Before You Arrive - UVA Health

Medical Center Onboarding Checklist

Background Check and Licensure Verification

• There are two different background checks required by the UVA Health Medical Center - Applicant Insight (via email) and the Virginia State Police (paper form).
• You should have received an email from UVA’s third party background check provider, Applicant Insight. This email would have come from consentrequest@ainsight.com. If you have not seen it in your main email inbox, check your spam folders.
• In the email, there will be a link to fill out a consent form. Please use the link to fill out the consent form as soon as possible if you have not completed it already.
• If you have any issues or do not have the email from Applicant Insight, please let us know.
• If your position requires any licenses, certifications and/or education and if we are unable to obtain them from the Applicant Insight background check, we may reach out to you for additional information in order to verify those items.
• A Virginia State Police background check is also required. Please print this form, fill out the highlighted portions of the top section, scan it, and return it via email within two business days. If you are unable to have it notarized within that time, please return it promptly without the notary. You will then have up to seven business days to have it notarized and returned once you start.

Completing your Employee Health Screening

• You should arrive at Employee Health no more than 15 minutes before the time of your appointment in your offer letter.
• Employee Health is located at 1222 Jefferson Park Ave, Charlottesville, VA. You will park in the 11 St. Garage—note: you must park on level D or higher. Do not park in the Lee Street Garage.
• When you go to Employee Health, ask for parking validation for parking in the garage.
• If a remote drug screen has been ordered for you, follow the instructions provided by your recruiter. Please complete these steps as soon as possible. The screening process must be complete for you to start your new position.
• Please bring a completed Employee Health Screening Form and the documentation required on the Pre-Employment Occupational Health Screening flyer to your appointment.

UPG, SOM, and Medical Center Temps Checklist

Background Check and Licensure Verification

• You should have received an email from UVA’s third party background check provider, Applicant Insight. This email would have come from consentrequest@ainsight.com. If you have not seen it in your main email inbox, check your spam folders.
• In the email, there will be a link to fill out a consent form. Please use the link to fill out the consent form as soon as possible if you have not completed it already.
• If you have any issues or do not have the email from Applicant Insight, please let us know.
• If your position requires any licenses, certifications and/or education and if we are unable to obtain them from the Applicant Insight background check, we may reach out to you for additional information in order to verify those items.

If your recruiter has not reached out to you with information on how to schedule your health screening with UVA-WorkMed, please reach out to them to begin that process.

Please schedule your appointment with WorkMed at least ten business days before your start date.

Newly hired team members – All newly hired UVA Health faculty and team members receiving an offer as of June 25, 2021 or later with a start date of July 11, 2021 or later are required to receive the COVID-19 vaccine. New team members can either provide proof of vaccination or receive their first dose at their Employee Health visit or any independent or UVA Health vaccination clinic. Those previously infected with COVID-19 are not exempt from this vaccination requirement. New team members may schedule a vaccination appointment in VaxTrax once their UVA Health user ID is received.

This requirement is for all team members within the Medical Center, School of Medicine, School of Nursing, UVA Physicians Group and Claude Moore Health Sciences Library.

1. Read the account activation email you received from Identity@virginia.edu on or before your start date.
2. Follow the Account Activation Guide to create a UVA password and set up a device for 2-Step Login (Duo). You will use these login credentials to log in to Workday and other UVA systems in the future.

TIP: If you haven't already, add a secondary device to 2-Step Login Duo as a backup authentication method.

Do you have a prior affiliation with UVA? As a former or current employee, student, applicant, contractor/vendor, etc., you have already activated your account and will not receive an email.

• If you have forgotten your UVA credentials, learn your UVA computing ID or reset password
• If you have not enrolled your preferred devices, add your devices to 2-Step Login (Duo)
• Use these login credentials to log in to Workday and other UVA systems in the future.

If you are unable to get your UVA password, computing ID, or set up a device for Duo, contact the UVA Help Desk at 434.924.4357 for assistance.

The step below will only apply to employees in departments who use UVA Health accounts.

If your department uses Academic accounts, use your computing ID and password to login to your computer.

For School of Medicine employees in departments who use UVA Health computers, your account may need to be requested before logging in. Check in with your manager, department administrator, or manager designee.

Create your permanent UVA Health password (this is a different password than the one that you set in the step above).

Where to log in:

• To log in on Grounds*: Use a UVA Health computer
• To log in off Grounds: Visit the UVA Health Remote Email Access system

1. You will need the following information to create your permanent password.

• Computing ID: a random set of letters and numbers that will be your log-in username and your email prefix; it will look something like this: abc1xy. You received this ID when you completed the step above. This ID is exclusively yours and will never change any time you are affiliated with UVA.
• University (Employee) ID: a nine-digit number that is unique to you as a member of the UVA community and will never change. This can be found on your Workday Profile page after your start date.
• Temporary password: your temporary password will consist of your computing ID + the last four digits of your University ID (i.e., abc1xy1234)

2. Log in to the UVA Health network.
   1. Use your temporary password to log on the first time only.
   2. You will be prompted to change your temporary password to your permanent password.  See UVA Health password requirements, including minimum number of characters, capital letters, numbers, etc.

Use your new UVA Health password to log in to the UVA Health network and email. If you are unable to log into the UVA Health network using your Computing ID and any password, please call the Health IT Help Desk at 434.924.5334. 

UVA Health team members can set up a preferred name to display in many UVA systems. Your legal name is separate from your preferred name. Your preferred name is one that you can update directly in the Identity & Access Management Portal and displays in most UVA systems and on your badge.

UVA uses Workday® as its Human Resources technology system to manage most HR activities. As part of the onboarding process, you are required to log into Workday to complete certain tasks and review important information.

• Access Workday from any web browser.
• Log in using your UVA computing ID and password.
• Follow the instructions and complete tasks in your Workday inbox. Please note: Onboarding tasks will come in stages to your Workday inbox. New tasks will arrive after you complete the earlier tasks.

USCIS Form I-9 | Employment Verification

• Due to federal requirements, you must complete the I-9 task in Workday (section 1) no later than your first day of employment.
• The task for completing section 1 of the I-9 will appear in your Workday inbox after you submit the first onboarding task in Workday (“Read carefully & click submit to begin your onboarding.”)
• For section 2 of the I-9 please take a clear picture of your documents and upload them into the Worker Documents section in Workday. Please note: The Department of Homeland Security still requires that you present these documents in person. Human Resources will be available the day after your hire date to visually inspect your documents (location and time will be in your clearance email.) We request you upload these documents by noon on the Wednesday following your hire date to ensure compliance with the I-9 requirements.
• If you have questions about what documents can used for the I-9, view the I-9 Acceptable Documents page.
• You must provide either one List A document OR one List B Document and one List C document. Please upload your documents into Workday using these instructions. This will allow you to remain continuously employed without a break due to I-9 non-compliance.
• After you upload these documents, please email AskHR@virginia.edu.
• You will be required to present the original documents to HR within 3 days after your hire date. Instructions will be in your clearance letter.

Completing Workday Onboarding

After section 2 of the I-9 is completed in Workday, additional onboarding tasks will appear in your Workday inbox. These will include steps to enter your payment elections (direct deposit information), tax forms, personal information, and more.

Detailed job aids for using Workday will help you complete all of the required steps (NetBadge Login required).                 

Charlottesville Area
You will need to go to the ID Badge Office to get your photo taken for your badge. Before going to the badge office, you will need your 9-digit employee number (displayed to the right of your name on the Workday home page) and a photo ID (i.e., driver's license). You may return to the badge office within the first three days after your start date (bring photo ID) to pick up your badge.

The UVA Health ID Badge Office is on the 1st floor, Room M1205 of the West Complex.

Outside of Charlottesville
Once you have activated your account with UVA, you may follow the remote process for uploading your photo for your ID badge. Please note that it takes 24-48 hours for photo upload to be available for printing on the ID badge.

As a new team member, we want to ensure you have the information you need about the parking options available at UVA Health. 

• Print Temporary Parking Pass (expires in two weeks) 
• Apply for Permanent Parking Permit

In order to complete the parking application, you will need your: 

• 9-digit UVA ID 
• UVA computing ID 
• UVA email (computingID@virginia.edu) 
• Work phone number 
• Vehicle license plate information 

Click here to apply for your permanent parking permit. 

You risk receiving a parking citation if you do not have a permit after your temporary permit expires. 

If you are employed by the UVA Medical Center, the commuter permit fee is reimbursed to you in your paycheck. 

Questions? Please contact the UVA Health Parking office at 434.924.5147, or visit Parking & Transportation webpage.

Health plan elections must be completed by 30 days after your date of hire. Learn more about making your elections for medical, dental, and vision insurance.

Make your retirement election by 60 days after your date of hire.

UPG is a separate employer from UVA and UVA Health, offering different health and retirement packages to its employees.