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Wednesday, 15 July 2009 14:34
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Allocation/Collecting IT Resources
Allocation of IT Resources to New Staff
Collecting IT Resources from Resigned Staff
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Procedures for Allocation of IT Resources to New Staff

 

1. Application and Request
  1. HRO (Human Resources Office) will inform ITSC (Information Technology Services Centre) by email 5 working days in advance before the new staff commences work. No application form is required.
  2. The email message must include staff name, designation, division/unit, the new staff commencing date and the contract period.
  3. ISO or the division/unit administrative officer must inform ITSC the new staff seating position and office location
  4. ITSC required at least 5 working days to prepare the required PC and apply the telephone account upon received the email from HRO.
2. System Installation
  1. In general, ITSC staff will reconfirm the new staff commencing date with the division/unit administrative officer and setup the computer system on the commencing date.
  2. Any change of new staff commencing date, HRO needs to inform ITSC in advance.
  3. ITSC will ensure the distributed computer is in good working condition and stable network connection.
  4. In case of shortage of computer, ITSC will inform the division/unit administrative officer the estimated date for deliver the required PC.
  5. An IT resources acceptance form will be given to the new staff upon arrival by the division/unit administrative officer.

 
3. Using of Office Computer
  1. User needs to verify all the received items and endorse on the IT resources acceptance form, then submit to ITSC office.
  2. HRO will submit the email account application online on behalf of the new staff, ITSC will setup the email account and send the account password to the division/unit administrative officer via email.
  3. When first login to the computer and email system, users need to change the password to ensure the system security.
  4. User can refer to the IT resources user guide for more details.
  5. User must comply with the rules and regulations for using campus IT resources.
  6. In case of any system or networking failure, please contact ITSC immediately.

Procedures for Collecting IT Resources from Resigned Staff

 

1. Confirmation of Resignation
  1. HRO (Human Resources Office) will inform ITSC (Information Technology Services Centre) via email upon the staff resignation is confirmed.
  2. The email message must include staff name, designation, division/unit, last day of service date.
  3. ITSC will prepare an IT resources clearing list for the staff and inform them via email when the list is ready for collection.
  4. ITSC requires at least 5 working days to prepare the clearing list and collect the listed items.
2. Clearing of IT Resources
  1. It is user responsibility to return all the IT resources listed in the clearing list to ITSC office before the last day of service.
  2. ITSC reserved the right to demand user to compensate the damaged or lost equipment.
  3. The user is responsible for backing up their data or information from the distributed system and storage space before last day of service.
  4. HRO will in-charge of terminating the user's MIS account and update the campus contact list.
  5. ITSC will in-charge of terminating user account for email, VPN, FTP, webspace, iSapce, online storage, telephone service etc that listed in the clearing list.
  6. ITSC will collect back the distributed PC and telephone from the user office on the last day of service.

 
3. Signing of Termination Check out Form
  1. ITSC will not sign the termination check out form if the items in the clearing list are not fully returned.
  2. Once the check out form is signed, user email account will be terminated immediately.
  3. Extension of email account after resignation needs to be approved by HRO.
Last Updated on Wednesday, 15 July 2009 15:02
 
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