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MISTI Staff Knowledge Base

Data & Ops Onboarding

Technology-focused onboarding, including addition to all appropriate databases.

Create profiles/logins:

  • Terra Dotta
  • Filemaker (Student & GSF)
  • Salesforce
  • Knowledge Base
  • Dropbox
  • Survey Monkey Apply (if applicable)
  • Calendly (if applicable)
  • Create MIT gmail and add to shared GDrive

Share learning & support materials:

Intro email template to new Staff:

Dear XXX,

Welcome to MISTI!

Our student application system and current student database is Terra Dotta (TD). Before we meet, please navigate to Terra Dotta and click ‘Login’ and then select the Kerberos login option. I’ll then update your profile so you have the appropriate permissions. The Knowledge Base is a great resource on all things TD. Terra Dotta is the system you’ll most often use, specifically to look up current student details.

For hosts and contacts, we use Salesforce. You may be familiar with Salesforce (it’s everywhere!) and it is pretty intuitive. There are some resources in the Knowledge Base and youtube has many videos on it too. I’ll create your user profile in Salesforce and you can expect an email from the system, so you don’t need to do anything right now.

We also use Filemaker for archival data. It is not very user friendly and finicky, so we can look at it together in the coming weeks.

MISTI does use a few other systems that I don’t think you’ll need access to but of course if you do, I can give you access easily.

Thanks, and let me know if you have any pressing questions.

Follow-up Email to Terra Dotta Training:

As mentioned, here are several knowledge base articles

Terra Dotta Frequently Asked Questions (FAQS): many FAQs on how to complete different tasks in Terra Dotta, including some screencasts.

Terra Dotta Policy and Procedures: the placement record guide I referenced lives here.

Student Database Timeline: this timeline lists all internal and some external deadlines related to student data, including when placement records are due. I send reminders as we approach all major deadlines, so this is just for your reference if you’d like to familiarize yourself with the annual cycle.

Offboarding:

Remove departing staff access:

  • Terra Dotta
  • Filemaker (Student & GSF)
  • Salesforce
  • Knowledge Base
  • Dropbox
  • Survey Monkey Apply (if applicable)
  • Calendly (if applicable)
  • Remove users from https://misti.mit.edu/calendly (if applicable)
  • GDrive