication [&hellip;]<\/p>","protected":false},"author":17,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-189","page","type-page","status-publish","hentry"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/pages\/189","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/users\/17"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/comments?post=189"}],"version-history":[{"count":134,"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/pages\/189\/revisions"}],"predecessor-version":[{"id":8475,"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/pages\/189\/revisions\/8475"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/its\/wp-json\/wp\/v2\/media?parent=189"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}