New Staff Email Account - FAQ
General Overview
What does this process do?
This process creates new email accounts for newly hired staff members who have been assigned a brand new employee ID in Escape.
Who does this process apply to?
Only new staff members joining the district. The process applies when a new EmpID and assignment or add-on are created in Escape.
What qualifies someone as 'new staff'?
'New staff' are individuals who are new to the district and have no prior record in Escape. If rehired with an existing record, they are considered returning staff - password reset will be sent to personal email on file.
What is required for a new email account to be created?
Email account creation is triggered by the assignment or add-on start date associated with a new Employee ID. For example, if an Employee ID is created on May 30, 2025 (via an onboard HRA), and the assignment start date is June 9, 2025, the email account will be created on June 9, 2025.
Note: For SCTA members, accounts are enabled five days prior to the assignment start date.
Account Setup Process
What should I know about the new account creation process?
A new email account is created when an EmpID is created in Escape, but it remains disabled until the staff member’s start date. Once the start date is reached:
The account is enabled.
If a personal email is on file, instructions and a temporary password are sent.
The user must log in, reset the password, and set up MFA within 72 hours.
Failure to activate within 72 hours disables the account.
What happens if a new staff member doesn’t activate their account within 72 hours?
The account will be automatically disabled. To regain access, the user must contact IT Support to receive a new temporary password.
How often does the email creation process run?
Twice daily at 5:00 AM and 7:00 PM.
Does this process provide access to other platforms?
Only Google Workspace is included (e.g., Gmail, Drive, Classroom). Other platforms are not part of this process.
Does this process sync with systems like Infinite Campus or Informed K12?
No, this process does not sync with other platforms.
Special Cases and Exceptions
Teachers cannot wait until their start date. How does this process address that?
In accordance with Human Resource’s established requirements for teacher early account access, SCTA members get early access 5 days before their start date for preparation.
What happens if a returning staff member needs access to their email?
They’ll receive a system-generated password and must activate their account within 72 hours. If not, contact IT Support to reactivate.
What if no personal email is listed for a returning staff member?
HR must update the Escape record with a valid personal email during the rehiring process.
Are non-staff accounts included in this process?
No. Accounts for student workers, contractors, vendors, etc., must be created manually via IT Support.
Account Updates and Support
Does this process update existing accounts?
No. For updates like name changes, submit a ticket to Technology Services at SCUSD.FreshService.com. Please note: Name changes will require HR approval.
What if I want to change my name or preferred name later?
Submit the change to HR via Escape and request support from Technology Services.
Who can I contact if I need help?
Reach out to Technology Services Helpdesk via submit a ticket at SCUSD.FreshService.com.