New Employee: Onboarding Ticket

Once a new employee has been hired, FASSHR will create a ticket to track onboarding. The following steps are for FASSHR and the Service Desk to assign the ticket, include the appropriate stakeholders, and create USS desktop support and LIL tickets if applicable.

FASS Agent Step-by-step guide

1. FASSHR will create the New Employee ticket with the title: New Employee: Department/Unit - Employee First and Last Name

   1. Include the following information in the description of the ticket:

       ticket description

      Hello all:

      We have a new employee joining the University of Oregon FASS. Please work with their supervisor if you have any IT or Telecom questions:

      • Employee Name: 
      • Start Date: 
      • Classification/Title: 
      • Department/Unit: 
      • Current Employee Info: 
      • HR Representative: 

       *INSERT BLUE BOX FROM MYTRACK w/ EMPLOYEE INFORMATION

      Please let us know if you have any questions!

   2. Attach the New Employee Checklist and the filled-out Onboarding IT Checklist
   3. Add stakeholders as ticket participants (see Onboarding Ticket Stakeholders below)

2. The Service Center Program Representative will move the new ticket to the appropriate Service Desk

   1. Onboarding tickets from the following departments will go to the FASS HR Service Desk - Assign to Karina Lake

       Click here to see departments

      Campus Planning and Facilities Management (CPFM)

      • Facilities Services (FS)
      • Design and Construction (D&C)
      • Utilities & Energy (U&E)
      • Office of Sustainability
      • Campus Planning

      Safety and Risk Services (SRS)

      • SRS
      • Environment Health and Safety (EH&S)
      • Institution for Resilient Organizations Communities and Environments (IROCE)
      • UO Police Department (UOPD)

      FASS

      Campus Services

      • Transportation Services
        • Duck Rides
      • Print Services

      Information Services (IS)

      Vivian Olum Child Development Center (VOCDC) 

      University HR (UHR)

      President's Portfolio

      • Admin and Tribal Relations
      • Board Secretary Office
      • Investigations and Civil Rights Compliance (OICRC)
      • Many Nations Longhouse
      • Office of Internal Audit
      • Ombuds Program
      • UO Senate

      Office of the General Counsel

      • PCS
      • Vice President and General Counsel
      • Public Records
      • Records Management 

      Office of the VPFA

3. The Program Rep will dispatch the ticket
   
   1. Assign onboarding tickets in the FASS HR Service Desk to Karina Lake
   2. VOCDC does not have technology requirements- assign directly to Karina Lake
   3. Ensure the HR representative who created the ticket is the Reporter 
   4. Assign onboarding tickets in the FASS HR Service Desk to the HR rep who created the ticket
      1. Make the new employee's supervisor the ticket Reporter (aka the requester) 
   5. Set the ticket due date to the employee's start date
   6. Ensure all necessary stakeholders are added to the ticket as participants (see Onboarding Ticket Stakeholders below)
4. Onboarding stakeholders/participants will complete their onboarding tasks (listed in the New Employee Checklist) and update the ticket when their tasks are complete
5. The ticket Assignee is the ticket owner and is responsible for following up with all ticket stakeholders to ensure all onboarding tasks are complete

Onboarding Ticket Stakeholders

Forms

On-Boarding Checklist: HR is available in Jira ticket.

Related articles

• Page:
  New Employee: Onboarding Ticket
• Page:
  New Employee: Onboarding & Orientation