Onboarding and offboarding procedures

Onboarding & Offboarding


Important: If you are a UVA Community Health team member, please refer to the UVA Community Health New Hire Resources UVA Health  webpage for onboarding information.

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 (whether in-person, virtually via Zoom, or as an assigned Workday learning module).

UVA Health team members will receive further Onboarding instructions on their first day during Orientation, or via their assigned Workday learning module. Academic Division employees will receive further instructions at their virtual Orientation via Zoom, and should use the Onboarding Guide for New Hires - Academic Division in conjunction with departmental Onboarding instruction. 

All new hires should review and follow their respective Orientation and Onboarding Guides in order to complete required onboarding tasks.

All employees, regardless of role, will complete onboarding tasks in Workday.

 

  1. Step 1

    Once you are cleared for hire, you will receive an informational email with details about your orientation process and onboarding Next Steps.

  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

    UVA Health team members attend UVA Health Orientation on first day of work (currently in-person for Medical Center new hires and International Nurses only; all others complete a Workday learning module).

    Academic Division employees attend Grounds For Success (GFS) Orientation as scheduled, via Zoom, 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, digital courses, and presenting I-9 documents IN-PERSON (see below)

  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

Completing the Orientation process, whether in-person, virtual via Zoom, or via the respective Workday learning module is important for a smooth new hire experience. Orientation helps introduce new hires to UVA’s mission, values, culture, and structure.  It also explains onboarding tasks that need to be completed, provides information concerning available perks and benefits – and provides an opportunity to meet new colleagues. Academic Division new hires attend Grounds For Success (GFS) Orientation, UVA Health new hires attend UVA Health Orientation.

Grounds For Success follows the UVA operating schedule.  If non-designated employees are asked not to report to work, Grounds for Success is cancelled. If Grounds for Success is cancelled, new hires should complete the Grounds for Success Online Module in Workday.

UVA Health Orientation follows the UVA Health operating schedule. If non-designated employees are asked not to report to work, UVA Health Orientation will be cancelled. If UVA Health Orientation is cancelled, UVA Medical Center New Hires and International Nurses should complete the UVA Health Orientation Online module in Workday.

I-9 Documentation - Time Sensitive

The I-9 completion process includes three (3) steps:

1) Complete the I-9 Form in Workday by your first day of work. You will receive a task in your Workday Inbox Actions Tab to complete your I-9. 

2) Upload supporting I-9 documentation in Workday. Here is the list of acceptable documents:

3) Present IN-PERSON the same I-9 documentation you uploaded in Workday by the THIRD day of work, no later. Failure to present these documents in-person may result in termination of employment (unpaid) until documents are received, per Federal employment regulations. 

You may present this documentation during your Orientation, or anytime during weekday business hours at the UVA Human Resources office at 2420 Old Ivy Road, Charlottesville. We also have in-person documentation sessions throughout the year on UVA Grounds for your convenience. See the Student I-9 webpage for these in-person sessions, new employees are welcome to attend the same sessions. 

Upcoming in-person documentation sessions (same as those used by students)

For additional information, please see the I-9 Documentation Process Webpage. 

Benefits Enrollment Process

Before attending Orientation, all employees other than UPG employees need to complete the Benefits eLearning module.

On the afternoon of UVA Health Orientation, an HR Benefits counselor will make a presentation for Medical Center new hires and will be available to answer your questions. The presentation will take place in the ERC, Conference Room B which begins at 1 pm. Please note that the session will not be offered on if UVA Health Orientation falls on a Tuesday.

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:

Onboarding & Offboarding Resources For Managers

As a manager, it’s your responsibility to onboard and offboard employees to guarantee successful and secure transitions.  UVA Health 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 Managersto 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 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

  • Partner Program (Academic Only)