Onboarding New Employees

Onboarding a new employee requires a specific sequence of requests. Departments must ensure that core identity accounts are established before requesting specific software or hardware access.

Required Onboarding Sequence

To avoid technical delays, please follow these steps in order:

  1. Step 1: Identity — Submit a New Account Setup Request (Sets up email and system login).
  2. Step 2: Hardware — Submit Request Technology for University Employees (Assigns computer and peripherals).
  3. Step 3: Permissions — Submit Specific Access Requests (Shared folders, Salesforce, Colleague).

Phase 1: Identity & Account Creation

The New Account Setup Request is the foundational step. This creates the user's university identity, which is required before any other permissions can be applied.

The Primary Form

Use the New Account Setup Request for:

  • New Hires: Any employee new to the university.
  • Student Workers: Even if they already have a student account, a staff-side identity is required.
  • Re-hires: Note on the form to reactivate a previous account.

Critical Distinction

Account vs. Permission: An "Account Request" builds the user's profile. It does not automatically grant access to Salesforce, Colleague, or shared mailboxes. Those must be requested separately in Phase 3.

After the Account Is Created: Account Claiming

Your new employee must claim their account before they can sign in. For security, what they need is split between two emails — and one of them goes to you.

Email 1 — To your new employee

Sent to their personal email address

  Employee ID

  Username

  Claiming instructions

  Does not include the claim code

  

Email 2 — To you (the requester)

Sent only to the person who submitted the request

One-time claim code

Share it with your new employee directly, by phone or in person. Do not forward the email.

Before their start date

1. You give them the claim code
2. They claim their account
3. They set up MFA

  Your new employee will not receive the claim code. They cannot claim their account until you give it to them.

Share the step-by-step guide with them: New Employee Account Claiming Process

Phase 2: Hardware & Workspace

Standard Setup

Request Technology for University Employees

Use this to assign a standard computer and basic accessories. For non-standard items, use the Technology/Accessory Purchase Request.

Printers & Phones

Phase 3: Permissions & Software

Once the account is active, you can request specific access to enterprise systems and department-level software.

Access Type Form Link
Enterprise Systems Change/Request Employee's Colleague or Salesforce Permissions
Email & Calendars Shared Mailboxes & Email Lists
Software
Other Access & Permissions NCU Account - Manage or Change Your Account
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