How do I request an Office 365 Exchange mailbox for a new employee?

This FAQ was last modified on: Thursday, June 6, 2019 10:21am
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Full-time employees, part time employees, Tech Temps, and Affiliates are eligible to receive a GT email address (@gatech.edu) and a GT Office 365 Exchange mailbox.  These are the most common ways the Georgia Tech Collaboration Team has seen new employees enter GT’s Identity Management systems.  If your situation isn’t covered here, please open a support request and let us know.  Please note that paperwork (typically referred to as a PSF) must be processed by HR.  Access granted to new employees is for a  limited time period and intended as a grace period to allow a PSF to be submitted by a department and processed by HR. Employees who do not have a PSF processed in a timely manner will lose access to Office 365.  

 

Completely new employee; manually created in MAGE

New employees who were not previously affiliated with GT as an employee must be set up in MAGE as new employees.  You may hear teams within OIT refer to this as a “Manual MAGE Employee.”  This means that the new employee was looked up by GTID and given a temporary employee role in MAGE. 

How do I request access for a Manual MAGE Employee?  Manual MAGE Employees will typically enter the provisioning process and receive a mailbox within 24 hours of being given a temporary employee role.  Please note that you should should not add email aliases to Manual MAGE Employees.  The provisioning process will hang if an alias is created in a disabled state.  (During periods of heavy processing like the beginning of the semester, it may take longer than 24 hours for the process to begin.)  It is not necessary to request access for Manual MAGE Employees unless they have not processed in 24 hours. 

How long does a Manual MAGE Employee receive access?  Manual MAGE Employees should receive at least 120 days of access to allow HR to process a PSF (paperwork) for the new employee.  If your customer needs access for longer than 120 days, your department may need to make them an Affiliate.  Please consult with your department’s HR representative for more information on this process. 

 

Completely new employee / created by automation

Completely new employees that were not set up in MAGE as Manual Mage Employees are created by Identity Management (IAM) automation in GT systems. 

How do I request access for employees created by automation?  Employees that were created by automation will typically enter the provisioning process and receive a mailbox within 24 hours of being created.  Please note that you should should not add email aliases to employee accounts created in this manner until they have finished processing.  The provisioning process will hang if an alias is created in a disabled state.  (During periods of heavy processing like the beginning of the semester, it may take longer than 24 hours for the process to begin.)  It is not necessary to request access for Manual MAGE Employees unless they have not processed in 24 hours. 

How long does an employee created by automation receive?  Employee account that were created through automation are already employees and will not expire.   

 

Returning employee

Returning employees are employees that were employed by GT in some capacity in the past and have an affiliation of former-employee. 

How do a request access for a returning employee?  Returning employees require manual intervention from the Collaboration Team.  Please visit the Email Toolbox and fill out the New Employee Account form.  The Collaboration Team will add an override to grant your returning employee access as well as manually configure them to have a mailbox.  If they previously had Email Forwarding for Life enabled, it will be disabled when processing completes. 

How long does a returning employee receive access?  Returning employees receive access for 30 days.  During this time, the employee may receive expiration notices until a PSF is processed by HR. 

 

New employee; recently graduated student

A recently graduated student is a student that graduated during the previous semester, but that is still considered a student because they haven’t reached two consecutive semesters of non-enrollment.  This could be a student that graduated during Spring semester, but started as an employee in June or that graduated during Fall semester and started in January. 

How do I request access for a recently graduated student who is transitioning to an employee?  It should not be necessary to make a request; the employee can make this change in Passport in the Email Preferences section.  However, if you or your customer encounter issues, please submit the New Employee Account form on the Email Toolbox.  Please respond to the new ticket notice and let us know that this is a recently graduated student that is converting over to an employee. 

How long does a recently graduated student who is transitioning to an employee receive access?  If the student is in their first semester of non-enrollment, their access should not expire while HR is processing their paperwork. 

 

New employee; former student

Former students who return to GT as employees may require manual intervention by the Collaboration Team. 

How do a request access for former students?  If the customer does not have an employee role, add a temporary employee role in MAGE and wait 24 hours.  If auto-provisioning does not process a mailbox for the customer, please submit the New Employee Account form on the Email Toolbox

How long does a former student receive access?  This is dependent on several factors and can range from 30 to 120 days.  If the customer’s account goes into expiration before HR has processed their paperwork, please open a support request along with a justification for requesting an extension. 

 

Employee that used to work in GTRI

Employees that are transferring to a new department from GTRI require manual intervention from the Collaboration Team. 

How do I request access for an employee transferring from GTRI?  Please open a support request letting us know that you have an employee that is transferring from GTRI.  Please include the customer’s GT Account.  Please note: we cannot transfer mail out of GTRI’s on-premises Exchange server. 

How long does an employee transferring from GTRI receive access?  Employees transferring to new departments from GTRI should not expire since they are already GT employees.