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2026-08-04

Onboarding new members at the LCSB#

Purpose#

The LCSB regularly welcomes newcomers who have just joined one of the research groups or the support teams. The on-boarding process aims to ensure their smooth integration within their group and within the LCSB. It completes the introduction at the Welcome Day of the university by providing information specific to the LCSB. On top of practical information, this process should convey the LCSB values and the way we all work together.

1. To do as administrator#

The administrator is responsible for completing the following onboarding tasks before the newcomer’s arrival:

  • Align with PI which PC is foreseen for the newcomer: either ordering a new one from our catalog (central budget) or a more powerful one on the team’s budget.
    • New laptop funded by the University: Hardware Catalogue
    • New (different/powerful) laptop: budget code (OTP) needs to be specified, request an offer from IT + specify type of keyboard (Qwertz, Qwerty UK/US, Azerty) and accessories like mouse, adapters, etc.
  • Align with PI to define a desk for the newcomer and update Archibus accordingly.
  • Request a badge and the necessary office access in Archibus (lab access is granted by the lab support team accordingly).
  • Add newcomer to mail lists (e.g., LCSB-team, group list).

2. To do as a team assistant#

The team assisstants support the scientists to navigate through the administrative environment at the LCSB. To make sure the newcomer feels comfortable in the new group, the team assistant takes care of the following procedures:

  • Align with PI to find a godparent.
  • Open tickets to:
  • Prepare a welcome bag with office supplies pens, notebook, scissors, stapler, ruler etc. and give it to the newcomer on the first day.
  • Meet with newcomer to explain the different administrative procedures and existing tools such as travel organization, TAR, PO, expense reports, the Service Now ticket system, HR.
  • Order business cards via Web-to-Print if needed.

3. To do as a godparent#

Before a new member joins the LCSB, the group PI is asked to nominate a member of the group as “godparent” who guides the newcomer during the on-boarding process. The godparent is showing the newcomer around the LCSB premises (BT1, BT2, Ketterthill, Roudeneck/BTL and MNO) and introduces the newcomer to the team and to the relevant LCSB staff (e.g., communication (BT2), financial (Ketterthill) and grants (MNO) teams, support biotech and the team assistant, and takes care of some of the early procedures):

  • Before the arrival of newcomer:
    • Contact the team assistent and ensure all steps from previous section are followed. This should be done at least 3 weeks before the expected arrival.
    • Send the newcomer a welcome email with basic information about meeting point and time.
  • Open tickets to:
    • Pick up the computer on the first days of the newcomer.
  • Pick up the entrance badge together with the newcomer at the Security office in MSA 1st floor.
  • Show how to get office supplies (communication office in BT2).
  • Explain Uni/LCSB intranet, newsletter, services and important links.
  • Explain the pluxee card and where to get food.
  • Explain the regular meetings: team meeting (mandatory), group meetings, TGIaF, CETs for uni.lu PhD candidates, etc.
  • Make sure the newcomer follows Biosafety trainings (Biotech Support Team).
  • Make sure the newcomer follows the eLearning training on “Basics of Data management and Data protection” on the UL Learning Portal.
  • Encourage the newcomer to participate in the welcome meetings of UL and LCSB (see section 4.).
  • Encourage the newcomer to take an appointment for the Uni photo shoot (Newcomer should receive an email).

4. To do as a newcomer#

  • Get acquainted with your colleagues, especially your group, the group secretary, and research support teams (ask your godparent to introduce you).
  • Familiarise yourself with different LCSB tools e.g., ATLAS server, LUMS account, owncloud, the regular meetings (LCSB team meeting (mandatory), TGIaF, group meetings, CETs if you are a uni.lu PhD candidate), etc.
  • Familiarise yourself with the Uni/LCSB policies and culture by navigating to:
  • Read the bimonthly LCSB newsletter and explore the intranet to stay up to date with what is happening at the LCSB. Send an email to ruxandra.soare@uni.lu if you don’t receive the newsletter.
  • Fill in your profile on LCSB intranet. Check that your information on the personal webpage on the University website is accurate and that you are mentioned in LCSB people list and in the group member list on the website.
  • Set up the proper email signature and confidentiality disclaimer for your university mailbox: Guidelines in the How-to Cards
  • Complete your trainings to keep access to the lab and get further access to the labs.
  • Complete your training on data management and data protection.
  • Take an appointment for the Uni photo shoot (you should receive an email).

5. Welcome meetings#

  • University Welcome Day: The newcomers must attend the University Welcome Day to get a general overview of the university procedures and policies. You should get an invitation from HR Administration. The presenter will explain where to store and find personal & general information and to understand globally the UL’s tools for their daily requests: Atlas Server, Ticket system, HR4U, Fiori platform, Intranet, Archibus and more. In addition, you will get general information on the medical examination, social security, child allowances and renumeration.
  • LCSB Welcome meeting: Once a month a 1h30 meeting is organised for staff members who recently joined the LCSB. The communication team presents the centre, its goals and values, and provides some practical information (who’s who, administrative procedures, where to find answers, etc.). The slides are shared after the meeting.
    This meeting is mandatory and each newcomer receives a calendar invitation sent by the communication team.

6. Services and websites#

You will need two accounts to make use of services and tools:

  • UNI-LU account: (firstname.username@uni.lu) To use the IT services, also known as SIU, will give you your account at your first working day.
  • LUMS account: (fistname.lastname) This account is used for particular services (see below) and will be created after you have your UNI-LU account. Your godparent can assist you in that.

The UNI-LU account is used to access the following services:#

The LUMS account is used to access the following services:#

Enjoy your time at the LCSB!#

If you have any questions, do not hesitate to ask!

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