EML Onboarding Checklist
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This is the onboarding checklist for new staff, work learns, co-ops, and coordinators. This is where you will find every task you need to complete in order to be fully onboarded with EML. This is also a place for the coordinator and supervisor to determine what new hires need to have access to.
UBC FASmail
You will be given access to a staff email address from UBC IT. Your staff email is how you will communicate at EML, how you will receive calendar invites, and how you will be signed up for services that you will use at EML.
Getting a Staff Email Alias
You will need to change your staff email alias to firstname.lastname@ubc.ca. To do so, go to myaccount.ubc.ca and click "Add FASmail alias".
Confluence Access
You will be given Confluence access by the Lab Supervisor.
Teams Access
You will be given Teams access through your staff email by the Lab Supervisor, and then be added to your project team's page on Teams.
Miro
You will be added to Miro using your staff email and given access to your specific project board by the Lab Coordinator.
Clockify
You will be added to Clockify using your staff email and given access to your specific project by the Lab Coordinator.
Clockify vs. Workday
Clockify is where you will track your hours in order to be paid. Team hours are analyzed with Clockify to help in future planning. Students still input total hours in Workday.
GitHub
You will be added to GitHub using your personal GitHub account and added to your project by the Lab Coordinator.
Figma
You will be added to the EML Figma page using your staff email. When you need to create a new Figma file, you must either ask the Lab Coordinator to create it for you and share it with your personal account, or create it on your personal account and share it with EML's account (emergingmedia.lab@ubc.ca).
McGavin Keycard
You will be given a keycard to McGavin room 112A by the Lab Coordinator, who will document which keycard was given in the door access spreadsheet on Teams.
Access to IKB
You will be given access to IKB room 183 by giving your student number and name to the Lab Coordinator, who will send this to UBC IT in order to authorize using your student card to unlock room 183.
Team Meeting, PI Meeting, Weekly Check-In
There are three primary meetings you will be attending weekly at EML. The Lab Coordinator will send a When2meet at the beginning of the term to determine availability. Fill this out, and the Lab Coordinator will send an Outlook calendar invite for your team meeting, PI meeting, and the weekly check-in meeting.
Where You Work
The main workspace for EML is the Gerald McGavin building, room 112A. This is where you can work when on campus, and where our weekly check-in meetings will take place. We host our weekly open labs at IKB room 183. Patrick Pennefather's THTR 399E class (that involves projects in collaboration with EML) uses Scarfe room 1.
Log-in to Workstations
Your login information for the various EML workstations is your CWL username and password. If you receive an error message related to an unknown domain, make sure you are connected to ubcsecure and not another network such as ubcvisitor.
Alarm Access
You will be given a code to the McGavin alarm when you send your student number and name to the Lab Coordinator. They will also find a time to show you how to activate and disarm it.
End of Semester Showcase
At the end of each semester (Jan-Apr, May-Aug, Sep-Dec), EML will host a showcase to display the work that has been done on each of our projects. You and your team will create a presentation involving PowerPoint slides that will be presented at the showcase. Following your presentation, a demo period will take place where your project build will be displayed to those visiting the showcase. The showcase can be internal (just EML members and friends) or external (anyone is welcome). Usually an internal showcase will occur in December, with external ones occurring in April and September. A dry-run of the showcase will be conducted a week before the showcase. The coordinator will provide you deadlines and meetings times for all of these tasks/events.