sysadmin:procedures:staff

Staff Onboarding and Offboarding Procedures

Admin Officer
- Create central account/email address (CCS) and provide the password to the new staff member.
SOCS IT
- Set up the new staff member's computer. This machine can either be a Macbook Pro set up through the department, or a PC that is configured through CCS Managed Desktops
  - Macbook Setup
  - CCS Procedure to go there TODO
- Create an entry in the SoCS LDAP
- Add card access in Genetec
- Add the new staff member's email address to the Staff mail list at mail.socs.uoguelph.ca
- Add the new staff member to the SoCS Staff distribution group in Office 365
- Grant permissions and share the Staff Away Calendar with the new staff member
- If the staff member is managed under the SoCS Administrative Officer, ensure that the Admin Officer has shared the Nextcloud folder for the appropriate role with the staff member.

Add to Postmaster alias on mailserver
Add to IT Staff Distribution Group to allow management of other SoCS Distribution Groups
Add to Administrative Staff group on help.socs.uoguelph.ca (must first log in, and set user “allow grant privileges”)
Add to sysadmin group in SoCS LDAP
Add to cgi.cfg on monitor.socs.uoguelph.ca to allow viewing of Nagios alerts

Retrieve computer(s) and any departmental equipment
- Back up any organizational data to Gringotts
Encourage the member's supervisor or equivalent to conduct an exit interview to determine:
- Outstanding projects, where details are located
- Any organizational accounts that might be missed
- Have them provide access to all necessary data from OneDrive, Teams Teams, Sharepoint, etc so that access is maintained.
Remove LDAP Entry
Remove website access (email ccs.websolutions@uoguelph.ca) if any.
Remove Door access group(s) in Genetech
Remove any wiki access (https://wiki.socs.uoguelph.ca/start?do=admin&page=acl)
Reset passwords for any organizational accounts they have. Email CCS for this, and to get a complete list. Review their Outlook settings for ALL attached accounts.
Create new home folder for new user (fs-home-create.sh script in gringotts sysadmin folder)
Chown home folder to root:root for leaving user
Remove from Staff/Faculty mailing lists
Remove from Staff away calendar ( Done through orgcis account Central Login ID – orgcis, Password – 1t1G9gMn) Need to add both entire calendar access, as well as specific away calendar access. Ignore vacation calendar as it’s no longer used. Make permissions same as existing users).