Information for New Faculty and Staff:
How to Request Computing and Telecommunication Services
Welcome to Fort Hays State University!
In order to help new employees obtain access to FHSU computing services quickly and to help them become familiar and comfortable with our systems, we want to provide useful information to them as soon as possible. Following this step by step guide will help enhance communication and ensure a more efficient setup process. We hope these steps clarify responsibilities and make entry into FHSU life easier for new faculty and staff.
1. Department Submits Initial CTC Request for Services
2. CTC Provides Basic Computing Services
3. Communication with the New Employee
4. Submitting Requests for Additional Services
5. Requesting Removal of Services for Terminated Employees:
1. Department Submits Initial CTC Request for Services
When the offer of employment has been accepted, the Department Chair or Departmental Administrative Assistant should submit an initial CTC Request for Services to the Network & Servers section (using Lotus Notes) asking the CTC to set up new accounts. For instructions, see Accessing FHSU Lotus Notes Database Applications.
The following information should be provided:
- Name (First, Middle Initial, and Last)
- Social Security Number or FHSU ID Number
- Birth Date
- Classification (Faculty, Adjunct Faculty, Staff, or Student)
- Department
- Office Location (Building and Room #)
- Installation Location (if different from office)
- Contact Phone #
- Employee’s Current (Non-FHSU) E-mail Address
- Expected Date of Arrival
- Name of employee being replaced (if applicable). A separate request should be submitted to remove computing services and access for the previous employee (see Step 5 below).
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2. CTC Provides Basic Computing Services
After the initial request is received, the CTC sets up the following basic computing services:
- For all new employees: Lotus Notes (e-mail & calendar), TigerTracks, and Software Center.
Lotus Notes is the official e-mail system for FHSU administrative communications. All Lotus Notes users can access their e-mail and calendar from any location via the Internet using iNotes.
The TigerTracks login provides access to the TigerTracks Web portal, on-campus computer labs, and off-campus library resources. By default, the TigerTracks account also includes a student Scatcat e-mail address that may be used for non-work-related messages.
Currently employed faculty and staff may make personal software purchases through FHSU’s online Software Center, which provides volume discounts on a variety of software products. View the site for eligibility, product, and price information. Faculty and staff become eligible for Software Center access after their employment information has been entered on the FHSU personnel system and they have obtained a Lotus Notes e-mail account.
- For on-campus faculty and staff who will use their own University Computer: Network and TigerNet wireless Internet access.
- For all faculty: Blackboard and a default CICS account.
A link to the Blackboard course delivery system is located in the TigerTracks portal. New faculty should contact CTELT (Center for Teaching Excellence and Learning Technologies) for course development assistance. CTELT can also answer questions about loading courses into Blackboard or ensuring that students enrolled in those courses are provided access to them.
The default CICS account gives faculty access to their class rosters and authorization to enter grades into the system. To request software (available on CD) and instructions needed to access CICS from off-campus using a non-University computer, contact the CTC HelpDesk.
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3. Communication with the New Employee
If the CTC is given the employee’s current (non-FHSU) e-mail address, initial e-mail notifications will be sent to that address when accounts are ready. If the CTC does not receive a current e-mail address, this information will be sent to the Department. In that case it is up to the Department to notify the new employee.
Lotus Notes is the official e-mail system for FHSU administrative communications. After the new employee has been notified that their Lotus Notes account is ready, the Lotus Notes e-mail address will be used for all further correspondence.
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4. Submitting Requests for Additional Services
Depending on individual needs, requests for additional services should be sent by the Departmental Administrative Assistant or by the employee to the appropriate sections within the Computing and Telecommunications Center, as listed in the Lotus Notes CTC Request for Services application.
Commonly requested services are listed here, along with links to supplementary information. If you do not know how to request a particular service, please contact the CTC HelpDesk for assistance.
- Telecommunication Services:
Use the appropriate CTC Request for Services option under the Telecommunication Services or Infrastructure and Support Services sections to request these services. For more information, see the Telecommunication Services.
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5. Requesting Removal of Services for Terminated Employees:
When employment has been terminated with the University, regardless of the reason, it is the Department’s responsibility to request removal of computing services for the employee at the earliest opportunity.
- These services are NOT removed upon termination unless specifically requested by the Department or individual: TigerTracks, Scatcat e-mail, and Blackboard.
- The only other service that may be continued (as a courtesy) for employees who have officially retired is Lotus Notes e-mail. Security to access Workflow or other Lotus Notes applications will be removed.
The Department Chair or Departmental Administrative Assistant should submit a CTC Request for Services to the Network & Servers section.
The following information should be provided:
- Name (First, Middle Initial, and Last)
- FHSU ID Number
- Termination Date (Final date of employment)
- Statement: “Please remove all computing services for Name.”
- If there is a need for any service(s) to remain temporarily active, specify the following:
- Name of service(s)
- Reason for temporarily retaining the service(s)
- Effective Date for Removal of the temporary service(s)
- If the employee is retiring, please specify whether the employee wishes to retain or discontinue their Lotus Notes e-mail service.
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