type: Guide collections: BCM, Software title: BCM Staff Joining Policy description: A comprehensive guide outlining the IT onboarding steps and policies for integrating new staff members at BCM from account creation to device setup and access management. tags: [bcm, policies]

Staff Joining Policy

BCM IT Onboarding Procedure

This policy outlines the IT steps required when a new staff member joins Birmingham City Mission, ensuring they have the accounts, equipment, and access needed from day one.

Overview

When a new staff member joins BCM, IT must:

• Create their Microsoft 365 account
• Assign appropriate licenses
• Set up their device
• Grant access to relevant systems and sites
• Ensure they understand IT policies

Notification

HR (Jean Harborne) notifies IT of the new starter via email or the agreed process. Minimum notice: 5 working days where possible.

Required information from HR:

• Full name
• Job title
• Department
• Start date
• Line manager
• Whether they need a laptop or will use shared device

Before start date checklist

1. Microsoft 365 account

• Create account in admin.microsoft.com
• Set temporary password (force change on first login)
• Assign Microsoft 365 Business Basic/Standard license as appropriate
• Add to relevant security groups based on department
• Add to all-staff distribution list

2. Department access

• Add to department SharePoint site
• Add to department Teams channel
• Add to any role-specific Microsoft 365 groups

3. Device preparation

• Assign laptop from stock or order new
• Enrol in Windows Autopilot
• Ensure Intune policies will apply
• BitLocker encryption enabled
• Standard apps installed
• Update Snipe-IT with assignment

Day one checklist

1. Account handover

• Provide username and temporary password
• Guide through first sign-in and password change
• Set up MFA (Microsoft Authenticator)
• Verify email is working

2. Device handover

• Complete Laptop Release Form (signed by user)
• Walk through device basics if needed
• Confirm access to SharePoint, Teams, email

3. Training and policies

• Show location of IT policies on BCM Hub
• Explain how to contact IT for support
• Ensure they acknowledge IT Acceptable Use Policy

First week follow-up

• Check in to confirm everything working
• Resolve any access issues
• Add any additional permissions requested by manager

Record keeping

Log all onboarding actions in:

• Atera (ticket)
• Snipe-IT (asset assignment)
• IT documentation (Capacities)

Approval

This policy is approved by: [Approver name]Last updated: [Date]