Technology and Onboarding New Employees

There are a variety of accounts, applications, and productivity tools available when someone begins employment at Elon. As a hiring manager or supervisor, you should submit requests on behalf of your new employee after their Elon Account has been created. Below you will find the standard services available by default, some available by request, and some that can by requested based on the new employee's department or role.

Once you know all the services your new employee will need, we encourage you to select the "Submit a Request" button to request them all at the same time rather than submitting individual tickets for each one yourself. A member of the Technology Service Desk will follow up with you to coordinate all the technology needed once you've submitted the request. We encourage you to plan in advance of the new employee's first day as some requests take time to process and may not be available as same-day requests. Please note, orders for computers and other equipment are subject to availability and shipping. If technology equipment is not already available for the new hire, please submit a request to purchase technology hardware ahead of the onboarding process to ensure hardware is available for them to use when they arrive. Please allow 3-4 weeks for delivery.

Standard Services

Elon offers a variety of "standard" services that are automatically configured and available to new employees once the Elon Account has been created. Click the "Show" checkbox to expand or hide the section.

Accounts and Access

Elon AccountShow

Elon faculty and staff are provided an Elon Account (username and password) that grants access to a variety of resources including email, WiFi, OnTrack, Moodle, LinkedIn Learning, campus computers, and more.
When the account is created for a new employee, they will receive a "Welcome to Elon" email in their personal email account with instructions for activating their Elon email, resetting their password, and registering for Elon's multi-factor authentication tool.

Wireless AccessShow

Elon maintains a robust wireless network throughout campus, including several outdoor areas between buildings.
IT's Knowledge Base may help the new employee learn more about Elon's wireless network availability and access.

Information Security and Data Protection

Multi-factor Authentication with Duo SecurityShow

Duo Security is the multi-factor authentication (MFA) tool that Elon uses. MFA is an access security product used to verify identity at login. With Duo Security, Elon requires two steps to verify identity to ensure secure authentication to accounts and applications.
Once a new employee's Elon Account is created, they will receive a "Welcome to Elon" email in their personal email account instructing them to contact the Technology Service Desk at 336-278-5200 for assistance enrolling in Duo after they have reset their Elon Account password. They may also submit a request for help with Duo and their devices.

LastPass PremiumShow

LastPass is a secure password management tool that helps us manage passwords.
Faculty and Staff are provided access to a free personal premium account. New employees can access the IT Knowledge Base to learn more about LastPass at Elon.
If they need assistance, they can request help with LastPass.

VPNShow

Virtual Private Network (VPN) can be used to access protected resources.
Learn more about VPN frequently asked questions.

Software and Applications

OnTrackShow

Faculty and staff may use OnTrack to review budgets, submit and/or approve timesheets, view vacation and sick leave, and more.
Faculty may also use OnTrack to access class rosters, view advisee files, and enter grades online.
Access OnTrack.

Microsoft Office 365Show

All Elon faculty and staff are provided with an official Elon email account with Outlook.
Faculty and staff are also provided the full office suite, including Word, Excel, PowerPoint, etc.
Office 365 at Elon also includes a variety of applications for communication and collaboration, such as OneDrive, Teams, OneNote, etc.
Access Outlook and Office 365.

MoodleShow

Moodle is the learning management system utilized at Elon. Instructors may use features in Moodle to make course materials available to students, link to resources, post announcements, and more.
Reference IT's Learning Management System knowledge base to learn more about Moodle at Elon.
Access Moodle.

Adobe Creative CloudShow

All faculty and staff can sign into the Adobe Creative Cloud app, which includes Photoshop, Illustrator, AfterEffects, and more.

Linkedin LearningShow

LinkedIn Learning offers a library of more than 10,000 video tutorials to help develop business, technology, and creative skills. The robust platform covers an array of topics and high-quality tutorials taught by industry experts and are available 24/7 for convenient, self-paced learning.
New employees should use their Elon Account credentials to sign into LinkedIn Learning.

AppsAnywhereShow

AppsAnywhere provides a way to access different university programs though an online portal. The service is available on-demand, on or off campus.
New employees should use their Elon Account credentials to sign into AppsAnywhere.

QualtricsShow

Qualtrics allows faculty and staff to create and send surveys and displays results in real time, graphically, and statistically.
Access Qualtrics.

Technology Support

IT SupportShow

Information Technology offers several ways to get technology support:
- The Technology Service Desk on main campus is one of the first points of contact for technology questions, requests, and reporting issues.
- Teaching and Learning Technologies (TLT) is comprised of educational technologists and instructional consultants to support faculty and staff.
- The Law School Technology Service Desk is located on-site to offer tailored support to Law School faculty and staff.
- The IT Self-Service Portal includes a comprehensive list of technology services, how-to articles, and provides the ability to request services or report issues online.
Contact IT.

Services Available by Request

In addition to the "standard" services provided to new employees, Elon offers a variety of other services by request. Click the "Show" checkbox to expand or hide the section.

Information Security and Data Protection

Information Security AlertsShow

New employees may subscribe to Information Security Alerts to stay informed about the latest cyber threats and phishing schemes targeting Elon's campus.
Learn more about phishing, ransonware, and other types of attacks on the Information Security website.

VPN Off-Campus AccessShow

Virtual Private Network (VPN) can be used to access protected resources.
If the new employee's work requires access to Colleague and Entrinsik Informer while away from campus, they will need to submit a request for off-campus access. The request will be routed through the appropriate approvals.
They can learn more about VPN frequently asked questions in IT's Knowledge Base.

Software and Applications

ColleagueShow

Colleague is Elon's Enterprise Resource Planning (ERP) system with applications that support Student Administration, Finance, Human Resources, and Payroll. It allows employees to input data, pull data, and create reports.
New employees or their supervisor may submit a request for a Colleague Account to be created. Please note these requests follow an approval process and will not be generated immediately.
ERP On-Campus VPN access is automatically granted when the Colleague account is created. Learn more about VPN frequently asked questions.

Entrinsik InformerShow

Entrinsik Informer is a web-based reporting tool that allows employees to gather information more intuitively from Colleague, making data retrieval and report writing easier.
New employees or their supervisor may submit a request for an Entrinsik Informer account.
ERP On-Campus VPN access is automatically granted when the Entrinsik Informer account is created. Learn more about VPN frequently asked questions.

RightFaxShow

RightFax enables employees to send and receive faxes directly from a computer. To send a fax, new employees may submit a request for a RightFax number.

Other SoftwareShow

In addition to the software listed above, Elon provides additional options for faculty and staff to download or purchase.
Learn more about Software at Elon and common software requests on IT's Self-Service Portal.

Technology Hardware and Devices

Computers and AccessoriesShow

Submit a request to purchase a computer and/or accessories - Provide a department budget number to receive a price quote or to purchase technology hardware. IT staff are available to help evaluate the new employee's computer hardware needs, make recommendations, and facilitate the purchasing process while ensuring the devices meet compatibility and support guidelines across campus. Please note, orders should be placed in advance of the new employee's first day as fulfillment is subject to supply and demand, as well as varying shipping times. Please allow 3-4 weeks for delivery.
Submit a request to re-image a computer - If your department already has a computer for a new employee that needs to be re-imaged, make sure you have completed a data backup and submit a request to IT. Please note, these requests should be submitted at least one week prior to the new employee's arrival on campus to ensure the computer is ready in time.

Desk PhonesShow

Submit a request to purchase a desk phone - Provide a department budget number to purchase a Cisco IP phone.
Submit a request for a voice mailbox - Faculty and staff are provided a voice mailbox on their Cisco IP phone. Please note:
- The employee using the phone must have an Elon email account before submitting a voice mailbox request.
- Voice mailboxes for non-employees and temporary employees are configured on a case-by-case basis.
Submit a request to update an extension - If a new employee needs a new phone extension or to change the name on an existing Cisco IP Phone, they may submit a request to IT.
Learn more about Desk Phones & Voicemail at Elon.

Mobile DevicesShow

If the new employee's role requires them to carry an Elon-owned mobile device, they may submit a request for a mobile phone.
If your department already has an Elon-owned mobile device to transfer to a new employee, please submit a request to change the name or other details on the account.

Canon Printing, Copying, and ScanningShow

Faculty and staff may print, copy, and scan from printers located throughout campus. Elon's print management system makes it easy to send print jobs to the nearest Canon multi-functional printer, whether it is in a nearby office or across campus. Download the print driver to send to any Canon or simply email documents to mobileprint@elon.edu. Retrieving a print job is as easy as tapping into the Canon with your Phoenix Card and following the directions on the screen.
By default, the new employee will have access using their primary department's budget number. However, in some cases they may need more than one departmental budget number on their profile. Submit a request to add a budget number to the new employee's Canon profile.
Learn more about faculty and staff printing and frequently asked questions.

Services Available by Department or Role

You may also need to request additional access or services based on department or role responsibilities. Click the "Show" checkbox to expand or hide the section.

HIPAA TrainingShow

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) was developed in 1996 as part of the Social Security Act with the primary purpose to protect health care coverage for individuals who lose or change their jobs.
New employees may access the HIPAA Training Module through Linkedin Learning for critical information about HIPAA and the rights of all employees at Elon.

PCI DSS TrainingShow

Payment Card Industry Data Security Standard (PCI DSS) is an information security standard for organizations that manage credit card information. Since Elon stores, transmits and/or processes cardholder data, the university is required to follow PCI DSS and provides training.
Elon staff who handle cardholder data are required to complete training and sign an agreement to comply with Elon's PCI information security policies.
Employees may access the PCI DSS Training Module through LinkedIn Learning.

Parking App for Campus Safety & PoliceShow

The Parking web app provides tools for administrators in the Campus Safety & Police department to manage the permit registration and ticket payment processes used by students, faculty, staff, and members of the public. Admin-level access to the Parking app is granted by IT upon approval from the Technical Services Coordinator, Director, or Chief of Campus Safety & Police.
New Campus Safety & Police employees may submit a request for parking app permissions.

TeamDynamix for Information TechnologyShow

TeamDynamix is the service management tool used by IT. New employees in IT may need access to manage tickets (TDNext) or knowledge base articles.
Submit a request for TDNext access on behalf of the new employee.

Titanium for Counseling ServicesShow

Titanium Schedule is an electronic medical records (EMR) system designed specifically for university and college counseling centers. Elon's Student Health & Wellness uses this system for scheduling with the Counseling Services and Violence Response teams.
New employees may submit a request to access Titanium through AppsAnywhere.

Technology and Onboarding New Employees

Summary

Body

Standard Services

Accounts and Access

Information Security and Data Protection

Software and Applications

Technology Support

Services Available by Request

Information Security and Data Protection

Software and Applications

Technology Hardware and Devices

Services Available by Department or Role

Details

Details

Related Services / Offerings

Related Services / Offerings (1)