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Procedures

Onboarding/Separation Procedures

  • New Hires

All new hires are entitled to SON account (email, network, desktops, etc.) In order to acquire an account a user must have a pennkey username and password. New hires must complete the Request a New Account form . Supervisors will receive an email notification when the account is completed. If additional computing resources are required, supervisor should complete the User Computing Resource Request form. Once this form is submitted, a Service Desk ticket will open notifying ITS of the request. Please allow 2 business days to process your request.

  • Separation/Termination IT Requirements and Process

Once ITS receives notification that an employee’s status has been made inactive, that account will be set to expire one day prior to the date of the notice and the password is reset.

Supervisors must submit a Service Desk ticket or email to servicedesk@nursing.upenn.edu to notify ITS as to the retention of the account. If it is decided the employee will continue work on a project with the School of Nursing, state the purpose along with an end date. Consider the following:

  • Retaining emails - as above, who will need access to the mailbox to be included in the notification to ITS.
  • Retain documents/files that may be stored on the hard drive. Workstation computer will be removed by ITS and checked for any files stored on that computer’s hard drive. Findings will be reviewed with the manager who will decide to retain or not. The computer will then be re-imaged for re-use by that person’s replacement or used elsewhere.
  • Shared Drive access will be discontinued. Will there be a replacement person? See New Hires.

For more information, contact ITS Service Desk.