On this page you will find a guide to help IT administrators and HR managers when recruiting new employees. The following information covers the most important IT services provided by the IT Center.

We recommend that you follow the given sequence to ensure smooth setup and registration.

1. Redeeming the Coupon
2. Setting up the Multi-Factor-Authentication (MFA)
3. Setting up a work e-mail address
4. Registering a work phone number
5. Contact information in RWTHcontacts
6. Accessing RWTHonline
7. Accessing the VPN (Virtual Private Network)
8. Accessing eduroam (Wi-Fi)

1. Redeeming the Coupon

Coupons are redeemed independently by employees via IdM ConnectMe. After signing the contract, new employees receive a ConnectMe coupon by e-mail from the HR department. The coupon is redeemed via the ConnectMe procedure.

• Informations and detailed instructions regarding the coupon-procedure can be found via this link.
• You can open IdM ConnectMe directly here.

Please note:

• Several statuses can be assigned in parallel via Identity Management. E.g. for student assistants this would mean that they would have the status “RWTH employee” in addition to the status “RWTH student” after redeeming the coupon.
• You will receive the status "RWTH Employee" if your employment contract is with the Human Resources department of RWTH Aachen University (Divisions 8.1 and 8.2).
• The ConnectMe coupon can be redeemed 6 weeks before starting work at the earliest. It takes 24 hours after receiving the coupon before it can be redeemed.
• Once the coupon has been redeemed via the ConnectMe procedure, it takes 24 to 48 hours before the new registration has been processed in the respective systems.

2. Setting up the Multi-Factor-Authentication (MFA)

Multi-Factor-Authentication is set up independently by employees via the token manager. The use of MFA is mandatory for all RWTH employees for security reasons.

• Information and detailed instructions on how to set up multifactor authentication can be found at the following link.
• You can open the token manager directly here.

Important!

• Please make sure that you have successfully set up at least one token before closing the token manager. After the initial setup of a token, it’s no longer possible to log in to the token manager without a one-time security code.

If your tokens no longer work or are lost, you must have them reset in person at an IT Center location after presenting a valid, official ID document.

3. Setting up a work e-mail address

An official e-mail address is set up in MailAdm by holders of the “RWTH e-mail administration” role. Business e-mail addresses that are required for employees or students of an institution of RWTH Aachen University can be set up in the MailAdm system by the local mail administrators of the respective institution.

• Information and detailed instructions on how to set up the business e-mail address can be found under the following link.
• Information on RWTH MailAdm can be found under the following link.
• You can open MailAdm directly here.

Note:

• We recommend that work e-mail addresses are only created after the ConnectMe procedure has been fully completed and a username exists.
• Please avoid creating duplicate identities (multiple usernames)!

4. Registering a work phone number

The registration of a work phone number is requested by an IT administrator via the TK-Portal. The registration of work phone numbers for new employees occurs via the TK-Portal by submitting a phone service request (TK-Antrag) and selecting the option “Apply for registration” (“Registrierung beantragen”).

• Information and detailed instructions on how to register a work phone number can be found under the following link.
• Information about the phone systems can be found under the following link.
• You can open the TK-Portal directly here.

Note:

• We recommend registering new employees in the TK-Portal prior to assigning them to an organization in the RWTH Person Directory (PVZ). This way they already have their phone number when their entry is created.
• The setup and use of Webex can be carried out independently. Instructions can be found under the following link.

5. Contact information in RWTHcontacts

The contact information for new employees is entered into and maintained in the RWTH Person Directory (PVZ) by people with the role “Administation Organization”. RWTHcontacts is the central directory for organizations and people at RWTH Aachen University. It offers a public directory with information about employees and organizations and the University.

• Information and detailed instructions on how to use RWTHcontacts can be found under the following link.
• You can open the RWTHcontacts directly here.

6. Accessing RWTHonline

Access to RWTHonline is set up automatically after an employee coupon is redeemed. Our systems require between 24 and 48 hours to complete this process. Once the setup is complete, a login via the Single Sign-On becomes possible.

• Information and detailed instructions on how to use RWTHonline can be found under the following link.
• You can open the RWTHonline directly here.

Functions in RWTHonline are assigned via the role management there. For further information, please refer to the documentation portal for RWTHonline (this can only be accessed from within the RWTH network).

Note:

• RWTHonline is protected by MFA. A login is only possible if a token for the generation of one-time codes has already been set up via the Token Manager.

7. Accessing the VPN (Virtual Private Network)

Some services and documentation can only be accessed for within the RWTH network. Employees therefore receive a VPN account automatically upon completing the ConnectMe process. Through this they have the ability to externally gain secure and encrypted access to the RWTH network (e.g. while working from home or travelling).

• Information about the RWTH VPN can be found under the following link.
• Information about the Institute VPN can be found under the following link.
• Information and detailed instructions on how to install and configure the VPN Client can be found under the following link.
• You can directly open the download directory for the latest version of the Cisco Secure Client for various operating systems here.

Important!

The VPN networks at RWTH Aachen University are protected by MFA. This means that it is only possible to log in to the VPN if a token for the generation of one-time security codes has been set up via the Token Manager. It is not possible to use e-mail tokens in this context.

8. Accessing eduroam (Wi-Fi)

Access to eduroam needs to be set up by employees by generating login credentials via the eduroam Devicemanager. eduroam is the Wi-Fi network that is available throughout the campus of RWTH Aachen University and a login with RWTH credentials provides access to the University’s internal network.

• Information about eduroam can be found under the following link.
• You can open the eduroam Devicemanager directly here.

Note:

• Login credentials for the RWTH-institutes Wi-Fi network are the same as for eduroam, though users must be whitelisted by their respective institute.