The new Pre-Hire Mac ID eForm will expedite provisioning of the MacID to new employees during the ‘pre-hire’ stage to enable departments to initiate system access in preparation for the employees start date. Following automated system validation, the eForm automatically creates a MacID based on employee’s personal information inputted on eForm. The eForm can be used for all employee groups, except for TAs and work-study/summer students, as these employees already have their MacIDs provisioned via their student record in Mosaic Campus Solutions.

The emphasis of the new solution is to change the hiring step sequence and provide a MacID to the new hires at the early stage, as soon as the new employee accepts the offer of employment, by providing key personal information on the eForm; this is prior to the time when the full and complete new hire employee record can be created in Mosaic for the first pay.

If a Pre-Hire MacID has been requested, the new MacID will be required when sending the new hire submission to HR Operations at hr.mcmaster@mcmaster.ca for full hire completion processing. This process remains unchanged.

This form can be used for all employee groups, with the exception of Teaching Assistants and employee’s in the Work/Study program, as these employees already have their MacID’s provisioned via their student record in Mosaic Campus Solutions. This form can be submitted up to 1 month prior to the employee’s start date, with the exception of employees hired into MUFA and Clinical Faculty, which can be submitted up to 6 months prior to the employee’s start date.  

If you need to request a MacID for a Person of Interest Account for Non-McMaster employees, please use the following link for more information: https://uts.mcmaster.ca/services/accounts-and-passwords/person-of-interest/ 

In order to use the MacID for any University systems, resources, or applications, the MacID will need to be activated. Please provide the employee their MacID, Employee ID, Barcode and McMaster email which will be generated by the form. If the employee is new to McMaster, they will need to activate their MacID.  If the employee already has an existing MacID, they do not need to reactivate their MacID, but may need to update their password. More information on MacID’s , how to activate it, or change a password can be found here.  

The Pre-Hire MacID eForm can be accessed by logging into Mosaic, clicking on the HR eForms dropdown at the top of the page, and then by clicking on the Pre-Hire MacID tile. Refer to the Resources tab at the top of this page to view detailed How to Guides for more information about how to use the Pre-Hire MacID eForm.

The following HR security profiles have been granted access to the Pre-Hire MacID eForm:

• Manager/Administrator
• Recruitment Coordinator
• Recruitment Hiring Manager
• Human Resources Service Partner

To view HR Position Security information in Mosaic, run the HR Position Security query in the HR Reporting Hub, or in the Position Management eForms Nav Collection. View the HR Security Profile Summary Matrix here.

If you require access to submit or approve HR eForms, please submit:

• HR Access Request in JIRA, or
• Position Data Update eForm to update HR Security on a vacant position

The process for accessing MacIDs for new employees has been updated to enable generation of the new ID sooner. This process improvement ensures new hires are able to access systems and their McMaster email on their first day of employment.

As of August 22, 2022, department administrators, hiring managers and HR teams have the option to obtain a new MacID through an automated self-service solution ‘Pre-Hire MacID’.

Pre-Hire MacID Solution should not be used:

1. As a tool to retrieve the existing MacID for active employees;
2. For TAs or Students who have an existing MacID;
3. To replace the existing full hire process in Mosaic. The department will follow the existing process to submit the new hire documentation to hr.mcmaster@mcmaster.ca, including the new MacID information;
4. To change employee system access due to internal position movements;
5. By anyone who is not currently involved in the new hire documentation collection process;