New starter IT account creation

Information and Computing Service (ICS) have created the automatic production of IT accounts for all new starters on the payroll.  This is achieved using the HR data on the appointment form.

Where induction facilitators are named in the starter form, ICS will contact them in advance of the joining date by email.  Induction facilitators will be able to log onto an account management area and access the account details of the new starter.  They will be able to download a PDF document with the details immediately.  The new starter can then log in and change their password.

ICS will be operating from the appointment form so if it is not complete or has incorrect details, the new starters may be disadvantaged, as ICS may not be able to provide the induction facilitators with the new starter details.

This scheme currently excludes Honorary staff and those on TSB (claims) contracts, where the current IT form will still need to be used.

Induction facilitator - acquiring accounts

• you will receive an email from ICS
• screen 2 pops up with Unactivated Staff IT Account in All Staff - the names of those staff for whom you are named on the appointment form as having responsibility for induction facilitation appear with their email address/employee number/Unicard number
• click on 'collect data' in the presence of the new starter and they can activate their account to receive their username and password

Any problems contact IT Helpdesk at helpdesk@exeter.ac.uk or 01392 72 (ext) 3934

Support from panel chairs

We ask panel chairs to please support this by carefully checking that the induction facilitator is correct.

It is crucial that this name must be correct on the appointment form for this process to work. If the wrong person is recorded or it is left blank, the induction facilitator will not be able to access the account details by this method. If an induction facilitator leaves please notify sld@exeter.ac.uk. Replacement and additional induction facilitators must register before being named on the appointment form - see Register as IF.

Long-term advantages

No forms will be required, staff in Colleges and Services will no longer need to complete the IT activation form and there will be no waiting time for the account creation. Provided that the starter is on Trent the account will be created from the overnight feed and accessible on the post holder's first day. Accounts can be accessed by the induction facilitator so the persons first day can be productive.

Security

Security around this has been carefully considered and we feel confident that this type of account management is more secure than the current forms and issuing letter. It ensures that the information is delivered to the right person at the right time. Additional text has been added to the employment contracts which will ensure that new employees have read and understood the regulations surrounding the use of the IT account with a web link to the page.