HR Guide: How to Submit IT Requests for Employee Accounts

This article is for HR staff only. It explains how to submit IT requests for new employee account setup, staff offboarding, and account changes through the RCS IT Help Desk portal. Submitting through the portal ensures your request is tracked, prioritized, and completed efficiently.

Each request type has its own dedicated form with direct links below. Bookmark this page for easy access.

🟢 New Staff Onboarding — Set Up a New Employee Account

Use this form when a new employee is starting at RCS and needs accounts, devices, and system access set up before their first day.

What you will need before submitting:

• Employee first and last name
• Position / job title
• School or campus they will be working at
• Their personal email address (so IT can send initial login credentials)
• Employment type (Full-Time Faculty, Staff, Adjunct, Part-Time, or Contractor)
• Manager or supervisor name
• Start date
• Which devices they need (laptop, phone, iPad, etc.)
• Which systems they need access to (Microsoft 365, Google Workspace, FACTS, Curriculum Trak, FMX, etc.)

How to submit:

1. Click the link below to open the New Staff Onboarding form:
   
   ➡️ Submit a New Staff Onboarding Request
2. Sign in with your RCS work email if prompted.
3. Fill in all required fields. The more detail you provide, the faster IT can complete the setup.
4. In the Description field, add any special instructions or notes for IT.
5. Click Submit. You will receive an email confirmation with a ticket number.

⚠️ Please submit at least 3–5 business days before the employee's start date to allow time for account creation, device provisioning, and system access setup.

🔴 Staff Termination / Offboarding — Remove a Departing Employee

Use this form when an employee is leaving RCS and their accounts need to be deactivated, data transferred, and devices returned.

What you will need before submitting:

• Employee first and last name
• Their RCS work email address
• Their last day of work
• Reason for departure (Resignation, Termination, Retirement, End of Contract, or Other)
• Whether you want email and data transferred — and if so, to whom
• Any devices or equipment they need to return
• Whether an out-of-office message should be set up
• Any shared mailboxes or distribution lists that need to be updated

How to submit:

1. Click the link below to open the Staff Termination / Offboarding form:
   
   ➡️ Submit a Staff Termination / Offboarding Request
2. Sign in with your RCS work email if prompted.
3. Fill in all fields, especially the last day of work and data transfer preferences.
4. Click Submit. You will receive an email confirmation with a ticket number.

⚠️ Please submit as soon as a departure is confirmed — ideally before the employee's last day so IT can coordinate account suspension and device retrieval.

🟡 Account Change Request — Update an Existing Employee's Account

Use this form for changes to an existing employee's account — legal name change, role or department change, access update, email address change, or phone extension update.

What you will need before submitting:

• The employee's current full name
• New legal name (if applicable — must match their government-issued ID)
• Their RCS work email address
• Type of change (Name Change, Role/Department Change, Access Change, Email Change, Extension Change, or Other)
• Effective date of the change
• Whether HR records have been updated in Paycom
• Whether the employee has a FACTS/SIS account
• Current and new phone extension (if applicable)
• Which systems need to be updated

How to submit:

1. Click the link below to open the Account Change Request form:
   
   ➡️ Submit an Account Change Request
2. Sign in with your RCS work email if prompted.
3. Select the Type of Account Change from the dropdown so IT can route your request correctly.
4. Fill in all relevant fields and add any additional context in the Description field.
5. Click Submit. You will receive an email confirmation with a ticket number.

⚠️ For name changes, please ensure HR records in Paycom are updated before submitting to IT so all systems are updated consistently.

What Happens After You Submit?

You can check the status of any request by logging in at acarcs.zendesk.com/hc/en-us/requests.

Quick Reference — All Three Forms

Contact IT Support

• 📧 Email: ITSupport@redlandschristian.org
• 🌐 Portal: acarcs.zendesk.com/hc/en-us/requests/new
• 📞 Steve Mojica — ext. 171
• 📞 Robin Clark — ext. 380

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RCS Information Technology · IT Help Center