1. Purpose
1.1. This SOP describes the West Virginia University (WVU) Research Office’s
new employee onboarding process for technology hardware, software assets, and systems
access.
2. General Guidance
2.1. Research Office IT Support (Samuel Kisko, sekisko@mail.wvu.edu) will assist you with the technology aspect of new employee onboarding. After the submission process for a new hire is started through Human Resources, please contact Research Office IT Support with your timeline and any out-of-the-ordinary needs or expectations. With remote employees, good planning and purchasing new equipment well ahead of the start date is needed for a smooth transition.
3. Procedures
3.1. Computers for New Employees
3.1.1. New Computer Purchases: The Department should consult with Research Office IT Support before purchasing a new computer or repurposing existing computers for new employee use. It is recommended to do so three weeks before the new employee’s start date. Due to supply chain issues, this extra time is needed to ensure the computer will be available upon the start date. To start this process, please complete the New Employee Technology Equipment Form.
Research Office IT Support will review the form and contact you to provide guidance and answer any questions related to equipment. Note that new equipment purchased is required to meet the current WVU ITS standards. Any extraordinary requirements for the position will be discussed, as well as any budgetary constraints.
ITS recommended devices from Dell are the current standard models within WVU.
Purchase requests for non-standard equipment may require ITS and Research Office
approvals which may delay purchases. The ITS approval form for non-standard
equipment is located on the
Employee Portal page.
3.1.2. Computer Repurposing: Older equipment can be used instead
of purchasing new equipment. The recommendation is to only re-use equipment
that is no older than five years and is in good working order. It is the
Department’s responsibility to back up and store any data that it wishes to keep
from this old equipment. Please consult with Research Office IT Support for
repurposing old equipment or for assistance with any data migration.
Research Office IT Support will ensure that all equipment is thoroughly wiped of any previous software and data and updated with the most current software updates provided by ITS by WVU data policies.
3.2. Shipping Computers and Equipment
3.2.1. Shipping to Remote Employees: Any ITS recommended computer equipment can be purchased on the Mountaineer Marketplace and shipped directly to the end user. For shipping other computers or shipping repurposed computers, it is recommended to wait until the start date in case the new hire backs out or some other complication arises. It is ultimately at the Department’s discretion when to ship the computer. Shipping the computer can either be done by the Department or arrangements can be made with Research Office IT Support for shipping. The Research Office uses UPS and the PCard, and later assigns the charge to the Department’s funding string.
3.2.2. Returns: For any returning equipment, the Department should provide a pre-paid shipping label for the employee. Return Shipments can be made to the following address if no other address is at hand:
Name: Department Staff Contact
Department: Department/WVU Research Office
Braxton Tower
1047 Evansdale Dr
Morgantown, WV 26506-7903
United States of America
3.2.3. Use of Personal Devices for Business. The WVU Information Technology Services (ITS) Bring Your Own Device (BYOD) Standard outlines the requirements for using personal equipment for business purposes. The Research Office does not permit restricted data to be stored on personal devices; the data must be stored SharePoint, Teams, or on a network share drive.
3.3. Systems and Access Requests
3.3.1. WVU Systems Requests: If you have not already provided so, the day before the new employee's start date, please provide the following information to Research Office IT Support via the Build form.
- New employee’s WVU ID and email address provided by Human Resources
- List of network drives that the user will need access to, including the full
drive path for every drive requested. (i.e. N:\ResearchIT\Common)
- List of network printers that the user will need access to. This can be the
printer’s network name or printer location (building and room)
- List of doors the user may need to access (swipe card)
- List of doors the user may need access to (physical key, safes, or secure area)
3.3.2. Please note that it may take 24 hours or longer for a new employee’s WVU ID to fully propagate through the system after the start date. The new user may not have access to all WVU systems until this is complete.
3.3.3. Ancillary Systems: For other WVU systems requests, please log an ITS trouble ticket. Tickets can be logged here. This may include access to the University enterprise and financial human resource systems, Research Administration and Compliance Systems, and other system needs. Any questions or consultations about systems needs can be made to itshelp@mail.wvu.edu or Research Office IT Support.
3.4. Supplemental Software and Licensing
3.4.1. Supplemental Software: For software that is outside the standard WVU software set, please contact Research Office IT Support. Other approved software that can be purchased by the Department includes Adobe Acrobat, Visio, ArcGIS, MATLAB as well as many other software titles A list of approved software can be found here:
3.4.2. Reoccurring Licensing: Any business software that requires reoccurring licensing requires ITS approval. Please fill out the ITS approval and procurement form before any purchase. Purchases otherwise follow the same guidelines as the above, in Supplemental Software.
4. References
- WVU ITS Policies
- The WVU Research Office follows the policies set by ITS including Acceptable Use
for WVU computers, email, and networks. This also includes security for
WVU devices and systems and privacy of personal and health data.
- Research Office IT Support is located in room 109 of the Chestnut Ridge Research
Building and may be contacted by phone at (304) 293-0081, or by email at sam.kisko@mail.wvu.edu.
In-person consultation and support are available from 8:00 am to 4:30 pm or by
appointment.