A new hire request takes a minimum of three business days to process.  Requests that require workstation or software purchases can take 3-4 weeks to complete depending on vendor and product availability.  Onboarding requests cannot be submitted until the new employee has created their Passport York account.

Creating a Passport York Account

All new employees must be onboarded through the standard People Partnerships’ processes.  Until this has completed, new employees will not be able to create Passport York accounts to move to the next steps. 

Computing Services Setup cannot proceed without an active Passport York account. 

Once an employee ID has been created, provide it to the new employee.  They must create their Passport York account using the New Employee Sign Up link from Manage My Services.  Confirm with your new employee that they have created their account prior to proceeding with requesting services.

Managers should contact Osgoode’s People Partner (Rebecca Paul) if they need additional assistance with onboarding employees.

For some cases where employee IDs are not issued, the self-serve Passport York account option is not available and sponsored accounts are needed.  For these situations, you can continue to the next step without a Passport York account having been created:

• Visiting faculty who are not getting paid or are not teaching courses
• Third party vendors
• Non-York practicum students
• RAs who only need access to the Casual Employee Time Reporting System

Submitting the Osgoode ITS Onboarding Form

Complete the Osgoode ITS Onboarding Form to request the required services for the new employee.  If a sponsored account is required, the information can be provided as part of this form.

• Adjunct Faculty – If you are submitting a request for Adjunct Faculty, input the required information into the Adjunct Faculty Onboarding spreadsheet located under P:\TEMPLATES\Onboarding Forms\ and upload it to the Osgoode ITS Onboarding Form
• CLASP Students – If you are submitting a request for a CLASP student, input the required information into the CLASP Student Onboarding spreadsheet located under P:\TEMPLATES\Onboarding Forms\ and upload it to the Osgoode ITS Onboarding Form

Requesting Other Services

1. eClass – Access to eClass course sites is granted automatically when the instructor assignments are updated in ARMS. Contact the Office of the Associate Dean Academic for assistance.
2. Zoom – Access to a Zoom Pro account is granted automatically once a non-sponsored Passport York account has been created
3. 25 Live – Request access through the Office of the Executive Officer
4. Student Information Service (SIS) – SIS Access can be requested by completing the Osgoode SIS Access Modification Form

Communicating Next Steps with the New Employee

When the service requests have been fulfilled, advise the new employee to do the following to get setup:

1. Ask them to review services for New Faculty and Staff
2. Remind them that when they arrive, to sign into their workstation using their Passport York account and follow the above instructions to setup their workstation
3. If the employee requires assistance with their workstation setup, they can call the Osgoode ITS Helpdesk; a Helpdesk Technician will provide remote assistance