This checklist is intended to help managers and payroll coordinators ensure that new employees have the IT access they will need for their role. The steps listed below can be completed once the ePAF has been entered with Human Resources and the university account has been created.
See the Account Creation and Service Entitlement diagram below for information on the steps involved in creating a new user account.
Prior to the Start Date
Account Activation
New employees must activate their account and set a password before they will be able to sign into their university email, university computer, or the Employee Self-Service portal.
- New employees with Sooner (ou.edu) accounts go to one.ou.edu and click on "New to OU? Setup your OU account." to go through the activation process and set their password and OUIDPIN. The employee will need to know their OU Net ID (ex. name1234) or enter their Social Security Number and date of birth.
- New employees with HSC (ouhsc.edu) accounts must complete the Acceptable Use Policy (AUP) before their account is activated. An email is sent to the email address listed on the ePAF; if the employee did not receive the AUP email or the email address needs to be changed, please contact the IT Service Desk at 918-660-3550. After the AUP has been completed, the employee will receive a second email with instructions on how to set a new password and OUIDPIN and then set up their PingID account.
Multi-Factor Authentication
PingID Multi-Factor Authentication (MFA) is used to provide an additional layer of security when logging into Microsoft 365 and other university applications and services. PingID uses a mobile or desktop app along with the user’s password to verify user identity. More information can be found in the PingID Multi-Factor Information article in the IT Service Catalog.
OUIDPIN Verification
The OUIDPIN is a personal identification number (PIN) users will be asked to provide when requesting account assistance (e.g. password reset or removal of PingID authentication methods) from the OU IT Service Desk. More information can be found in the OUIDPIN Verification article in the IT Service Catalog.
NOTE: Creating an OUIDPIN is voluntary, but users who have not set their OUIDPIN will be required to verify their identity through alternative processes which require additional time/effort and will delay their ability to access their account when they need assistance from OU IT.
New Employee/Student Account Request
The New Employee/Student Account form is used by IT to ensure the new employee is provided with a personal network file share (U: drive) and to add the employee to the correct campus email distribution lists. The form allows the Manager or Payroll Coordinator to request phone and voicemail service, building access, remote access (VPN), clinical applications, and RightFax access. The New Employee/Student Account form can be found in the IT Service Catalog under the “Account and Identity Management” category; or by clicking here for Sooner users or here for HSC users.
- New HSC employees may not show up in the "Employee/Student Name" search box until they have completed the AUP.
NOTE: If the employee is currently employed by another OU or OUHSC department or clinic, please submit the Employee Transfer/Role Change request form instead, so the access and permissions from their previous role can be removed and to ensure they are added to the correct campus email distribution lists for their new role.
IT Security Awareness Training
New employees will need to attend the IT Security Awareness Training.
After the Start Date
Equipment Items
Initial Computer Login
When signing into their university computer for the first time, employees with a Sooner account must add sooner\ before their OU Net ID if the login domain on the screen shows "OUHSC".
Users with an HSC account must add ouhsc\ before their username if the login domain shows "Sooner".
Monitor Setup
For employees with multiple monitors, are the monitors arranged correctly on the screen (ex. Monitor 1 on the left, Monitor 2 on the right)? For laptop users with a docking station, are all of the monitors displaying the computer desktop?
Docking Station
For employees with a laptop and docking station, is the dock charging the laptop when it’s plugged in? Is the laptop getting a network connection and able to access the internet or shared drives?
WiFi Connection
Employees using university-issued laptops should be connected to the secure wireless network (WIFI@OU) for all business activities.
- Personal laptops for employees are not allowed to connect to WIFI@OU and must use the public network (OUGuest) when on campus.
Email on Mobile Device
Does the new employee need to add their ou.edu or ouhsc.edu email to their mobile device? Instructions for adding a university email account to a mobile phone or tablet can be found here in the IT Service Catalog.
Mobile Device Registration
All HSC Faculty, Staff, and Students must encrypt and register any personal mobile devices (smartphone/tablet) that will be used for university business, including email, with IT.
Per the Portable Computing Device Security Policy, portable computing devices (PCD) such as USB flash drives/thumb drives or external hard drives do not need to be registered with IT, but they too must be encrypted when used for university business.
Information about encryption requirements for mobile devices accessing HSC email can be found in the "Secure Mobile" for OUHSC Exchange article and details about PCD encryption requirements can be found in the Encrypted USB & External Hard Drive Recommendations article.
Mobile phones and tablets can be registered using the HSC Mobile Device Registration form in the IT Service Catalog.
- Tablets that feature a full Windows operating system are considered to be laptops and must connect to the virtual desktop (VDI) to access email.
- Mobile devices used solely for PingID authentication do not need to be registered.
Printer/Scanner Mailbox
The New Employee/Student Account form can be used to request IT help setting up a mailbox for a new employee who will use a multifunction printer with the Scan to Email feature or the PIN-protected printing feature.
Phone/Voicemail Service
Has the new employee checked if the phone and/or voicemail is working? If phone service was requested on the New Employee/Student Account form, the new user will receive a "Greetings from the IT Service Desk!" welcome email that contains their office phone number and temporary voicemail password (if applicable). Information on using the Avaya desk phones and voicemail can be found in the OU-Tulsa VoIP Telephone Instructions and OU-Tulsa Voicemail Quick Reference Guide articles in the IT Service Catalog.
NOTE: If phone or voicemail service was not initially requested on the New Employee/Student Account or Employee Transfer/Role Change form, it can be requested later using the Modify Phone Service form.
Softphone Application
If the new employee will be working remotely and needs to make or receive calls from their university laptop using their office phone number, the Avaya One-X softphone program can be requested using the New Employee/Student Account form.
NOTE: If softphone service was not initially requested on the New Employee/Student Account or Employee Transfer/Role Change form, it can be requested later using the Modify Phone Service form.
To report telephone issues, submit the Report a Phone/Fax Problem ticket or contact the IT Service Desk at 918-660-3550.
Access Items
File Storage
The new employee’s personal network file share (U: drive) and any other shared drives requested on the New Employee/Student Account or Employee Transfer/Role Change form should be accessible once they log into their computer. Some department and/or clinic shared drives must be assigned a drive letter and mapped to the computer manually using the instructions found in the Connect to a Tulsa Network Drive article in the IT Service Catalog.
NOTE: If department and/or clinic shared drive access was not initially requested on the New Employee/Student Account or Employee Transfer/Role Change form, it can be requested later using the Tulfile Access Request form.
Email
The new employee will need to create any department and/or clinic specific email signature. If access to a shared mailbox or calendar was requested and it does not populate automatically in the Outlook client, the instructions found in the Adding a Shared Mailbox to the Outlook Desktop Client – Windows article can be used to add it manually.
NOTE: If access to a shared mailbox or calendar was not initially included in the New Employee/Student Account or Employee Transfer/Role Change form, it can be requested using the Shared/Organization Accounts form.
Remote Access
Employees using university-issued laptops can connect to the OU network remotely using the virtual private network (VPN) via the GlobalProtect application. GlobalProtect is pre-installed by OU-Tulsa IT and runs automatically whether the new user has permission to access the VPN or not. Instructions for performing the initial configuration can be found in the How to Connect to GlobalProtect (VPN) article.
An employee using a personal computer or any other non-OU computer to work remotely must connect using the VMWare Horizon virtual desktop (VDI) at mydesktul.ou.edu.
NOTE: If VPN access was not initially included in the New Employee/Student Account or Employee Transfer/Role Change form, it can be requested using the Remote Access (VPN) form.
To report access issues, please contact the IT Service Desk at 918-660-3550.
Training
University required training can be accessed by going to onpoint.ou.edu or onpoint.ouhsc.edu.
- New employees who are not able to sign into OnPoint due to an error saying “Authentication failure” or “Account does not exist” can email onpoint@ou.edu or onpoint@ouhsc.edu to verify that their profile in the Learning Management System has been created and is active.
Travel
New employees who will need to submit travel claims or mileage reimbursement, book travel, or create expense reports can access the Concur travel site at ou.edu/travel.
- Users who are not able to sign into Concur due to an error saying “Sorry, something went wrong” can email travel@ou.edu for assistance.