Employee On-Boarding Process

The purpose of the Employee Onboarding Process is to improve Adler’s ability to efficiently provision accounts for newly hired employees by implementing a standardized organizational process with participation from each division.

1. People and Culture submits new hire information using Employee Onboarding Request Form.
   1. If a candidate is hired but is a returning employee their original account is reenabled and minimal changes are made to account for their new position.
   2. If a candidate is hired but is a current or former student, a new employee account is created. The new hire is designated as a Dual-role Employee.
2. Hiring Manager completes request and adds additional optional request items. Employee Onboarding Request is assigned to the Service Desk queue. Create User Request is assigned to the Enterprise Applications queue.
3. Service Desk and Enterprise Applications review to ensure completeness and that the new hire is not also a student or alumni to establish a separation of student and employee records.
4. Service Desk sends orientation appointment confirmation to new hire and hiring manager using request thread.
   1. If the new hire's start date is close to the beginning of a term, a group orientation is scheduled with guidance from the People and Culture team and multiple new hires are invited to the same orientation appointment. 
   2. If conversation about the new hire occurs outside of the request thread, it is copied into the notes of the request.
5. Enterprise Applications creates Colleague records according to the new hire's role.
   1. Dual-role Employees: Colleague record will have the new Employee account set as the primary contact. This will replace their student account in Colleague and all systems that rely on Colleague to sign in (Self-Service, Canvas).
6.  Active Directory account created:
   1. Standard Employees: Colleague creates AD account automatically.
   2. Dual-role Employees: Enterprise Applications creates AD account manually.
7. Enterprise Applications configures AD account with additional attributes.
8. Office 365 account created and licensed.
9. Canvas account created automatically.
   1. Dual-role Employees: Account will be associated with new hire login. If the new hire requests, they may have their student email added as an additional sign in option but it will not replace the primary employee account.
10. Enterprise Applications sends AD account credentials to Service Desk.
11. Enterprise Applications sends Colleague ID to People and Culture.
12. Service Desk assigns phone extension (if applicable).
13. Service Desk assigns and provisions hardware for new hire (if applicable).
14. Service Desk prepares welcome materials including login credentials, phone number, and relevant getting started information and links.
15. Service Desk Manager reviews deliverables for accuracy.
16. Service Desk sends link for orientation to the new hire. During orientation, Service Desk shares the welcome materials, covers all topics necessary for new hire to get started and observes new hire logging in successfully for the first time.
17. Equipment delivered to employee (if applicable).
18. Service Desk takes photo and creates ID badge (if applicable).
19. Service Desk sends final response with new employee copied including helpful links, articles and reminders.
    1. Specialized template sent to Dual Role Employees indicating distinction.