Procedures: Account Creation – CalArts Information Technology

Faculty & Staff

The account creation procedures for Faculty & Staff are quite similar, the only difference being how their respective hire notifications get to IT.

Faculty

Staff

Provost Office sends contracts through DocuSign to new Faculty
New Faculty signs contracts electronically
Provost Office confirms everything and fills out the HR Employee Change Form
HR Employee Change Form sends notifications to all involved departments, including IT
IT’s AppDev team creates both the and Hub accounts and gives that information to Customer Care
Customer Care creates the New Account PDF and sends it back to the Provost Office
Provost Office sends the New Account PDF to the Faculty personal email addresses

As soon as the new Faculty member receives the New Account PDF all official CalArts communications is sent to the Faculty member’s @calarts.edu email address.

New Staff member is hired by their respective Department
On their first day they go to the HR Office and complete requisite paperwork
After the paperwork is confirmed the HR office completes the Employee Change Form which notifies all involved departments, including IT.
IT’s AppDev team creates both the and Hub accounts and gives that information to the Customer Care team
Customer Care creates the New Account PDF and emails it to the new Staff member’s supervisor (or another established departmental HR contact)
That departmental contact shepherds the new Staff member through the process listed on the New Account PDF to set all passwords and get acquainted with their CalArts accounts.

When Accounts are Created

IT requires 2 business days to create new accounts. While Faculty accounts are not usually time sensitive a new Staff hire might be scheduled to begin immediately but have to wait for their accounts to be created. Please keep this delay in mind when scheduling the first two days for any new Staff hires.

Faculty & Staff

When Accounts are Created

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