Merge branch 'OrderingOnoffboarding-new' into 'develop'

Ordering onoffboarding (cherries)

See merge request R3/howto-cards!379

external/on-offboarding/checklistBeforeArriving/checklistBeforeArriving.md

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external/on-offboarding/checklistGetStarted/checklistGetStarted.md

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-# Newcomer's checklist
-
-### Welcome to the LCSB!
-Below you can find a to-do-checklist and some practical information aiming to guide your through the first days at the LCSB together with the (corresponding people in charge) in brackets.
-
-### To Do's
-* Sign your contract (HR department)
-* Attend the University Welcome Meeting: Have your picture taken for our website and get a library card for online access of publications
-* Attend the LCSB Welcome Meeting: Administrative welcome presentation (communication team) & Biosafety introduction (safety team)
-* Fill in the newcomer's profile for your introduction on the intranet and in the newsletter (communication team)
-* Get introduced to your team members, especially to the administrative team (your godparent)
-* Have your E-Mail adress added to the relevant LCSB mailing lists (your godparent)
-* Read the biweekly LCSB newsletter and explore the [LCSB Intranet](https://uniluxembourg.sharepoint.com/sites/lcsb/lscb_internal/SitePages/default.aspx)
-* Hand in you tax card to the HR once you received it by post (HR department)
-* Get your entrance badge (your team's secretary)
-
-
-### Services and Websites
-You will need two accounts to make use of services and tools:
-* **UNI-LU account:** To use the IT services, also known as SIU, will give you your account at your first working day
-* **LUMS account:** This account is used for particular services (see below) and will be created after you have your UNI-LU account. Your godparent can assist you in that.
-
-
-#### The **UNI-LU account** is used to access the following services:
-
-* Mail services, including web mail accessible from the browser via: [https://owa.uni.lu](https://owa.uni.lu)
-* Microsoft Office & Teams: [https://portal.office.com](https://portal.office.com)
-* University’s Service Portal to create tickets for IT, office setup, and other issues: [https://service.uni.lu](https://service.uni.lu)
-* SAP, to make leave requests, see and print payslips and other HR-related services: [https://fiori.uni.lu/fiori](https://fiori.uni.lu/fiori)
-* Webex which is used for all virtual work meetings (implemented due to the COVID-19 pandemic), unless the other party requires the use of other software. You can login with UNI-LU account at: [https://unilu.webex.com/](https://unilu.webex.com/)
-* University Intranet: [https://intranet.uni.lux](https://intranet.uni.lux)
-* LCSB Intranet: [https://uniluxembourg.sharepoint.com/sites/lcsb/lscb_internal/SitePages/default.aspx](https://uniluxembourg.sharepoint.com/sites/lcsb/lscb_internal/SitePages/default.aspx)
-* specific communication channels, such as Slack, Basecamp an others, depending on your team. Your godparent will provide you with further information.
-
-
-#### The LUMS account is used to access the following services:
-
-* Owncloud, a file cloud deployment at LCSB: [http://owncloud.lcsb.uni.lu](http://owncloud.lcsb.uni.lu)
-* Gitlab, where the bioinformatics core team we manages its work products, source code and websites: [https://gitlab.lcsb.uni.lu/](https://gitlab.lcsb.uni.lu/)
-* other specific and licence-dependent software that is relevant for your work
-
-
-#### Enjoy your time at the LCSB!
-If you have any questions, do not hesitate to ask!
-

external/on-offboarding/checklistGodparent/checklistGodparent.md

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-# Checklist for godparents
-
-Thank you for accepting thegodparent role and taking the time to help him/her get started at the LCSB!
-Below you can find a checklist for the first steps with this task together with the (corresponding people in charge) in brackets.
-The overview checklist in .pdf-format ist avaliable [here](https://uniluxembourg.sharepoint.com/sites/lcsb/lscb_internal/LCSB%20Handbook/Appendix%20files/Godparent%20Checklist%20-%20newcomers.pdf).
-
-### Tasks for the godparent
-
-- Welcome the new employee
-- Introduce the new employee to the administrative staff in order to provide him/her with:
-    * an entrance badge (your team's secrretary)
-    * office supplies (communications team)
-    * a computer (your team's secrretary)
- 
-- Show the new employee around and introduce him/her to your group and to the LCSB team
-- Make sure that the new colleague receives and signs the Biosafety Information Pack before starting lab work, as all LCSB employees (also administartive staff) must be aware of the guidelines and risks of the labs.
-- Explain and show:
-    * LCSB intranet and newsletter and UL intranet
-    * Uni/LCSB policies and culture: how to find details about them on the intranet
-    * ATLAS server structure
-    * Meetings at LCSB: team meeting (mandatory!), group meetings, TGIF, CETs etc.
-    * Infrastructure: transport, lunch, chèques repas etc.
-    * email signature and confidentiality disclaimer
-    * business cards (to order them contact your group’s team secretary)
- 
-- Make sure the new employee is added to the relevant email lists. For this please [open a ticket at ServiceNow](https://service.uni.lu/sp), mentioning the name and **email address of the new employee** and the **email addresses of the required email lists** that he should be added to.
-- For details, see the LCSB Handbook on the intranet.
-
-### Thanks for your help!

external/on-offboarding/godparent/godparent.md

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-# Godparents for Newcomers
-Please also consult the [checklist for godparents](https://howto.lcsb.uni.lu/?on-offboarding:checklistGodparent).
-
-### Summary
-In order to help new employees to easily integrate in their new workplace and senior members to better know and understand the new colleague, each new employee will be assigned a "godparent".
-
-### What is a godparent?
-Being a godparent is a voluntary function within the LCSB.
-A godparent is as a person who, through its experience at the centre and in Luxembourg has gained an extensive knowledge about procedures, rules, corporate culture etc. and who desires to help others, advice new colleagues when they arrive in Luxembourg and who desires to build new relationships.
-### What should a godparent do?
-A godparent is free to organise and build the relationship with a new employee. However, the following task should be covered.
-* Welcome the new employee
-* Show the new employee around and introduce him/her to the team and to other LCSB/ Uni.lu members: most importantly to the administrative in order to provide a badge, office supplies…
-* Make sure that the new colleague receives and signs the Biosafety Information Pack, as all LCSB employees must be aware of the regulations and risks of the labs
-* Explain Uni/ LCSB policies and culture
-* Make sure the new employee is added to the relevant email lists. For this please [open a ticket at ServiceNow](https://service.uni.lu/sp), mentioning the name and **email address of the new employee** and the **email addresses of the required email lists** that he should be added to.
-* Make sure the newcomer gets access to ATLAS as appropriate.
-Duration of godparenting: Minimum 2 months and no longer than 6 months.
-### How to become a godparent?
-All LCSB members are eligible to become godparents. There are no minimal qualifications required, mentors must only work for at least 6 month at the Uni.
-However, in general HR in collaboration with the LCSB’s administration team will shortlist few potential candidates. Potential candidates shall be contacted and asked if they accept the function. In a case of refusal the next candidate on the list will be contacted.
-Preferred candidates for this assignment are members of the same unit or project, a relevant research field, or the same hierarchical level. To avoid conflicts of interest, in principle PI or superiors are to be avoided as godparents.
-

external/on-offboarding/onboarding/onboarding.md

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 # Onboarding new members at the LCSB
 
 ## Purpose
-The LCSB regularly welcomes newcomers who have just joined one of the research groups or the support teams.
-The on-boarding process aims to ensure their smooth insertion within their group and within the LCSB.
-It completes the introduction at the Welcome Day of the university by providing information specific to the LCSB.
-On top of practical information, this process should convey the LCSB values and the way we all work together.
-
-
-## 1. Godparents
-When a new member joins the LCSB, his team should assign him a godparent who will guide him during the on-boarding process.
-The group PI are asked to nominate a senior member of the group as “god-parent”.
-The godparent should show the newcomer around the LCSB premises, introduce them to all the relevant LCSB staff (help for networking during social events), and take care of some of the early procedures such as:
-- prepare a desk
-- get a computer
-- get phone
-- show how to get office supplies
-- register for mail lists
-- explain Uni/LCSB intranet, services and [important links](https://howto.lcsb.uni.lu/?general:links)
-- introduce to the team
-- explain the lunch voucher system and where to get food
-
-
-## 2. Welcome meetings
-- **University Welcome Day**: The newcomers have to attend the University Welcome Day to get a general overview of the university and have their official picture taken for the website.
+The LCSB regularly welcomes newcomers who have just joined one of the research groups or the support teams. The on-boarding process aims to ensure their smooth integration within their group and within the LCSB. It completes the introduction at the Welcome Day of the university by providing information specific to the LCSB. On top of practical information, this process should convey the LCSB values and the way we all work together.
+
+
+## 1. To do as a team assistant
+The [team assisstants](https://howto.lcsb.uni.lu/?general:secretariat) support the scientists to navigate through the administrative environment at the LCSB. To make sure the newcomer feels comfortable in the new group, the team assistant takes care of the following procedures:
+-	Align with PI to find a godparent.
+-	Align with PI which PC is foreseen for the newcomer: either using an old spare one or ordering a new one.
+* Spare PC: request a reinstallation from the IT department ([open a ticket](https://service.uni.lu/sp?id=sc_cat_item&sys_id=ead9a1ecdbb358102fa838aa7c9619df&sysparm_category=c41b4681db9f10502fa838aa7c961990)). 
+* New PC: budget code (OTP) needs to be specified, [request an offer from IT](https://service.uni.lu/sp?id=sc_cat_item&sys_id=5ea27df9dbbb50508bcbf9b41d96195f&sysparm_category=c41b4681db9f10502fa838aa7c961990): specify type of keyboard (Quertz, Querty UK/US, Azerty) and accessories like mouse, adapters, etc., create PO and place the order. Keep in mind that this process needs up to 8 weeks.
+-	Align with PI to define a desk for the newcomer and update [Archibus](https://archibus.uni.lux/archibus/) accordingly.
+-	Request a badge and the necessary office access in [Archibus](https://archibus.uni.lux/archibus/) (lab access is granted by the lab support team accordingly).
+-	Open tickets to 
+* Order a [phone and a phone extension](https://service.uni.lu/sp?id=sc_cat_item&sys_id=9f11411adbd69c902fa838aa7c961959&sysparm_category=1679cecddb5f10502fa838aa7c9619ab) attributed to the newcomer 
+* Add newcomer to [mail lists](https://service.uni.lu/sp?id=sc_cat_item&sys_id=b7b07412db969c902fa838aa7c9619ca&sysparm_category=0784418e1b312450ff1c8739cd4bcb44) (e.g., LCSB-team, group list).
+* Get access to the [intranet](https://service.uni.lu/sp?id=sc_cat_item&sys_id=448026d8dbd07450c542f9b2f39619c6&sysparm_category=0784418e1b312450ff1c8739cd4bcb44&catalog_id=26a236a5dbd2d8902fa838aa7c961948), [shared folders](https://service.uni.lu/sp?id=sc_cat_item&sys_id=d8c9740e1bfde050ff1c8739cd4bcb94) on the ATLAS server, LUMS [account](https://service.uni.lu/sp?id=sc_cat_item&sys_id=c536257ddb336010ca53454039961936&sysparm_category=6b76697ddb336010ca534540399619f8), etc.
+-	Prepare a welcome bag with office supplies pens, notebook, scissors, stapler, ruler etc. and give it to the newcomer on the first day.
+-	Meet with newcomer to explain the different administrative procedures and existing tools such as travel organization, TAR, PO, expense reports, the Service Now ticket system, HR.
+-	Order business cards via [Web-to-Print](https://www.webtoprint.lu/uni/UserEditFormFilling.aspx) if needed.
+
+## 2. To do as a godparent
+When a new member joins the LCSB, the group PI is asked to nominate a senior member of the group as “godparent” who guides the newcomer during the on-boarding process. The godparent is showing the newcomer around the LCSB premises (BT1, BT2, Ketterthill, Roudeneck/BTL and MNO) and introduce the newcomer to the team and to the relevant LCSB staff (e.g., communication (BT2), financial (Ketterthill) and grants (MNO) teams, support biotech and the team assistant, and takes care of some of the early procedures:
+- Open tickets to 
+* Pick up the computer on the first day of the newcomer 
+* Pick up the entrance badge together with the newcomer at the Security office in MSA 1st floor
+- Show how to get office supplies (communication office in BT2).
+- Explain Uni/LCSB [intranet](https://uniluxembourg.sharepoint.com/sites/the_university), newsletter, services and [important links](https://howto.lcsb.uni.lu/?general:links).
+- Explain the lunch voucher system and where to get food.
+- Explain the regular meetings: team meeting (mandatory), group meetings, TGIaF, CETs for uni.lu PhD candidates, etc
+- Make sure the newcomer follows Biosafety trainings (Biotech Support Team).
+- Make sure the newcomer follows the “Data management and data protection” training ([LCSB data stewards](mailto:lcsb-datastewards@uni.lu)).
+- Encourage the newcomer to participate in the welcome meetings of UL and LCSB (see 4.).
+- Encourage the newcomer takes an appointment for the Uni photo shoot (Newcomer should get an email).
+
+## 3. To do as a newcomer
+- Get acquainted with your colleagues, especially your group, the group secretary, and research support teams (ask your godparent to introduce you). 
+- Familiarise yourself with different LCSB tools e.g., ATLAS server, LUMS account, owncloud, the regular meetings (LCSB team meeting (mandatory), TGIaF, group meetings, CETs if you are a uni.lu PhD candidate), the lunch vouchers distribution, etc.
+- Uni/LCSB policies and culture: how to find details about them on the [intranet](https://uniluxembourg.sharepoint.com/) and [How-to Cards](https://howto.lcsb.uni.lu/), and [important links](https://howto.lcsb.uni.lu/?general:links)
+- Read the bimonthly LCSB newsletter and explore the intranet to stay up to date with what is happening at the LCSB. Send an email to [ruxandra.soare@uni.lu](mailto:ruxandra.soare@uni.lu) if you don’t receive the newsletter.
+- Fill in your profile on [LCSB intranet](https://uniluxembourg.sharepoint.com/sites/lcsb/lscb_internal). Check that your information on the personal webpage on the University website is accurate and that you are mentioned in LCSB people list and in the group member list on the website.
+- Set up the proper email signature and confidentiality disclaimer for your university mailbox: [Guidelines in the How-to Cards](https://howto.lcsb.uni.lu/?integrity:LCSBEmailSignature) 
+- Complete your trainings to keep access to the lab and get further access to the labs.
+- Complete your trainings on data management and data protection.
+- Take an appointment for the Uni photo shoot (you should get an email).
+
+## 4. Welcome meetings
+- **University Welcome Day**: The newcomers must attend the University Welcome Day to get a general overview of the university procedures and policies. You should get an invitation from HR Administration. The presenter will explain you, where to store and find personal & general information and to understand globally the UL's tools for their daily requests: Atlas Server, Ticket system, HR4U, Fiori platform, Intranet, Archibus and more. In addition, you will get general information on the medical examination, social security, child allowances and renumeration.
 - **LCSB Welcome meeting**: Once a month a two hours meeting is organised at the LCSB for the members who arrived recently. During the first part, a round table allow participants to introduce themselves and to place their “location sticker” on the LCSB map in BT2 staircase. Then, a member of the communication team presents the LCSB, its goals and values, and provides some practical information (who’s who, basic procedures, where to find answers, etc.). The second part is dedicated to security and safety (building evacuation, emergency exits, lab safety…).
 The participants also get a copy of the LCSB annual and research reports and the slides used during the meeting are shared. The newcomers receive a calendar invitation for this meeting, sent by the communication team.
 
 In order to introduce the newcomers to the whole LCSB team, the new members are mentioned in the LCSB newsletter (Photo, name, position and email address in the “Newcomers” section). They can also introduce themselves during the weekly team meeting at the LCSB.
 
-## 3. Checklist for administrative tasks
-
-- Get entrance badge at the Maison du Savoir (Security office on 2nd floor). Check with your team secretary what kind of access you have (rooms and hours) and how to update it if needed.
-- Get acquainted with your colleagues, especially your group, the group secretary and the administrative team. The godparent should show the new employee around and introduce them to the LCSB team.
-- Get access to the relevant mail lists (LCSB-Team + group list). The godparent should open a ticket in ServiceNow mentioning the name and the email address of the new employee and the required email lists that they should be added to.
-- Familiarise with different LCSB tools: ATLAS server (to get access, [open a ticket in service now](https://service.uni.lu/sp)), the regular meetings (team meetings, TGIaF, CETs), the lunch vouchers distribution, etc. The godparent should explain how things work at the Uni/LCSB (policies and culture).
-- Fill in the profile on [LCSB intranet](https://intranet.uni.lux/the_university/lcsb/lscb_internal/). Check that the information on the personal webpage on university website is accurate and that the newcomer is mentioned in LCSB people list and in the group member list on the website.
-- Set up the proper email signature and confidentiality disclaimer for your university mailbox: [Guidelines on the intranet](https://uniluxembourg.sharepoint.com/sites/sc/Lists/Policies%20%20Procedures/DispForm.aspx?ID=9)
-- Order business cards through your group’s secretary if needed.
-- Read the biweekly LCSB newsletter and explore the intranet to stay up to date with what is happening at the LCSB. Send an email to the LCSB communication team if the newcomer hasn’t received it after a few weeks.
-- Complete your trainings to get further access to the labs. The godparent should make sure that the new colleague receives the Biosafety, Data Management and Data Protection Training before starting lab work, as all LCSB employees must be aware of the guidelines and risks.
+## 5. Services and websites
+You will need two accounts to make use of services and tools:
+* **UNI-LU account:** To use the IT services, also known as SIU, will give you your account at your first working day
+* **LUMS account:** This account is used for particular services (see below) and will be created after you have your UNI-LU account. Your godparent can assist you in that.
+
+
+#### The **UNI-LU account** is used to access the following services:
+
+* Mail services, including web mail accessible from the browser via: [https://owa.uni.lu](https://owa.uni.lu)
+* Microsoft Office & Teams: [https://portal.office.com](https://portal.office.com)
+* University’s Service Portal to create tickets for IT, office setup, and other issues: [https://service.uni.lu](https://service.uni.lu)
+* SAP, to make leave requests, see and print payslips and other HR-related services: [https://fiori.uni.lu/fiori](https://fiori.uni.lu/fiori)
+* Webex which is used for all virtual work meetings (implemented due to the COVID-19 pandemic), unless the other party requires the use of other software. You can login with UNI-LU account at: [https://unilu.webex.com/](https://unilu.webex.com/)
+* University Intranet: [https://uniluxembourg.sharepoint.com/](https://uniluxembourg.sharepoint.com/)
+* LCSB Intranet: [https://intranet.uni.lux/the_university/lcsb/lscb_internal/Pages/default.aspx](https://intranet.uni.lux/the_university/lcsb/lscb_internal/Pages/default.aspx)
+* specific communication channels, such as Slack, Basecamp an others, depending on your team. Your godparent will provide you with further information.
+
+
+#### The LUMS account is used to access the following services:
+
+* Owncloud, a file cloud deployment at LCSB: [http://owncloud.lcsb.uni.lu](http://owncloud.lcsb.uni.lu)
+* Gitlab, where the bioinformatics core team we manages its work products, source code and websites: [https://gitlab.lcsb.uni.lu/](https://gitlab.lcsb.uni.lu/)
+* other specific and licence-dependent software that is relevant for your work
+
+#### Enjoy your time at the LCSB!
+If you have any questions, [do not hesitate to ask](https://howto.lcsb.uni.lu/?handbook:2-contact)!