Onboarding & Offboarding

Grounds For Success Orientation is currently offered, virtually, via Zoom. Please see the website for more details.

Medical Center employees attend an in-person Orientation program on Day One, which is a UVA Health Orientation general session.  Some Medical Center new hires might be required to attend additional mandatory training based upon their role, and will be contacted by the respective departments that provide that training, if indicated.

Welcoming an employee is a critical responsibility of a manager and her/his department. The first year of employment is crucial to reducing voluntary turnover and increasing organizational retention.

Initiated upon the hiring of an employee, managers receive a Workday notification with a printable checklist of tasks to complete in order to prepare for a new hire, as well as notifications for responsibilities in the first few weeks of hire.

The orientation program is a valuable way for new employees and team members to gain helpful information ranging from the UVA culture to IT and Workday basics. We encourage you to support your new employee in attending orientation and to attend the afternoon activities with him or her. 

Managers will also receive Workday notifications to meet and lead discussions with their new hire about culture, competencies, expectations, and more. Workday will continue to notify managers of onboarding duties through an employee's first year of employment.

Use the Onboarding Checklist for Academic Managers to ensure your employee is prepared for success. Feel free to adapt the checklist to meet your school/unit/department’s unique needs, or use it in combination with existing school/unit/department onboarding checklists.

All salary and wage staff–even those without system access or those who worked for a limited time–must complete the offboarding checklist before leaving the University. This includes, temporary employees (the checklist is the department’s responsibility), individuals leaving for long-term disability, and employees transferring to different departments within the University.

Managers receive a Workday notification with a printable checklist of tasks to complete in order to prepare an employee for departure.

Use the Academic Offboarding Checklist For Managers and help your employee complete the Employee Offboarding Checklist and the Knowledge Transfer Template to protect the physical and intellectual property of the University, ensure compliance with security and access issues, and transfer pertinent information. Scan and upload the completed offboarding checklist and knowledge transfer documents to an employee’s personnel file through the Document Imaging System.

Cancel access to central systems and email on the employee’s last day of work. If the circumstances of the termination require that systems access including email should be removed immediately, contact accounts@virginia.edu for assistance. Important: Workday has the ability to terminate all access by categorizing the termination of an employee as ‘involuntary.' 

Please note that for temporary employees, the offboarding checklist is the department’s responsibility.

Guidance on entering terminations properly in Workday