New Hire IT Checklist
- Jonathan Wilson
- Joseph Orellana
- Gillian Bailey
Overview
This checklist is intended to help a new hire (henceforth referred to as "you") to get started with Library and UCLA software and services in their first few days. Most items are web-based and can be done from any computer.
You should already have a 9-digit UID and a UCLA Logon ID with Duo before your start date; most of the items below are dependent on one or both of those things.
🔲 Accounts Handout
Download or print the latest "UCLA Library Staff Accounts Overview" handout from Box. The document includes clickable links for many of the items listed below.
🔲 Schedule Tech Overview
Reach out to DIIT (Digital Initiatives & Information Technology) to schedule a tech overview. Ideally, your supervisor schedules this ahead of time, and it may correspond with your computer deployment.
Someone from the DIIT Service Desk team will meet with you to go through the remainder of this checklist.
Library Staff
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🔲 Slack
Use your UCLA Logon ID to log in at uclalibrary.slack.com, find the Library workspace in the list, and request to join. A Slack admin will approve the request.
Update your profile to include a display name
Message a colleague
Search for and join a channel, e.g. #random
More information:
🔲 BOL Enabled Services
Bruin OnLine (BOL) is the former name for many campus-wide systems.
Log onto accounts.iam.ucla.edu and click on My Services
Ensure that the list includes "Wired, Wireless, and Virtual Private Networking"
If this does not appear after your 2nd day, contact the campus IT Support Center at help@it.ucla.edu with your 9-digit UID and ask them to provision wireless and VPN access.
DIIT staff will review the other items in your list to determine if anything else is missing and contact campus IT Services on your behalf if necessary.
Log into web version of Outlook: outlook.office.com
Visit O365 account and see additional applications available
More information:
https://uclalibrary.atlassian.net/wiki/spaces/LITKB/pages/39152993
🔲 Library Account Password
Using your temporary password given to you by your supervisor or DIIT, log in and register at accounts.library.ucla.edu
Set either security questions or a recovery email
Reset your password
🔲 Atlassian Confluence
Atlassian Confluence is the Library's wiki for documentation, meeting notes, project planning, etc.
Log in at uclalibrary.atlassian.net
Search for a page in the Library IT Knowledge Base
Create your personal space
Create and edit a page
Click on Service Portal from the grid navigation icon
🔲 Atlassian Jira (Service Portal)
Jira is the Library's ticketing system, used by various units for IT support, software development, HR tasks, reservations requests, and more.
Log into the service portal and show all projects
Create a Staff Technology Support request (use "General")
View your ticket by going to Requests > My Requests
Cancel the request
Review the difference between Jira products
🔲 T.O.D. and Library Duo
Technology On Demand (T.O.D.) provides access to virtual Windows applications through Citrix. The use of T.O.D. requires enrollment in Library Duo, which is used with your Library Account.
Library Duo is separate from campus Duo that is connected with your UCLA Logon ID.
Log onto tod.library.ucla.edu with your Library account
Follow the prompts to enroll in Library Duo
Find and launch "PaintDotNet"
🔲 Wi-Fi (eduroam)
On a laptop or phone, connect to the eduroam wireless network, which has strong coverage in campus buildings and many outdoor areas. Eduroam is used by institutions worldwide, and your UCLA credentials will allow you to connect in other places that also run eduroam.
Accept the "radius" certificate
Authenticate on eduroam with your UCLA Logon ID in the form "username@ucla.edu"
Review the difference between eduroam and UCLA_WEB
🔲 VPN
The UCLA Virtual Private Network (VPN) allows you to connect to resources that are limited to campus. In addition to Library-provided databases, these resources can include websites, staff computers, and other technical systems.
Open Cisco Secure Client, which should show "ssl.vpn.ucla.edu"
Connect and authenticate with your UCLA Logon ID, which will include a Duo prompt
Note the difference between connected and disconnected icons
🔲 Zoom
UCLA primarily uses Zoom (ucla.zoom.us) for video conferencing and is transitioning to Zoom Phone for phone services.
Log into Zoom with your UCLA Logon ID
🔲 Box
Box (ucla.box.com) is UCLA's sanctioned cloud storage service for most university data and is used extensively in the Library.
Log into Box web with your UCLA Logon ID
Add the Box for Office for web app to enable editing in the browser
If using, also log into Box Drive
🔲 Computer Use
On your primary computer, please make sure you can:
Log in using your own account
Find your computer name and/or inventory key
Add a printer (use Wepa if no relevant Library printer)
Set up Microsoft Outlook
If using a Mac, open and use the Self Service application