Onboarding new hires is a critical part of the employee lifecycle at Gordon-Conwell. This will explain how to make sure that your new hires have all their IT needs met on their first day. Please note that as onboarding may have multiple steps, IT prefers two weeks' notice before a new employee's first day to make certain everything is ready on time. If you would like to delegate onboarding and offboarding forms to another employee for incoming hires who you may be the supervisor of record for, please follow this article. For a list of all Departments currently listed as a choice for Onboarding, please see this article. If your department is missing, please create a ticket to have it added. All onboarding begins with either HR via the ADP Career Center, NextSource, and DiversifyOSS, or the Deans Office if a faculty member. Once a candidate has been identified for hire and the background and reference checks have come back clean: If onboarding a student worker, please make sure you have added them to the Student Worker Database following this article before filling out the onboarding form. HR will initiate an Onboarding ticket for all staff and full-time faculty via the Onboarding module in the Gordon-Conwell FreshService Support Portal. For student workers and adjunct faculty, the supervisor or the dean's assistant initiates an Onboarding ticket via the Onboarding module. This will automatically notify the hiring manager chosen in the form that an onboarding process has been initiated. The hiring manager will receive an email with a link to the form they can fill out. The form from the hiring manager will notify IT and other departments regarding software, permissions, and hardware needs depending on the choices made. If the new hire is staff or full faculty, the incoming employee will be emailed at their personal email asking for their choice of laptop. This decision will be sent to the hiring manager for approval before purchase, but we highly recommend following the incoming employee's request if possible. As a reminder, departments cost centers are not charged for computer purchases unless they are outside of the standard GCTS models as seen in the FreshService Service Catalog. Based on the type of new hire and whether a new computer may be required (new computers are given to all full-time and part-time staff, as well as full faculty) or not required (student workers, contractors, casual labor, and volunteers are not eligible for a new computer, although student workers can use shared workstations with other student workers in their department), you as the manager will see a list of available options of different pieces of hardware or software to request for them. Select all the necessary items an incoming employee will need for their first day, so that IT, Digital Education, the Library, and Sonis Administrators can make sure everything is prepared. Please see the list below for more information. For ease of reading, the info below is broken up into different categories, but in the actual list you will see the items are presented in alphabetical order. Accounts & Access New Account Creation: This will notify IT to create a new account for your incoming employee. Please note, if the incoming employee will be a staff or faculty member and is either a student or an alum, a new account must be created for them. Student workers are not given a new account when they are hired. Once a new account is created, the supervisor as well as the incoming employee will be notified of the credentials for access. Network Shares Permissions: Requests access for an employee to on-campus shared drives and the specific folders therein. Generally needed only for staff members VPN Permissions: Gives a staff member access to the VPN to access the shares drives when working remotely. Only needed if the incoming employee requires access to Shared Drives Add User to Shared Mailbox: Adds a user to a department/project shared mailbox, used for emailing large groups of users and keeping departmental information. Examples include admissions@gordonconwell.edu or tech@gordonconwell.edu. Add User to Existing Team: Adds user to an existing Microsoft Team, used for departmental/project collaboration, video meetings, and communication between staff members.  Canvas Staff or Faculty Access: Requests permissions for Canvas, GCTS' Learning Management System used for classes, typically needed for faculty, adjunct faculty, Digital Education, and other related departments. SONIS Staff of Faculty Access: Requests permissions for SONIS, GCTS' Student Information System, which houses student data, grades, class schedules, admissions information, etc. Used by all departments who need access to official student records. Employee Library Account: Notifies IT of an incoming staff, faculty, or adjunct who will need access to check out books or interact with the different library systems for databases and journals. Should be filled out for all faculty and adjuncts. Hardware All GCTS computers come standard with a wired keyboard and mouse, one power cord, a usb-c adapter (2 USB ports, 1 HDMI port, 1 ethernet port, and 1 SD card slot), and a 24" external monitor (if desired). Apple MacBook Air 13": The standard GCTS Mac laptop deployment Lenovo ThinkCentre E14 14" (Windows Laptop): The standard GCTS Windows laptop deployment External Monitor: 24" external monitor with HDMI connection Software All GCTS computers come standard with Microsoft Office (Word, Powerpoint, Excel, Outlook, OneDrive, and Teams), web browsers (Chrome and Firefox), Zoom, RingCentral (on Mac, the browser app is recommended), and Adobe Acrobat Reader as well as GCTS' antivirus solution and remote access software. Other software available includes: Adobe Creative Cloud: Used to edit video, photo, and audio content by multiple departments. A limited number of licenses exist for this product.  Foxit PDF Editor: GCTS' choice for PDF editing software, as well as document signing and tracking. Airtable: GCTS' choice for data collaboration and integration with other systems.  PowerFaids: Used by Financial Aid for scholarships and FAFSA aid Citrix: Used by Advancement and Accounting to access Raiser's Edge and Financial Edge FileMaker Pro: Legacy system used by some departments to store and interact with data.  Zoom Pro: Gives a license for non-academic users for Zoom Pro to bypass the 40-minute non-licensed time limit. Assigned by Digital Education. Needed for all faculty and adjunct faculty Other Software: Not seeing the software this person will need? Choose this and let us know the name of the software. RingCentral New User Extension: Requests creation of a new extension for GCTS' phone system for an individual user. Update Existing User Extension: Used when you need to transfer/update an extension from a former employee or one that is already assigned to your department to an incoming employee. Once you have filled out your requirements: A main ticket will be created for IT with the initiator as the requester. Sub-tickets will be created for all other parts of the process, with you (the hiring manager) able to access the ticket if you are not the requester. The information for a newly created account will be shared with both the supervisor and the incoming employee upon creation. IT will begin working on the new hire and notify you as parts of the process are complete.

How to Gain Access to the New Student Worker Database All supervisors of student workers are now given access to the new Student Worker Database located in Airtable. If you are already managing student workers who were entered into the old Student Employee Database, you should have received an invitation from Niño Roble (nroble@gordonconwell.edu) to the new database in Airtable. Please accept that invitation! If you have not received that invitation or are hiring a student worker for the first time (or the first time in a long time), please submit this request form to be added to the database. To access that form, you will be prompted to sign into our Freshservice Support Portal. Please click “Sign in with SSO” and use your gordonconwell.edu email address. How to Use the Student Worker Database Link: Student Worker Database Instructions: Please go to Airtable (https://www.airtable.com) or directly to the Student Worker Database in Airtable. Sign in with Single Sign-On (SSO), using your gordonconwell.edu email address. Navigate to the "Student Worker Form" interface. Parts of the Student Worker Form: Filter – Use this feature to filter data by any of the following: Effective Date Department SONIS ID/Student ID Student Employee Read-Only List and Form – This section includes a dropdown list of your active (effective date within the current fiscal year) student workers with the following fields: Student ID Department Job Title Effective Date Description Notes Pay Grade Pay Rate Active Rate Evaluation Student Worker Table – Find a comprehensive list of your active student workers with these fields: First Name Last Name Rate Effective Date Rate Evaluation Active Edit Form – Use this form to make changes to existing student workers. Please note that supervisors can only see active student workers: those whose effective date is within the current fiscal year. Any student workers not hired or reauthorized in the current fiscal year are marked inactive and only visible to HR. "Add Student Worker" Link: At the bottom of the Student Worker Form page, you will find a link to the form for adding a new student worker to the database: Open Add Student Worker Form Make sure to review and update information as needed, and feel free to contact HR (hr@gcts.edu) if you encounter any issues. How to Complete the Student Worker Add & Edit Forms Link: Student Worker Add Form Instructions: Enter the necessary information, noting that fields marked with a red asterisk (*) are required. For the Student field, there is a dropdown list populated by active students in SONIS. Please search by any of the following criteria: SONIS Student ID First name Last name First name Last name For the Department field, there is also a searchable dropdown list of department names with associated cost centers. For the Supervisor and Assistant fields, enter only the username (everything before @gordonconwell.edu). Do not include @gordonconwell.edu. If someone (such as a dean’s assistant) is submitting this form on the supervisor’s behalf, they should include both the supervisor’s username in the supervisor’s field and their own username in the assistant’s field. Assistants submitting this form must also be added to Airtable to access the database and view the list of student workers. They can submit a request for access here. To access that form, you will be prompted to sign into our Freshservice Support Portal. Please click “Sign in with SSO” and use your gordonconwell.edu email address. After this form is submitted, the Financial Aid office will check for Federal Work Study (FWS) eligibility. There is a FWS eligibility field that is only visible to Financial Aid and HR. Once the information is entered, click the "Submit" button.   To view the newly created student worker, log into the Student Worker Database in Airtable and navigate to the "Student Worker Table." To edit student worker data, click "Edit Student." The Student Worker Edit Form will open. Make any changes and click "Submit" to save.

The wireless industry (CTIA) has imposed new rules on text messaging (SMS or Short Message Service) for anyone sending texts from non-cellphone sources. This includes RingCentral users and campus automation using SMS. The rules apply universally to all users and impose new steps to protect against unwanted messages. Failure to comply may result in discontinuation of your SMS service and/or fines for the seminary. Everyone using RingCentral for SMS messaging as well as any other computer automation of text messaging must comply with these rules. The most important requirement for senders is Required Consent. All SMS uses require senders to obtain permission from each recipient before sending them text messages. The permission must be explicit and preserved in written or electronic form. SMS Consent Communication: Gordon-Conwell Theological Seminary does not sell your personal information to third parties. GCTS departments are required only to use your SMS information for business purposes. Additionally, we will never share, trade, or otherwise provide phone numbers or SMS consent to third parties. For more information, please refer to this link https://www.gordonconwell.edu/privacy/ We may also disclose information about you when we believe that such use or disclosure is reasonably necessary to comply with any legal or regulatory obligation, or disclosure is necessary to appropriate authorities as required by federal, state, or local law. Types of SMS Communications: Upon consenting to receive text messages from Gordon Conwell Theological Seminary, you may receive communications related to general recruiting, admission information, and registration. Please note that standard messaging disclosures apply. Below are some examples of SMS messages you will receive. Hi [Student's First Name], I am reaching out to remind you to register for the [Fall/Spring/Summer Semester]. Registration for this semester closes on [Date Registration Ends]. Many of the classes are filling up; therefore. I recommend registering as soon as possible. If you have any questions about registration or what classes you should be registering for, please feel free to respond to this text or call me [Phone Number]. Reply STOP to opt-out for future text messages. Message and date rates may apply. Hi (Name), this is (Name), your Student Success Representative. I am reaching out to remind you that the last day to register for courses is (date). You can find the list of courses and registration instructions at www.gordonconwell.edu. If you have any questions, please feel free to reach out to me. Reply STOP to opt-out of future text messages. Message and data rates may apply. Hi [Name], this is [Name] from GCTS admissions. Wanted to check in and remind you that the deadline to register for classes is a week from today - Friday, September 10th. Can I help you with registering? Reply STOP to opt-out of future text messages. Reply STOP to opt-out of future text messages. Message and data rate may apply. Potential fees for SMS messaging & Message Frequency: Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally. Message frequency may vary depending on the type of communication. For example, you may receive up to 1-2 SMS messages per semester related to your [registration, application status.etc.]. Obtaining Consent: SMS consent forms are attained through an electronic form provided by Gordon Conwell Theological Seminary Admissions Department at there website https://www.gordonconwell.edu/admissions/ at the bottom of the page next to "Have Question" and select Yes to receive SMS messages from GCTS. (Picture for reference) OR By contacting the recipient in person, via email or phone call, and asking them to provide their consent by sending you an email or message saying: "You may send SMS messages to [Phone Number, Recipient name]" Sending a text message to ask the recipient to send this message violates the consent protocol. You should also inform them that they may incur wireless carrier charges by receiving messages from you and that they must be willing to pay those expenses themselves. Text Stop to opt-out. Message frequency may vary. Message & Data rates may apply. Opt-In Method: You may opt-in to receive SMS messages from Gordon Conwell Theological Seminary in the following ways: Verbally, during a conversation By submitting an online form at https://www.gordonconwell.edu/admissions/ or by email to admission@gordonconwell.edu Opt-Out Method: Another aspect of Consent is discontinuing messages when asked. If a recipient sends a message asking you to stop sending, you must do so immediately and permanently. You must also do so if the recipient sends a text message with the word STOP. You should reply only with this message: We received a STOP message from your phone number. You will no longer receive messages from this number. Or You will no longer receive messages from Gordon-Conwell Theological Seminary. To opt back in at any time reply START. Message & data rates may apply. After replying, you may not send any more text messages to this number from your phone number. To be able to send again, the recipient must contact you and re-authorize SMS usage. Failure to comply with a STOP message may result in termination of your SMS permissions and, potentially, fines for the Seminary. Standard Messaging Disclosure: You agree to receive text messages (appointment reminders, account notifications, alerts, etc.) from Gordon-Conwell Theological Seminary. Message frequency varies. Message and data rates may apply. You can opt-out at any time by texting "STOP." For assistance, text "HELP" or visit us at https://support.gordonconwell.edu/support/home Visit https://www.gordonconwell.edu/privacy/ for privacy policy and https://support.gordonconwell.edu/support/solutions/articles/22000071616-SMS-Terms-and-Conditions for Terms of Service.