DARTS : Onboarding & Information Security Resources

Created by Corina C Larsen, last modified by Tamara J Saarinen on Sep 06, 2023

Onboarding

These instructions are specific to the UMaine Orono location. Specifics may differ for other campuses.

Welcome to our team!

  1. Once you accept your position, you will be sent an email with your offer letter to sign, a new employee checklist, a benefits manual, an I-9, as well as your job description to sign.  These need to go back to HR and this can be done before your first day.
    1. Refer to your new employee checklist and complete all items on the list. You should be directed to your MyCampus portal to select UMS Quick Links > UMS Human Resources in the list of links under the Launchpad icons. Ask any teammate or your manager if you need any assistance or to request in-person meetings with any HR agencies.
  2. Contact IT Support Services, 581-5445, to get a key to set up your access.  You will also need your Employee ID number.  If you do not have it, you can contact Payroll 581-9104 to get it.  
  3. Once you have your EMPLID and your key, you can go to http://www.maine.edu/activate.html to activate your MaineStreet account.  You can do this before your start date and access your new email, but you will not be able to log on to the MaineStreet system until your start date.  
  4. Contact IT Support Services, 581-5445 once again to do the final set up of your computer with access to the system. Schedule them to meet with you in the early morning of your start date. If you did not get a headset with your computer, ask them to bring you one.
    1. Ask them to set up access to the network shared drives. 
      This is a sample of what you may have.  Ask them to clone whoever you want the new person's access to mirror.
      • H: groupshares
      • I: Common
      • P: erp
      • R: psoft
      • S: dev
  5. Once your job is active (have Tamara check), you can go to the Card Services office in the Memorial Union to get an ID card and parking pass.
  6. Make sure you have followed all of the steps in the new employee checklist. If you need assistance, 

Once you are up and running, we will begin to give you access to the following programs and systems:

  • Confluence and JIRA: licenses available from east@maine.edu, the UMS Enterprise Application Support Team.
    • Once access is granted, 
      • in Confluence add to DARTS Team Tools.
      • in JIRA add to Kanban.

Offboarding

In Google, make sure all ownership if folders, etc. has been transferred to someone else. Check sharing on all folders to determine if you are the owner and who it is shared with.

Return your office key with key return form. Your manager will have this form for you to sign.


  • PeopleSoft databases: Work with the DARTS manager or your teammates to facilitate access to the PeopleSoft databases you will need.
      • Informational for accessing all MaineStreet databases—Financials, Human Resources, Campus Solutions (CSPRD, CSRPT, CSTSR, CSTST, CSDEV as well as SQR access)—is available on our Data Access Requests website.

      • If additional access is needed, the link below takes you to Campus Solutions Security Liaisons who can perform duties such as enabling PS Query Viewer and Manager access.

        UMS - Campus Solutions Security Liaisons


  • DARTS@maine.edu - Contact DARTS manager via this email address to be added to our group email. This should also give you access to the DARTS calendar and the DARTS Projects drive folder in Google.
  • Set up your emergency alerts. Go to MyCampus and click on the icon with the triangle and exclamation point. Activate the notifications that pertain to you depending on your location.

  • Activate your Zoom account. Go to MyCampus and click on the Zoom icon. Follow the instructions to activate your account. Make sure to link it to your Google calendar so that you can set up Zoom meetings right from the calendar.

  • Activate your Data Cookbook account. Go to UMS.DataCookbook.com and click to accept the agreement.

  • Request a New Phone  and optional wired headset (same order form). Your computer headset will not work with the phone. 
    • Once your phone is installed consult the phone manual to set up your voicemail password. Contact voice mail support via NOC (Network Maine) at (207) 561-3587 or support@maine.edu, if you'd like to have your voicemail go directly to you email in addition to your phone. Make sure you clearly say "in addition" to having messages on your phone or you will get only emails. Unless, of course, that is your preference.
    • Bluetooth headsets will work with BOTH phone and PC. Bluetooth headsets must be requested and purchased separately. If you do request a bluetooth headset, and you are using a desktop PC, you may need to install required drivers or purchase a bluetooth dongle to make the connection.

List of Google Groups

If you click the group below, it will take a page that asks if you want to join.

ListServ groups

Find the owner from LISTSERV page and ask them to join the listserv.

  • UMSGLUSERS
  • UMSHELPCONTACTS

Other Email Group

List of Calendars

Additional software installation which may be required. Discuss applicable software with your manager.

  • LastPass Password Manager is sanctioned for use by all UMS employees. Email soc@maine.edu to request a LastPass account. 

  • Install FileZilla if applicable - Use University Application > Software Center from your computer. Whenever newer version is available, the pop up window will show up.

  • Power BI

These resources are offered in addition to the required information security protocols required for new employees during the onboarding process and are not intended to replace them.


Attachments:

VI-C-Employee-Protection-of-Data.pdf (application/pdf)
HumanResourcesSecurityAuthorization0517.pdf (application/pdf)