New Hire IT accounts

To set up a computer and accounts to access network resources (e.g., e-mail, file servers, web applications, etc.) for new Life Sciences Administration employees, the hiring manager must first notify and coordinate with Life Sciences Administration Computing Support personnel. The following procedures detail the various stages and responsibilities required of the new hire, manager, and Computing Support to ensure timely and efficient setup.

To minimize delay, please provide as much advance notification as possible to Computing Support AND verify that UCPath onboarding has been completed so UID is issued prior to the new hire’s start date.  Setup can be delayed up to 5-7 business days depending of the timeliness of UCPath in processing a new hire and issuing said UID.

STEP 1: ISSUING THE UNIVERSITY IDENTIFICATION NUMBER & CREATING A UCLA LOGON ID

(Primary responsible parties: Hiring manager and new hire.)

• First and foremost, hiring manager must determine whether employee is new to UCLA or transferring from another department.
  • If employee is new to UCLA:
    • A University Identification Number (also known as a “UID”) must be generated then issued to the new hire by the hiring manager and/or Life Sciences Administration Personnel office.  Issuance of the UID is absolutely critical and mandatory prior to employee’s start date; otherwise, the employee will not be able to utilize campus systems such as VPN, Zoom, Box, TRS, etc.  Therefore, please ensure that the new hire is processed through UCPath before start date.
    • Hiring manager provides new hire the UID and instructs him/her to create a UCLA Logon ID via https://accounts.iam.ucla.edu/register
    • New hire informs and provides hiring manager the UCLA Logon ID newly created username.
    • Hiring manager shall then notify Computing Support by providing the new hire’s full name (first and last) and UCLA Logon ID username.
  • If employee is transferring from another department:
    • Hiring manager shall obtain existing UCLA Logon ID from transfer plus new hire’s full name (first and last) and provide it to Computing Support.

• The UCLA Logon ID will be the basis to create the new hire’s VPN account, e-mail address and computer account to access the file server (“Gary”) by CSC. E-mail and computer accounts cannot be created until Computing Support is provided with the new hire’s information.

STEP 2: CREATING THE LIFE SCIENCES ADMINISTRATION COMPUTER ACCOUNT

(Primary responsible parties: Hiring manager and Computing Support)

• Hiring manager must specify to Computing Support all files/folders on the file server that the new hire is authorized to access.
• Computing Support will create a new user account with the same name as the UCLA Logon ID for the new hire to both log into his/her computer as well as access permissible files on the “Gary” file server.

STEP 3: SETTING UP E-MAIL ACCOUNT

(Primary responsible parties: Hiring manager and Computing Support)

• Hiring manager to determine if new hire is transferring from another campus department and if so (1) provide e-mail address from previous department to Computing Support and (2) whether previous e-mail address will be kept active (particularly in dual-appointments).
• Before creating new hire’s e-mail address, hiring manager should identify if access to shared calendars and/or mailboxes are required and notify Computing Support accordingly.
• Hiring manager to coordinate with new hire to designate a preferred e-mail address and in turn, provide said address to Computing Support.
• Computing Support will coordinate with Enterprise Messaging and Life Sciences Computing to create new hire’s e-mail account. E-mail address shall be set up on new hire’s computer
• Computing Support provides new hire’s e-mail address to hiring manager, who will in turn notify Personnel/Payroll for publication in the Campus Directory.

STEP 4: IDENTIFYING ACCESS TO CAMPUS APPLICATIONS

(Primary responsible party: Hiring manager)

• Hiring manager to determine if new hire requires access to OASIS, LAPSDB/QDB, BruinBuy, etc. and notify ITS Applications, Corporate Financial Services, Martin Funches, et al. (NOTE: Publication of new hire’s e-mail address in Campus Directory may be a requisite for access to certain campus applications. Hiring manager should notify Payroll/Personnel promptly).
• Hiring manager to notify Computing Support if installation/setup of OASIS, LAPSDB/QDB, etc. is required on new hire’s computer.

STEP 5: COMPUTER SETUP

(Primary responsible parties: Computing Services and hiring manager)

• For newly-created positions, hiring manager should verify computer systems are available .   Hiring manager should be prepared to budget for purchase of a new computer system, if necessary.
• For employees working remotely, hiring manager should confirm the number of systems requiring setup.  For example, a new employee may use a personally-owned system to access office computer.
• Once hiring manager has provided all the information necessary to set up new hire’s accounts and specifies the location of the computer to Computing Support: the computer will be set up with user’s account, e-mail, access to the server, and if necessary, applications such as OASIS. Please note that setup of a computer can take at least one day to complete so advance notification prior to the hire’s start date is strongly recommended and appreciated.
• On new hire’s start date, hiring manager will contact Computing Services to meet and change passwords. Additionally, support to enroll in UCLA Logon multi-factor authentication (MFA) will be provided if needed.