New Employee IT Resources

New Employee IT Resources

A stack of books and a tablet device

A vast amount of Information Technology resources are available to new employees.

Image: Penn State

As a new employee at Penn State New Kensington you have a number of steps to complete in order to successfully use the technology on campus. Below is a check list of steps to complete within the first few days of your employment. Some steps are absolutely essential to complete as they ensure the security of your identity and the University's data. These required items are marked with an asterisk (*). The other steps are general tips and recommendations that will help you in the future.

1. Activating your Access Account and PSU ID+ Card

Once HR creates your Access Account, you must physically activate it in 044 Computer Center (located under the library and adjacent to the Conference Center). Your Penn State Access Account is used for logging into the campus computers and using essential computing services. Your PSU ID+ card can be used for LionCash, library reservations, discounts, and much more. Visit 044 Computer Center 2-3 business days after HR creates your account in order to complete this task. One of the staff members at the front Help Desk will be able to assist you. More information can be found at the Access Account page: Penn State Access Accounts. If you need access to specific department computer resources, such as a shared network drive, once you activate your Access Account, your supervisor must submit a request on your behalf to the NKITS Help Desk.

2. Enrolling in Two-Factor Authentication (2FA)

2FA is an added security measure similar to how you protect your bank account with a pin number (something you know) and debit card (something you have) when you withdraw money from an ATM. The University’s 2FA provider is a company named Duo Security (Duo for short).

After you enroll in 2FA, when you log in to WebAccess—Penn State’s online authentication system that protects WebMail/UCS, ANGEL, Canvas, the Employee Self-Service Information Center (ESSIC), and more—you will enter your Penn State user ID (i.e., xyz5000) and password (something you know) as usual, and then use your smartphone or another device (something you have) to verify your identity.

Please keep in mind it is important to enroll more than one device (such as a smartphone and desk phone) in 2FA to avoid difficulties authenticating if you lose or don’t have your only enrolled device with you.

3. Watch the Information Security Training Videos

The Office of Information Security (OIS) has a series of videos to help you learn about information security and privacy. These videos take no more than five minutes each to watch, with a total running time of about an hour.

4. Getting your University Collaboration Suite (UCS) Account*

As a University employee at Penn State New Kensington, you are required to use UCS for e-mail, contacts, and calendaring. This should be set up the same day you set up your Access Account. Ask for an administrator in the Computer Center to complete this step. UCS Help and Information has an excellent web client users guide for Zimbra, the software that powers UCS.

5. Personally Identifiable Information (PII) Training*

You are not permitted to electronically store or transmit any PII (sensitive data) on your University computer/devices. Examples of PII include credit card numbers, social security numbers, bank account information, and driver license numbers. A software program called Spirion is used to scan all of the files on your computer to find this information. If sensitive information is found, you must delete it using this tool. More information about Spirion and training resources can be found at

6. Review the Safeguards for Keeping Penn State Data Secure*

Protecting information begins at the individual employee level, regardless of your role at the University. It is important that we all practice responsible data stewardship to ensure that Penn State data is kept secure. Please review the Penn State's Data Categorization Project website to better understand the different categories of data, where different types of data are permitted to be stored, and when data needs to be destroyed.

7. Read and Review University Information Technology (IT) Policies*

Read and make sure you understand applicable University Information Technology policies.

8. Service Desk Incidents/Requests

Having an issue with a computer, printer, or phone? Need help creating marketing materials? Visit the Campus Work Order/Request website to submit a formal incident/request. Sufficient lead time is required in order to guarantee fulfillment of your requests. See the forms on the Campus Work Order/Request website for more information about the required lead-times.

9. Network Storage and Backup*

You are responsible for backing up your Penn State files and data. File storage resources can be found at

10. Faculty and Staff Forms and Resources

The website for all faculty and staff resources including important forms needed to conduct University business can be found on the Faculty & Staff Landing Page.

11. Media Commons Studio

The Media Commons Studio (located in 12B Conference Center) provides Penn State New Kensington faculty, staff, and students with a common set of tools to create digital media of all kinds. More information can be found at the Media Commons website.

12. Free Software Downloads

ITS Downloads provides free anti-virus/spam programs and other free downloads for Penn State faculty and staff.

13. Wireless

Wireless internet access is available on most of the Penn State New Kensington campus. A guide to easily set up your personal phone/computer for Wireless can be found at

14. Penn State University (PSU) WebFiles

WebFiles allows you to access and manage your Penn State Access Account Storage Space (PASS) files residing on Penn State's central file services through any web browser, and allows you to easily copy files from external services such as Google Docs, Dropbox, and SkyDrive to and from your PSU space.

15. Penn State University (PSU) WebApps

WebApps provides access to several popular applications from a wide array of devices, and is available to anyone with a Penn State Access Account. WebApps uses HTML5 instead of Java you don't need anything other than a modern browser to access the applications.

16. Phone & Voicemail Resources

Cisco IP Phone 7800 Quick Start Guide
Cisco IP Phone 8800 Series Quick Start Guide

 All employees with an assigned phone number extension will have an voicemail box.

You can use Penn State's VOIP website to:

  • Have notifications of new voicemails emailed to you (New Voicemail Notifications tab)
  • Change your voicemail password if you forget it or get locked out from too many unsuccessful login attempts (Change Voicemail PIN tab)
  • Play voicemails you receive directly through your computer (Inbox tab)

In addition to the voicemail features, the “Phone Settings” tab will enable you to:

  • Program personal speed dial numbers (Phone settings > Speed Dial Numbers option)
  • Forward your calls to other numbers (Phone settings > Call Forwarding option)

17. Printing/Copying

There are multiple copiers strategically located across the campus for full-time faculty and staff printing. In order to print from a campus networked computer to the copiers you must enter the last 5 digits of your PSU ID number into the printer's preferences. A print code guide has been created to assist you with this task. For more sensitive documents you can send jobs to the copiers securely by using the "Locked Print" feature. You also need to enter your code to perform the scan and copy functions at the copiers. Faxing capabilities are available via the copiers in Enrollment Services, Continuing Education, and the Computer Center, which also utilize the assigned copier code.

Printing for adjunct faculty is available in the Adjunct Office (011 Tech) or in any of the campus computer labs. A print code is not required for adjunct printing in these spaces. With the assigned copier code, adjunct faculty can utilize any of the copiers on campus to perform the scan and copy functions. Faxing capabilities are available via the copiers in Enrollment Services, Continuing Education, and the Computer Center, which also utilize the assigned copier code.

Additional Copier Resources

MP 4504 Online Manual
MP c6004 Online Manual
MP 6503 Online Manual

18. Video Conferencing

Zoom video conferencing allows you to engage in multi-person video or audio meetings using software installed on your computer, without the need for dedicated video conferencing hardware. Zoom combines cloud video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. For more information, visit the PSU video conferencing website. You can log into your PSU Zoom account using your PSU username and password.