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New employees are automatically provided with access to the following basic accounts and services.
Timing for Account Creation
- Department submits approved hiring paperwork to Human Resources (HR).
- Employee ID (9 digit number): HR approves and creates ID in CMS.
- Otter ID (e.g., Otte1234): Created from an overnight process after the Employee ID is created.
- Employees groups accounts and email accounts: Created on the effective date of employment (as established by the Department).
- Groups are established by role (e.g., employees are in the group that has access to the Dashboard, Google and MSOffice).
- Email account (e.g., JOtter@csumb.edu): Email from Okta is sent to the employee personal email to claim the new CSUMB email account.
- Employee accounts are deleted on the date of separation.
List of Services Automatically Provided to New Employees
Category |
Technology |
Employee Action |
Equipment
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- New computers are provided for newly created staff and MPP positions.
- New computers are provided for all new tenure track faculty.
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Communication
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- Employee must claim CSUMB email account through their personal email (OKTA) on first day of work.
- Employee must set up voice mail greeting and other system default settings in email/calendar (e.g., signature line).
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Collaboration
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- Employee must set up calendar settings (e.g., work hours and sharing).
- Request access to shared Google Team Drives and folders as needed from drive owners.
- Submit a ticket (File Sharing) to get access to specific department folders, if needed.
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Access
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- Access is provisioned within two days of the employee start date as determined by the hiring Department.
- Elevated employee access to applications is requested based on business need.
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Security
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- Campus ID Card
- Building Access
- Emergency Alert Notification
- Emergency Contacts
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Training
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- FERPA (CSU Learn)
- Data Security & Privacy (CSU Learn)
- Required Compliance Training
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- FERPA Training is currently required only for access to student records
- Data Security Training is required for students, staff and faculty
- Department and Human Resources may have other required training based on role
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Still Need Help?
Please refer to the Problem/Troubleshooting - Accounts page for additional resources.