Employee IT Onboarding Guide

1. Receive your MUID Number

If you’ve received your MUID number from Marshall University Human Resources, your information has been successfully added to the university’s employee database. Your MUID (Marshall University ID) is a unique identifier that connects you to a variety of campus services and resources.

Please note: your MUID is not the same as your computing user account credentials. It serves as an identification number, not a login username or password.

2. Understand Account Activation

24 hours before your start date, the process to create your user account and email address will be started. Your email is username@marshall.edu. Your user account and password will allow you to login to technology resources (i.e., e-mail, campus devices, Adobe, Microsoft services, etc.)

(Example: Start date 02/03/26 – Account generation starts 02/02/26)

The username creation process applies the base Microsoft License. This license allows you to use the Microsoft suite online by logging in at portal.office.com.

Account Activation Considerations

If you’ve had a previous university account (as a former student, employee, or alumni), your account might be inactive. Contact the Marshall University IT Service Desk with your MUID number to check your account status. Manual activation may take 12-24 hours. If you try to set up your account before your official start date, it might not be ready. You may need to wait and try again later. 

3. First Time User Portal

If Account Activation Considerations do not apply, you will use the First Time User Portal to setup your account on or after your official start date. The portal will guide you through setting a password and setting up Multi-Factor Authentication (MFA). Visit the First Time User portal to get stared. 

What is Multi-Factor Authentication?

Multi-Factor Authentication (MFA) is a security measure used to protect sensitive systems and data by requiring users to verify their identity using more than one method of authentication. This adds an extra layer of security beyond just a username and password. MFA helps safeguard sensitive systems such as email, student records, and financial data, reduces the risk of unauthorized access, and ensures compliance with data protection regulations like FERPA and HIPAA. It is commonly used when accessing university portals, learning platforms, and remote services.

Setting up MFA Application

Obtaining your Identification

ID cards are disbursed both physically and for mobile devices that support NFC capabilities (Example: Apple Pay/Google Pay capabilities). Please note that your Mobile ID will serve as your primary form of identification on campus.

Setting Up your Mobile ID

Before setting up your Mobile ID, your account must be fully activated—this includes setting your password and configuring your Multi-Factor Authentication (MFA) method. Mobile Campus IDs also require a Transact E-Accounts setup to function properly.

Physical ID Cards

Photos and ID card printing for physical Campus IDs are handled in person at the MUIT Campus ID Office. Physical ID cards are issued only when necessary. If you require a physical ID, please contact the ID Office team.

Receiving your University Machine

Each employee is assigned an Employee Position Number, which is tied to a specific university-issued device designated for that position. You will receive your assigned machine from your department leadership or Information Technology. These devices meet established standards to ensure you can perform your job duties efficiently and effectively.

Your direct supervisor is responsible for making a university-issued device available to you (for full-time employees only).

Staff/Faculty Checkout Machines

If your device requires operating system repairs or has sustained accidental damage, you may be eligible to check out a loaner laptop from the Marshall IT Service Desk, subject to availability. The MUIT Service Desk offers additional devices and peripherals for faculty and staff to check out as needed. These items may include:

• Webcams
• Mice
• Keyboards
• USB WiFi adapters
• iPads

Our Quick Start Guide walks you through getting started with the essential tools you’ll need on campus, including how to access your Microsoft Office Suite, request classroom technology support, and a tutorial on using our myMU university portal. Click guide to download.