Employee Technology On-Boarding - Future Hire Process

Process Overview

This process is initiated by college/department hiring personnel.  Colleges and departments hiring new employees should follow this process to provide their new employees with timely access to university systems. Failure to follow this process will result in potentially long delays in account creation and system access.  For new faculty, this very often results in lack of access well into the semester start. Some exclusions apply. See the next section for details.

Recruitments That Should Follow This Process

New state employees (MPPs, Faculty, and Staff) hiring should follow this process.  This includes existing GA/TA/ISA employees who are transitioning to state employee positions. Recruitments for student assistant positions including GA/TA/ISA/SA, CPACE positions, and position transfers should not follow this process. Auxiliary employees also do not follow this process.  

Process Details

A .PDF version can be found on the right in this article. For an alternate version of this process flow, please contact DoIT-ServiceManagement@csulb.edu.

Future Hire Process Flow

Future Hire System Access Schedule

Once the account is created, the future hire employee will receive a welcome email with information on how to establish a password and setup Multi-Factor Authentication (MFA). Once these steps are complete, the new employee will gain access to key systems:

Immediate Access to Key Systems:

  • Campus Single Sign-On (SSO) - Once the employee establishes a password and MFA, they will gain access to the SSO system
  • Employee Email - Once in SSO, the employee will have access to their employee email account. If the new employee is transitioning from a student position, there will be a corresponding ticket to convert the email address from an @student.csulb.edu address to an @csulb.edu address. The new employee will be notified via the ticket when the conversion is completed.

Delayed Access to Key Systems:

  • Vaccine Certification - The new employee will have to wait 24-48 hours before they will have access to the Employee Vaccine Certification tile in SSO.
  • Faculty Center - Once Enrollment Services assigns the instructor role, the new employee will have access to Faculty Center. This only applies to faculty.
  • Employee Center - The future hired employee will not have access to Employee Center until after they sign in with Payroll and their official employment status changes to "Active." The employee will be unable to view employee center tools, nor can they update their preferred name at this point.  Please note, the preferred name fields are what's used for email address creation as well as the name that appears in systems like BeachBoard.
  • Parking Systems - The new employee will have to wait 24-48 hours before they will have access to purchase parking.
  • Canvas - Course assignment is provided by class scheduling processes, which may take 24-48 hours. 
Print Article

Details

Article ID: 137868
Created
Wed 2/2/22 9:15 AM
Modified
Tue 1/30/24 2:14 PM

Related Articles (2)

The following article provides instructions for updating employee preferred display names. This will update display name across campus systems and email address username; however, an alias is created for the previous address.