Onboarding and offboarding procedures

Onboarding & Offboarding


Whether you are a new employee or a seasoned manager, the University offers comprehensive tools, services, and an array of professional development programs to help teams succeed and flourish. An effective and consistent procedure for onboarding and offboarding is essential to protect the interests of employees and the University. These procedures apply to all salary and wage staff–including those without system access or those who worked for a limited time–as well as temporary employees, individuals leaving for long-term disability, and employees transferring to different departments within the University.

Orientation

We offer a comprehensive orientation experience, complete with an in-person program, eLearning modules, and a checklist to assist new employees and their teams.

  • Grounds For Success Orientation

    Grounds For Success Orientation begins with a half-day in-person program on or close to your first day of employment. It’s an amazing way to meet your new colleagues and get familiar with UVA’s structure and environment.

    Learn More
  • Health System Orientation (HSO)

    Health System employees attend a specific department-based orientation that begins with a Health System Orientation (HSO) general session, and is followed by two days of Orientation to Patient Care (OPC) if applicable. RN's (except Clinician 1s and Travelers) are required to attend Nursing Clinical Onboarding three to seven weeks after the first week of hire.

    Learn More
  • New Executive Network

    In addition to attending the Grounds For Success Orientation, all recently hired executives, Vice Presidents, Deans, and various guests are invited to attend networking opportunities each semester.

    Learn More

Resources For Managers

As a manager, it’s your responsibility to onboard and offboard employees to guarantee successful and secure transitions. Visit our For Managers page to learn more.

  • Onboarding For Managers

    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.

    Use the Onboarding Checklist for 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.

  • Offboarding For Managers

    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.

    Use the Offboarding Checklist and help your employee complete 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 it-policy@virginia.edu for assistance.

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

  • Partner Program

  • Work Breaks Policy

    Work breaks or rest periods such as coffee breaks are privileges granted by department supervisors and:

    • Should not exceed 15 minutes in the first half of the eight-hour shift and 15 minutes in the second half of the shift
    • May be shortened or eliminated if work schedules do not permit them
    • Are intended as rest periods, and cannot be added to another break or used to extend lunch periods, offset lateness or early departure from work, or shorten the 40-hour work week
    • Are granted to part-time employees at the discretion of the supervisor, but generally should not be more frequent than one break per four-hour shift
    DHRM POLICY FOR HOURS OF WORK

Resources For New Hires

Congratulations on your new position! Attending orientation and using onboarding resources will help introduce you to UVA’s culture and structure, as well as explain available rewards and benefits–not to mention provide an opportunity to meet new colleagues. Visit our For New Employees page to learn more. Get to know more about your new hire and her/his interests using the recommended list of questions in the New Hire Interest Profile .

  • Onboarding For New Hires

    Work with your manager to complete the Onboarding Checklist, which details several forms to complete prior to your first day of work, when to attend orientation, and more. You can also review our New Hire Onboarding Roadmap

  • Career Development

    Career development is a lifelong process of learning, working, and managing professional transitions. As an employee you can access many resources and programs to enrich your knowledge and develop your skills. Visit our Talent Development site to customize your development goals, learn about opportunities at the University, and take assessments to discover new skills. Talk to your manager, and take advantage of the following resources:

    • The Learning and Development Team provides a professional learning community to fosters partnerships that drive a culture of trust, respect, diversity, life-long learning, and service excellence that inspires shared leadership.
    • Lynda.com - Take advantage of a free subscription to Lynda through the UVA Library! Topics include Growing Your Career, Fundamental Skills for Workplace Success, and Leadership Skills for Managers.
    Learn more
  • Work Breaks Policy

    Work breaks or rest periods such as coffee breaks are privileges granted by department supervisors and:

    • Should not exceed 15 minutes in the first half of the eight-hour shift and 15 minutes in the second half of the shift
    • May be shortened or eliminated if work schedules do not permit them
    • Are intended as rest periods, and cannot be added to another break or used to extend lunch periods, offset lateness or early departure from work, or shorten the 40-hour work week
    • Are granted to part-time employees at the discretion of the supervisor, but generally should not be more frequent than one break per four-hour shift
    DHRM POLICY FOR HOURS OF WORK

Workforce Planning

This pilot program offers consultation support for teams that are ready to explore strategic workforce planning. Based on a department’s needs, a Human Resources Business Partner can help teams analyze and forecast workforce supply and demand, assess gaps, and determine whether appropriate talent is prepared to provide timely support for important projects.

Workforce planning begins with a collaborative assessment to develop an action plan and connect you with available HR resources. Services include:

  • Ensuring a qualified workforce is in place to fulfill your team’s needs.
  • Assessing current staff abilities and skillsets.
  • Planning for the expectations and needs of a diverse workforce.
  • Managing talent profile data, turnover information, and development needs.
  • Forecasting future trends that will affect staffing needs.

Contact us at talentplanning@virginia.edu or via the Talent Development Request for Services form.

Request Services & Learn More

The Cornerstone Program: Succession Development

Devoted to the development and lifelong learning of our employees, we offer succession planning tools to help managers identify, assess, manage, and develop individuals at the University for potential future roles.

We work with teams across the Academic Division, the Health System, and University Physicians Group on talent reviews and development, as well as identifying an annual cohort of 30 participants for UVA’s Cornerstone Program.

Learn More