Onboarding and offboarding procedures

Onboarding & Offboarding


Onboarding and offboarding procedures differ by employee type. All salary and wage staff employees–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 should work with their hiring manager to confirm exact processes.

Onboarding Essentials For Medical Center

New Hire Onboarding Overview

Welcome! All new hires will complete an onboarding process specific to their role, which includes attending Orientation. Health System team members will receive further Onboarding instructions on their first day during Orientation. Academic Division employees will also receive further instructions at Orientation, and should use the New Hire Checklist in conjunction with departmental Onboarding instruction. All employees, regardless of role, will complete onboarding tasks in Workday.

 

  1. Step 1

    Once hired you will receive an informational email with details about your orientation.

  2. Step 2

    Access and explore Workday. Before your first day, login to Workday to read your Notifications and address Inbox tasks, which will prompt you to complete important onboarding steps, such as completing section 1 of Form I-9 and reviewing the Benefits eLearning module.

  3. Step 3

    Health System team members attend Health System Orientation (HSO) on first day of work. Academic Division employees attend Grounds For Success (GFS) Orientation as scheduled, on or close to first day of work.

  1. Step 4

    After Orientation, and during your first weeks, you will meet with your manager and discuss departmental onboarding requirements. You will complete onboarding items, like obtaining your UVA computing ID assigned Workday Inbox tasks, trainings, and digital courses.

  2. Step 5

    You will also need to select or waive your Benefits options in Workday within 30 days of your hire date. If relocating from out-of-state, please ensure local address is up-to-date for tax purposes.

Workday Onboarding

Your Workday notifications and Inbox will alert and prompt you to complete any necessary forms, tasks, and trainings, including, but not limited to: updating personal information, emergency contacts, section 1 of the I-9, and direct deposit, as well as notifications about parking and UVA benefits. 

Access Workday

Orientation

Attending Orientation helps introduce you to UVA’s mission, values, culture, and structure, as well as explain available perks and benefits–not to mention provide an opportunity to meet new colleagues. Academic Division attend Grounds For Success (GFS) Orientation, Health System attend Health System Orientation (HSO).

Grounds For Success follows the UVA operating schedule.  If non-designated employees are asked not to report to work, Grounds for Success is cancelled. You will be contacted for rescheduling.

Health System Orientation (HSO) follows the UVA Health System operating schedule. If non-designated employees are asked not to report to work, HSO will be rescheduled. You will be contacted about rescheduling. 

  • 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

Benefits Enrollment Process

Before attending Orientation on (or near to) your first day, complete the Benefits eLearning module. At Orientation, an HR Benefits counselor will make a presentation and be available to answer your questions. Remember that you must select your Benefits options in Workday within 30 days of your hire date.

Read step by step instructions for enrolling in your benefits, based on your employee type:

Onboarding & Offboarding Resources For Managers

As a manager, it’s your responsibility to onboard and offboard employees to guarantee successful and secure transitions.  Health System Managers should visit our Onboarding Essentials 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.

    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.

  • 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.

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

    Use the 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 it-policy@virginia.edu for assistance.

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

  • Partner Program (Academic Only)