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Policies and Documents

Policy Statement on Notification to ITS for New Employees, Equipment Installation, and Provision of Services

PURPOSE
This policy defines the requirements for appropriate notification of ITS when:

1. A new employee will be hired or placed temporarily in an administrative unit of the School of Medicine
2. An employee will have an account created for use of an electronic system (i.e. email, file sharing, print services)
3. An employee will be relocated to a new space within a School of Medicine administrative area
4. Any new installation or relocation of computing equipment or peripherals is required
5. An employee holding IT credentials at Emory is terminated or a space with IT components is to be vacated

STATEMENT
Whenever IT components are implemented, relocated or reconfigured, the administrative unit, via its recognized director or manager, shall be responsible for communicating such a need to ITS in advance. ITS cannot accommodate requests made without such notice, except in emergency cases, as determined by the CIO. The PROCEDURES section below shall govern the notification period and the appropriate steps necessary to request that ITS implement new IT environments or make changes to those already in production.

PROCEDURES
In order to assure that ITS responds effectively and in a timely manner to administrative needs, these procedures should be undertaken for each of the scenarios listed below:

Note: In all cases, notifications and supporting documentation must be submitted in writing to the ITS office for review. For this purpose, email is to be considered an acceptable written submission.

1. New Employee

• HR director will inform ITS of the need for account creation and will certify grant of access to networked IT resources no less than 10 working days from official hire date
• Appropriate individual will request network line activation from NetCom
• Head of administrative unit will inform ITS of need for equipment purchase and configuration no less than 10 working days from official start date
• Equipment purchased will be selected from ITS defined standard configurations, except in the case of special circumstance warranting specialized hardware, as determined by the CIO
• Head of administrative unit must schedule new equipment installation with all users in the affected area to minimize disruption and assure continuity of service in the event of unexpected difficulties. This scheduled time, along with written approval by any other administrative directors potentially affected, must be submitted to ITS no less than 5 working days in advance of scheduled installation
• All non-ITS controlled components must be in place before new equipment installation, configuration, or user orientation can proceed (i.e. furniture, network line activations)

2. Account Creation or Reconfiguration (existing employee)

• Recognized head of employee's administrative unit must contact ITS and communicate the specific resources to which employee should be granted account access
• ITS technician will review request and determine whether account is ITS managed
• If resource is ITS-managed and ITS personnel control account access to resource, appropriate manager will create login/password or extend existing account to include requested resource within 48 hours; account information will be delivered directly to employee via electronic communication if possible, or in person
• If resource is not ITS-managed, ITS will facilitate in providing instructions for requesting access to outside systems. In many cases, ITS can make these requests in proxy, however several systems require that the user interact directly with their security groups to gain access

3. Employee Relocation

• Scenario 1: Employee's job function remains the same and physical relocation of IT equipment is required
  
  
  • Request for move must be made to ITS no less than 10 working days in advance by recognized head of employee's administrative unit
  • Head of administrative unit must also schedule with heads of other units occupying space to minimize disruption; scheduled date must be reported to ITS no less than 5 working days in advance
  • All network, phone, and other line activations, furniture delivery, unpacking, etc. for the receiving area must be complete before relocation can commence
    
    
• Scenario 2: Employee is transitioning to a new position and requires both physical and technical reorientation
  
  
  • ITS will regard this scenario as a new hire - please refer to #1 above

4. New Equipment Installation or Existing Equipment Relocation/Reonfiguration

• New Equipment Installation
  
  
  • ITS can only assist with the installation and configuration of equipment purchased under the standard IT purchasing policy
  • Installation of new equipment which does not have a new or relocated employee component must be requested of ITS no less than 5 working days in advance
  • Head of administrative unit requesting installation must use discretion whether size and scope of equipment and installation will cause disruption to other units in the space to determine whether scheduling in advance is necessary; questions to this effect should be directed to ITS well in advance of installation date
    
    
• Existing Equipment Relocation/Reconfiguration
  
  
  • Equipment requiring relocation or reconfiguration without a concurrent relocation of an employee must be requested of ITS no less than 5 working days in advance
  • 'Reconfiguration' refers to a change in the settings of a piece of equipment which fundamentally alters its business function, i.e. the assignment of a network printer to a new range of workstations; this does not include installing software on a computer workstation or general desktop maintenance

5. Employee is Terminated or Space Containing IT Equipment is Vacated

• In the case of a terminated employee or an employee taking extended leave (3+ months), HR director is responsible for communicating non-employment status to ITS no less than 5 working days in advance of the date of termination
• All IT credentials of such employees will be revoked no more than 72 hours from termination date, including physical and electronic access to ITS and other University systems via appropriate mechanisms, unless otherwise directed in writing by the head of the administrative unit and approved by the CIO
• HR director must ensure that all PeopleSoft records are updated so that account maintenance can be performed on other systems which validate against the PeopleSoft database
• In the case of space being vacated, ITS will remove all IT equipment from the space and place in storage until such time as the space is reoccupied
• If the space will be immediately or quickly reoccupied, requests must be made to ITS per the appropriate procedure defined above