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 Olin NetAdmin Coordinator
Date last updated: 06/20/07
Date of next review: June 2008
Checklist for Supervisors Hiring New Employees Who Use Personal Computers
Scope
Personal Computers (PCs) and information are work tools. In LTS Olin, certain steps must be in 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 a 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 are 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
- Judith Adams
- Peter DelaCuadra
- Natalya Pikulik
- Cynthia P. Rich
SUPERVISOR CHECKLIST
After A New Employee Has Been Hired
- _____ When a new employee has been hired, decide which computer they will use.
_____ Post a message to the OLIN-LTSNETS-L list to start the process of clean up and reconfiguration of the workstation for the new employee. A netadmin will meet with you to discuss the options for clean up and reconfiguration.
Important: When a computer is assigned to an employee as their personal workstation, it is LTS policy that the netadmin contact Desktop Services for a new computer. then software is configured for the new employee. Generally we need at least a week's notice of the new employee's start date.
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_____ a. Identify any software that the employee will use that is not part of the current standard LTS Olin computer package.
The current standard package is listed below:
Approved software for 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 under Tools\Directory Services in Eudora.
_____ Since this may take several days, check back with the employee to be assured that their NetID is activated especially if their employment position requires it (i.e., electronic resource cataloger). _____ 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.cfm 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 directly.
_____ c. LTS Olin Domain Account
Send e-mail to the OLIN-LTSNETS-L to set up an LTS Olin domain account and initial domain. The domain administrator will tell you the new employee's domain user name and initial password.
_____ d. Netadmin will contact supervisor to see what share folders are needed for new employee to access on the LTS share.
Summary of Sign-On and Log-On Accounts
- LTS Olin Domain Account
- The account name and initial password assigned by the LTS Olin netadmins.
- The password can be changed by the employee in the Change Password dialog box accessed by pressing Ctrl+Alt+Del after using the old password to log onto Windows XP machines.
- Used by employees to log on to computers in the LTS Olin domain.
- 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.cit.cornell.edu.
- Used by employees to sign on to Eudora, Colts, and Cornell web pages that require Sidecar.
- 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, SysAdmin).
- 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
_____ Enroll them in computer-related classes that they will need to perform their job.
These list below are suggestions only and not meant to be all encompassing or limiting:
_____ Voyager training using Acquisition, Catalog, Circulation, and Reporter modules, etc.
_____ MS Access
_____ Introduction to Windows
_____ Eudora
_____ MS Word
_____ MS Excel
_____ other
Library Learning Opportunities: http://www.library.cornell.edu/lto/
- _____ 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:
_____ TSVOYAGE-L (mandatory for heavy Voyager client users)
_____ CTSNETS-L (optional for supervisors and netadmins. only)
_____ CATALOGERS-L (optional)
_____ LTS-L (mandatory)
_____ CU-LIB (mandatory)
_____ SCHOOL-CLOSING-L (optional)
_____ ____________
_____ ____________
- _____ Show them how to subscribe to and post messages to the lists Have them use their own e-mail accounts. (Also, see 10 below.)
- _____ Help the new person log on to their workstation using their domain user name and initial password.
_____ Help them to choose and enter a new password (at least 7 characters (letters and numbers), case-sensitive).
_____ 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 give them a copy of the Macro Express spreadsheet with commands.
- _____ Show them how to enter statistic codes.
- _____ Show them LTS Procedure 26: Recording Statistics
CIT web page on changing (Net ID) passwords: http://www.cit.cornell.edu/kerberos/change_password.html
Another web page on password creation: http://www.state.ky.us/got/ois/security/Password%20Creation%20Tips.htm
After the New Employee Starts Work
- _____ Schedule a time for a netadmin to set up a datax folder on the new person's machine. 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.
- _____Set Symantec Antivirus updates and scheduled scans. Talk about Wednesday night's automatic scan.
- _____The automatic backup each staff member's Documents folder and , using the DataKeeper software..
- _____Answering 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).
- _____Help the new person configure Eudora, etc.
