Central Academic Onboarding

If your department offers its own IT support, known as a Local Support Partner (LSP), you may complete these steps in conjunction with your LSP on, before, or after your first day of work.

Follow the First-Time 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 Loging (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 your 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.

School of Medicine and School of Nursing New Hires:
If your department uses Academic accounts, use your computing ID and password to log in to your computer. For School of Medicine and School of Nursing 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.

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. Note: Onboarding tasks will come in stages to your Workday inbox. New tasks will arrive after you complete the earlier tasks
• Further information is available on the Workday Central Site.

USCIS Federal Form I-9 | Employment Verification
The Federal Form I-9 is your second onboarding task in your Workday inbox. Federal law requires that you complete your I-9 by your third day of employment. If you do not complete your I-9 within the provided deadlines, federal regulations require UVA to terminate your employment until you are in compliance.

Completion of the I-9 process will take three steps:

1. Complete I-9 Form Section 1 in your Workday inbox and submit the task no later than your first day of work. (If you are in the process of obtaining a US SSN, please submit section 1 and then, once you have received your SSN, contact HR and upload a picture of the SS card into your Worker Documents in Workday).
2. Take or scan a picture of your List A or List B AND List C documents and upload them into the Worker Documents section in Workday using the instructions provided. The upload step should be completed using a computer and not the mobile app. Acceptable documents are listed on the U.S. Citizenship and Immigration Services website. Please be prepared to upload all work authorization documentation based on your citizenship status.
3. Federal regulations require that your I-9 document(s) are inspected by Human Resources. UVA HR provides online and in person I-9 document viewing sessions for new hires, both prior to and during the week of Day One. You can provide either List A or List B AND List C documents. Acceptable documents are listed on the U.S. Citizenship and Immigration website.

You may also process your I-9 documents at the Human Resources office:

• Up to 3 business days before your start date (if you are local) so, as early as the Wednesday before your hire date.
• Up to 3 business days after your start date, so as late as the Thursday after your start date.
• The Human Resources office is located at 2420 Old Ivy Road, Charlottesville, VA, and is open Monday – Friday between 8:30 a.m. – 4:30 p.m. Free guest parking is available in front of the building. Follow the instructions in the lobby to connect with someone in HR to assist you. No appointment is necessary.
• Your I-9 requirement is considered complete and compliant once all steps are completed

After the I-9 process 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.

For information about obtaining your UVA ID Badge, please visit Academic ID Card Office website. You will need to complete an ID Card application and submit a photo as noted on their website.

School of Medicine and School of Nursing New Hires:
School of Medicine staff hires should follow instructions to obtain an ID Badge for UVA Health rather than an academic ID Badge. More information can be found on the UVA Health New Hire Portal - Getting Started section.

School of Nursing staff hires should consult with their manager, department administrator, or manager designee regarding the ID Badge that is appropriate for their role.

Begin by visiting Finding the Right Parking Option. In addition to temporary parking, you can also explore permit parking solutions and alternative transportation options.

Complete information about parking at the University of Virginia can be found by visiting the Parking & Transportation website.

• If you plan to park on Grounds Monday-Friday, 7:30 a.m.- 5:00 p.m., you will need a parking permit. Flexible options are available depending on work location and schedule. Some parking assignments are supported by the University Transit bus system (UTS).
• Your name and email address have been provided to Parking and Transportation. A representative will be reaching out to you to process any applicable parking assignment. If you do not hear from P&T within your first week, you can reach out to them directly by phone at 434-924-7231 or email parking@virginia.edu

Please note: The Parking & Transportation (P&T) customer service center is closed to the public. Please do not visit the office.

In an emergency, the UVA will send out text or email alerts to notify the community about potentially dangerous situations.

Grounds for Success "GFS" New Academic Employee Orientation will be delivered as a live Zoom session offered every other Monday starting at 9am. In cases when Monday is a holiday, GFS is held on Tuesday of the same week:

"Grounds for Success" Zoom session:

• Meeting URL
  • Meeting ID: 980 7695 0443
  • Passcode: 023711
  • Join by phone: 1 301 715 8592 US

  If a new hire is unable to attend the live GFS Zoom session, the Grounds for Success Online module in Workday can be completed as an alternative.

  The program follows the UVA operating schedule. If non-designated employees are asked not to report to work, the live Zoom Grounds for Success is canceled.

The Academic New Hire Benefits Zoom session is a live, virtual program offered every other Monday at 10am, that will follow the live virtual Grounds for Success session. 

The session will be hosted by HR Benefits Counselors, will run 60 minutes, and includes a presentation and Q&A. 

Academic New Hire Benefits Zoom login:

• Meeting URL
  • Meeting ID: 960 1193 7974
  • Passcode: 465396

To see which modules you are registered for, to learn more about Workday Learning, visit the Workday Learning Employee Essentials webpage, and select the Academic Employees category under the Mandatory Training section.

Depending on your role, you may be assigned additional modules.

*Please note you will not have access to Workday Learning or training modules before your start date. Some mandatory training modules must be completed within two (2) weeks of your hire date.

We want to help you select the right benefits for yourself and your family. After your start date, you may select health, dental, vision, and retirement benefits. The benefits selection process will be one of the last Workday onboarding tasks you will receive, likely within a week or two after your start date, depending on how quickly the initial Workday onboarding tasks are completed and processed.

Review the Benefits Information for New Hire Employees webpage for benefits details and timelines.