New starters process for IT & Digital

  1. Manager fills out this form as soon as they can. You must be logged in to the website.
  2. If a laptop is required, manager organises a time with IT & Digital to collect and ensures it is in the relevant staff members' calendars.
  3. Systems will e-mail password setup instructions (to use with the guide) for the staff member to do first thing on their first day.
  4. Staff member and IT will meet to give laptop and ensure login is working etc. (This is booked as above, by the manager). New staff member will complete the laptop agreement at this meeting.
  5. Staff member and Head of IT & Digital or IT Support Analyst will meet to run through the systems induction. This is booked by either HR (Maureen) or the manager themselves.
  6. Systems staff member who did the induction will send a followup e-mail with any specific links or information.

Submitting this form

This form should be completed by the new staff member's manager, preferably as soon as an offer has been accepted and their employment is confirmed.

If you do not have their UPI or user ID submit anyway, but please make sure to follow up and confirm it once HR has provided it.

This form should be submitted for:

  • all new permanent staff members (i.e. non-student staff)
  • associate staff members (e.g. contractors) who have UCL accounts who require hardware, access to drives or mailboxes, etc.
  • student staff where they require website access, specific hardware, access to drives or mailboxes, etc. StaffSavvy accounts should be set up by the student staff member and authorised by the manager, see the guide.

For staff new to UCL, the manager should ensure that they have received (1) a password setup ticket reference and (2) a user ID before the new staff member's first day. This enables the staff member to set up their password. 

Please also refer to the new staff guide for IT.

If any changes are needed after the form is submitted, e.g. to start date, please contact su.systems@ucl.ac.uk as soon as possible. Managers must make sure HR is aware of any change of start date so that they can ensure the staff member is set up in the HR system in time - without being properly set up, no password or laptop can be issued.

You must be logged in to fill out this form.