Office of Organizational Learning and Development

Congratulations! Your new hire accepted the job offer. What should you do next?

• Have the Chair of the Hiring Committee notify the Recruitment Specialist that the offer has been accepted.
• Ensure an Electronic Hiring Form (EHF) has been submitted in U-Approve.
• The preboarding process takes around two weeks to complete. Plan to have your new employee begin on one of the biweekly start dates provided by your Recruitment Specialist. This allows time for routing and approving EHFs in U-Approve, creating jobs in Banner, generating UM credentials, and submitting and processing IT tickets so new hires may have UM network and email access on day one. If the preboarding process is not completed the Tuesday before a start date, UM network and email access cannot be guaranteed.
• To learn more, please review the Recruitment and Hiring webpage or reach out to your Recruitment Specialist. You may also contact HRS at (406) 243-6760 or ASKHR@mso.umt.edu.
• Review the Manager’s Guide to Onboarding and additional onboarding resources on OOLD’s Onboarding website.

Ensure that your new hire completes their new hire paperwork at least a week prior to their start date. You should both receive guidance about this directly from the recruitment team.

For questions about new hire paperwork, please contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu.

An important part of the preboarding process is the creation and approval of the Electronic Hiring Form (EHF). You can follow its approval status in U-Approve by checking the "Routing and Recipients" list found in the EHF under the "Form Routing" tab.

Good to know:

• Please ensure whoever oversees EHF creation in your department has created an EHF for your new hire as soon as they've accepted the position. An EHF should be routed and approved at least one week before your new hire's start date. If this step is not completed in a timely manner, the preboarding process may be delayed and UM network and email access cannot be gauranteed.
• Check the “Routing and Recipients” list found in the EHF under the "Form Routing" tab to see if you’re an assigned approver.
• When the EHF reaches the HRA's queue, they will sign it electronically (last signature), marking it as routed, received, and approved.
• If you have questions about the EHF, contact your Recruitment Specialist.

Once the EHF is approved by the HRA (last signature), they use the EHF and your new hire's completed hiring paperwork to enter their information into Banner. This triggers the creation of their UM credentials (790#, NetID, and umontana alias).

Good to know:

• IT cannot create email/computer accounts until your new hire’s UM credentials are generated.
• Your new hire will have a Canvas account automatically created for them after their job has been built in Banner and gone through the 24-hour processing period.
• To check on your new employee’s preboarding status, contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu.

UM IT Account Setup (UMAS) is a mandatory tech orientation all new hires must attend to gain access to their email/computer accounts.

• Submit an employee email/computer account ticket to IT on your new hire’s behalf.
• Find a time for the new employee to attend UMAS as soon as possible. They will not have access to their email/computer accounts until this step is complete.
  • Group, in-person sessions are offered on biweekly start dates from 9-11 a.m. in the Liberal Arts Building, room 139. Registration isn't required, but an employee email/computer account ticket must be submitted in advance.
  • Or, contact IT at (406) 243-4357 and schedule a one-on-one UMAS appointment for your new hire.
• Contact the IT Help Desk with questions at (406) 243-4357.

Your employee’s NetID generates after their job has been built in Banner and gone through a 24-hour processing period.

• Jobs in Banner aren't built until a new hire completes their hiring paperwork and their EHF has been routed and approved. Banner entry is one of the last steps of the preboarding process.

To check if a new hire's NetID exists, have them use the NetID Lookup Tool.

You may also contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu to learn your employee’s NetID or its status.

Questions?: Please contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu or reach out to HR at ASKHR@mso.umt.edu. 

Your employee’s 790# can be found at the top of the EHF. It will automatically appear after your new hire completes their hiring paperwork and their information is entered into Banner.

Good to know: 

• Location:
  • On the main page of the EHF, click on “Summary Report”.
  • A new tab containing the EHF should appear.
  • Under the “Candidate" section, the 790# will be listed above the "Email" field.

Questions?: Please contact your department's Recruitment Specialist or Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu.

1. First and foremost, an employee must complete the preboarding process; this involves filling out hiring paperwork, routing and approving the EHF, entering information into Banner, and having UM credentials generated. If an employee hasn't completed the preboarding process, an employee email/computer account ticket can't be submitted, and IT can't move forward with creating employee email/computer accounts.
2. After an employee has completed the preboarding process, an employee email/computer account ticket has to be submitted by someone within the department on the employee's behalf. This ticket notifies IT about the employee and is a prerequisite for them to attend IT's University of Montana Account Setup (UMAS).
3. Once an employee email/computer ticket has been submitted, the employee must attend UMAS, a mandatory tech orientation that helps them gain access to their email and computer accounts.
   • NOTE: IT has all new employees' initial email passwords. This means that employees will be unable to log in to their emails unless they attend a UMAS session.
   • Group, in-person UMAS sessions are offered on biweekly start dates from 9-11 a.m. in the Liberal Arts Building, room 139. Registration is not required, but an employee email/computer ticket must be submitted in advance. If an employee is unable to attend, one-on-one appointments may be made by contacting the IT Help Desk at (406) 243-4357. UMAS may also be conducted over the phone.
   • For identification purposes, employees attending UMAS must know their 790# and NetID.

Questions about preboarding?: Please contact HR at ASKHR@mso.umt.edu or (406) 243-6760. You may also contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu.

Questions about IT tickets, UMAS, or employee email/computer accounts?: Please contact the IT Help Desk at (406) 243-4357.

An employee’s email is set up during the mandatory tech orientation, University of Montana Account Setup (UMAS).

In order to attend UMAS:

1. Your new hire needs to complete the preboarding process (new hire paperwork, EHF routing and approval, information entered into Banner, creation of UM credentials, etc.).
   • Questions?: Please contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu. 
2. An employee email/computer account ticket must be submitted by someone within the department on your new hire's behalf.
   • Questions?: Please contact the IT Help Desk at (406) 243-4357.

After the abovementioned steps have been completed, you or your new hire may schedule a UMAS appointment.

• To schedule a one-on-one UMAS appointment, please call the IT Help Desk at (406) 243-4357. This can be done as soon as an employee email/computer account ticket has been submitted.
• If an employee attends a group UMAS sessions offered on a biweekly start date from 9-11 a.m. in the Liberal Arts Building, room 139, registration isn't necessary. As long as an employee email/computer account ticket has been submitted in advance, they are welcome to attend. 

For identity verification purposes, employees attending UMAS must know their 790# and NetID.

If you have questions, please contact the IT Help Desk at (406) 243-4357.

1. Check in with HR - reach out to HR at ASKHR@mso.umt.edu or Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu to ensure your new hire completed the preboarding process.
2. Submit an employee email/computer account ticket or check in with IT - if your new hire completed the preboarding process, ensure someone within your department submitted an employee email/computer account ticket to IT. To check if a ticket has been submitted, or to check a ticket's status, contact the IT Help Desk at (406) 243-4357.
3. Schedule a time for your new hire to attend a University of Montana Account Setup (UMAS) Session - UMAS is a mandatory tech orientation all new hires must attend to gain access to their UM emails and accounts. To schedule an appointment, please contact the IT Help Desk at (406) 243-4357.
   • Group, in-person sessions are offered on biweekly start dates from 9-11 a.m. in the Liberal Arts Building, room 139. Registration is not required, but an employee email/computer account ticket must be submitted in advance or a new hire will be unable to attend.
   • For identity verification purposes, employees attending UMAS must know their 790# and NetID.

For new employees starting after April 2025, Canvas accounts will automatically be created after their jobs have been built in Banner and gone through the 24-hour processing period.

• To check the status of your new hire’s job in Banner, please contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu.

For employees who started prior to April 2025 and are moving positions, Canvas accounts may need to be requested. To request a Canvas account, please submit a Request Employee Canvas Account ticket.

To check to see if your new hire has a Canvas account, please have them try logging in to Canvas using their NetID and associated password.

• If you have questions regarding Canvas or Canvas access, please contact UM Canvas Support at (406) 243-4999.

Faculty/employees may be able to get advance access to Canvas in one of two ways:

1. HRA approves creating a job in Banner earlier than is standard practice.
   • If your new hire has completed their hiring paperwork and the EHF has been routed and approved, you may contact the HRA overseeing your department's hiring and request your new hire have a job built in Banner - this triggers the creation of Canvas accounts. The HRA will review the request and determine whether or not building your new hire's job is permittable.
   • If the HRA believes the request is appropriate, they'll build your new hire's job in Banner, and their Canvas account will generate after going through a 24-hour processing period.
     
     • Preboarding questions?: Contact Bonnie Tucker, Onboarding Technician, at bonnie.tucker@mso.umt.edu or reach out directly to your department's HRA.
     • Canvas questions?: Contact UM Canvas Support at (406) 243-4999.
2. Submit an Employee Canvas Account ticket and receive approval from Educational Initiatives and Innovations.
   • You may also try requesting early Canvas access for your new hire by reaching out to Educational Initiatives and Innovations (formerly known as UMOnline) and submitting a Request Employee Canvas Account ticket; be sure to include in the textbox that you are requesting early access to Canvas and why, especially if your new hire hasn't completed the preboarding process. Educational Initiatives and Innovations reviews these on a case-by-case basis and may allow a Canvas account to be created for your new hire prior to their start date.
     • Questions?: Contact UM Canvas Support at (406) 243-4999.

PLEASE NOTE: Gaining access to Canvas accounts too far in advance of a new hire’s start date may interfere with labor laws. Please reach out to your department’s HRA if you have any questions.