LTS has a significant role in the employee onboarding and offboarding process and works closely with HR to develop a reliable and thorough process.
LTS’ involvement in the system begins with HR emailing the supervisor while CC’ing LTS to confirm the basic information such as name, Gatorlink, departments, and important dates. At that time, the supervisor is asked to submit a Grover Request for Onboarding or Offboarding at https://apps.uflib.ufl.edu/grover/wizard.aspx . It is preferred that the ticket be submitted as soon as possible but at least 5 days before the employee’s first/ last day, so the process is thorough and does not result in avoidable mistakes.
It is the goal of LTS to ensure that a new employee is able to work on day one. We do this by collaborating with HR, Fiscal Services, and Facilities to ensure all access, permissions, and technology are ready to go before they step into the building on their first day.
LTS’s role in onboarding includes granting permissions, setting up new employees with computer equipment, phones, and a technology orientation, including cybersecurity and best practices.
Frequently asked questions during the onboarding process:
Successful offboarding will prevent knowledge loss within the Libraries and lessen security risks. LTS’s role in offboarding includes removing online permissions and physical access to library areas, data backup, and asset recovery of IT equipment.
Supervisors are asked to return physical keys and assigned technology such as laptops and remote items before or on the employee’s last physical day in the office. It is also helpful to indicate in the ticket whether permissions can be removed on the employee’s last physical day or need to wait until their official last day.
Please have your employee place a voicemail and out-of-office messages stating they have left the University or George A. Smathers Libraries and who to contact for assistance.
Frequently asked questions during the offboarding process:
Transfers within the Smathers Libraries require two separate tickets to be submitted in Grover. The outgoing department needs to submit an offboarding ticket and the new department an onboarding ticket. This is done, so the employee does not retain any unneeded access and receives any additional permissions necessary for their new position.