Scope: The aim of this procedure is to outline the steps that should be taken to ensure that a PC is ready when a new LTS Olin staff member is hired.
Contact: Gary Branch, LTS NetAdmin Coordinator
Date last updated: 06/17/2014
Date of next review: June 2015
After A New Employee Has Been Hired
Before the New Employee Starts Work
Summary of Sign-On and Log-On Accounts
After the New Employee Starts Work
Checklist for Supervisors Hiring New Employees Who Use Personal Computers
Scope Personal Computers (PCs) and their software are work tools. In LTS Olin, certain steps must be taken by several different functional groups so that the readiness of the employee and computer are synchronic. This procedure defines and explains the steps, in checklist form, taken by the supervisor of a new LTS Olin employee whose primary duties require them to use a PC to accomplish their work. "New employee" means a transferred or newly hired Cornell University (CU) employee--full-time, part-time, or student--assigned to LTS Olin whether they have worked in the department in the past or not. This checklist is formatted to the stages in the hiring process so that steps are grouped to bring the tasks together.
Purpose This checklist serves the supervisor and new employee, and the LTS Olin network administrators (NetAdmin) by assuring that all computer-related topics are discussed, scheduled, and in place, preferably before the employee begins work. The checklist is meant to be a printable working document. It is recommended that the supervisor keep the completed hardcopy for the employee to refer to when activities change; the checklist serves as a point of departure.
Computer use and network privileges are governed by higher Cornell University procedures.
Prepared by: LTS Olin Network Administrator Working Group. If you have any questions or suggestions about this document, please contact us. The current members are:
- Gary Branch - Olin LTS NetAdmin Coordinator
- Peter DelaCuadra
- Natalya Pikulik
- Ken Tiddick
SUPERVISOR CHECKLIST
After A New Employee Has Been Hired
- _____ When a new employee has been hired, decide which workstation they will use.
_____ Post a message to the OLIN-LTSNETS-L list to start the process of acquisition and configuration of the computer for the new employee. A NetAdmin will meet with you to discuss the options for deployment.
Important: Prior to a computer being assigned to an employee in their personal workstation, it is LTS policy that the NetAdmin contact Desktop Services for a computer. Software is then configured for the new employee. Generally we need at least a week's notice of the new employee's start date.
_____ a. Identify any software that the employee will use that is not part of the current standard LTS Olin computer package.
The current standard software package is listed in LTS Procedure #25
_____ b. Identify the default printer that the new employee will use.
_____ c. What OCLC account will the new employee use: (Search only authorization is standard.)
Before the New Employee Starts Work
Obtain Sign-In and Log accounts: _____ a. Cornell Network Identity (NetID) As part of their hiring paperwork, a new employee completes a Password Identification Form by supplying an initial six digit password. Library Human Resources (LHR) sends this form to Records Administration, Cornell Office of Human Resources, who then initiates the process to create a NetID for the employee and sets their initial password, and creates an entry for employees in the Cornell Electronic Directory. Check the directory to see if this has been accomplished by searching for the employee's name using the Global Address Book in Outlook. _____ Since this may take several days, check back with the employee to be assured that their NetID is activated.
_____ b. Voyager Operator ID Send a message to the Voyager Security Committee VoySec-l@cornell.edu to get a Voyager Operator ID and password for the new employee. Give the employee's name, Cornell NetID, employment status (full or part-time staff, or student employee) and, if known, the appropriate profile needed for each of the modules. Also, please refer to the list of profile descriptions at http://lts.library.cornell.edu/lts/pp/vg/cv/catproftab to help identify the appropriate level of activity. If the specific profile is not known, identify a staff member with similar duties in the same unit or elsewhere on campus. Sometimes, especially when a comparable position does not exist, it will be necessary for a member of the security committee to discuss details of the profile assignment directly with the supervisor. A member of the security committee should respond to a supervisor's request within 24 hours, Monday through Friday. Usually, new operator IDs and passwords will not be sent to the supervisor via email, but she or he will be contacted directl
_______c.Supervisor will contact the Olin LTS Netadmin Coordinator if employee needs access to any restricted folders on the LTS Share server.
Summary of Sign-On and Log-On Accounts
- Cornell NetID
- NetID assigned by the Cornell Office of Human Resources.
- The initial password is set by the employee via the Password Identification Form at the time of hiring.
- Can be changed by connecting to http://netid.cornell.edu.
- Used by employees to sign on to LTS computers, Outlook, Kronos, and Cornell web pages that require CUWeblogin.
- Once assigned, the NetID will remain active as long as an employee remains at Cornell, and will remain active indefinitely if they leave Cornell in good standing.
- Voyager Operator ID
- The ID and password assigned by the Voyager Security Committee.
- The ID and password cannot be changed by the employee.
- Used by employees to sign on to all Voyager modules (Cataloging, Acquisitions, Circulation, Reporter, Access Reports).
- Privileges in each Voyager module are determined by the Voyager Security Committee; if the employee needs different privileges, the supervisor must contact the Voyager Security Committee to request the changes.
When the New Employee Starts Work
_____ As needed or desired explore opportunities for training. Below are suggestions for possible areas where additional training may be desired. _____ Voyager training using Acquisition, Catalog, Circulation, and Reporter modules, etc. _____ MS Access _____ Introduction to Windows _____ Outlook _____ MS Word _____ MS Excel _____ other
Library Learning Opportunities:
http://www.library.cornell.edu/Adminops/libhumres/llo/learning.html
_____Determine which electronic mailing lists are suitable for this employee. This is only a partial list and not meant to be all encompassing or limiting. Additional LTS mailing lists can be found in the LTS Listservs document. _____ TSVOYAGE-L (mandatory for all Voyager client users) _____ CATALOGERS-L (optional) _____ LTS-L (mandatory) _____ CU-LIB (mandatory) _____ SCHOOL-CLOSING-L (optional) _____ CUL-COMMUNITY-L (optional) _____ ____________ _____ ____________
- _____ Show them how to subscribe to and post messages to the lists. Have them use their own e-mail accounts.
- _____ Help the new person log on to their workstation using their netid and initial password. _____ Explain that this user name and password will allow them to log on to any machine in the LTS Olin domain. _____ Remind them to check the user name when logging on in case someone else has logged on to their computer. (Refer to 6.)
- _____ Help the new person log on to Voyager Acquisitions and Cataloging.
- _____ Show them how to set their Voyager Net ID for statistics gathering using the Macro Express ",,net" activation key.
- _____ Explain that they will need to set the Voyager Net ID when they work at a different PC.
- _____ Explain that they will need to sign on as a "student" when they work at a different PC, when using Voyager, they must do the ,,net to change to their netid for statistic purposes.
- _____ Show them how to use Macro Express and explain to them the role of the Macro Express Team.
- _____ Show them how to enter statistic codes.
- _____ Show them LTS Procedure 26: Recording Statistics
When the New Employee Starts Work
______ When a new employee logs in for the first time, the NetAdmin on duty must configure the local use software. This includes default printers, Voyager, OCLC, and Outlook. During that time, the NetAdmin will talk to them about computer support in LTS Olin including:
- Work by a NetAdmin on their machine when they are not there.
- Wednesday night's automatic scan.
- The automatic backup of each staff member's Documents folder. Note that anything saved to the Desktop (or anywhere other than My Documents) is not backed up.
- Answer any computer-related questions they may have. (The NetAdmin will explain that their job is to answer computer-related questions rather than application-related questions, and will explain the difference between the two).
- Explain how to contact the netadmins, giving staff access to the netadmin schedule and the netadmins contact