University Medical Center Hybrid Orientation FAQs

Starting May 13, University Medical Center team members and international nurses will participate in the hybrid program.

Medical Center Travelers, Medical Center Temps, School of Medicine hires, University of Virginia Physicians Group hires, and new hires in the Academic Division will continue participating in the current orientation opportunities available for these groups.

Please note the important update as of June 10 detailed above for clinical nursing positions.

New Hires will need to bring their original, unexpired I-9 documentation (either one document from List A or one document from List B in addition to one document from List C. For a full list of acceptable I-9 documents, please reference: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

HR staff will be available to view original documents between 10:00 am and 2:00 pm in the Medical School Auditorium.

Please note the important update as of June 10 detailed above for clinical nursing positions.

The I-9 submission process includes three (3) steps and all MUST be completed no later than three (3) days of work start date:

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:
   • List of acceptable documents
   • Sample 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 suspension of employment (and unpaid) until documents are received, per Federal employment regulations.

View the I-9 Documentation Process for New Employees webpage for full details

The UVA Health ID Badge Office is located at 1335 Lee Street, Room 1205, located in the front corridor of the West Complex Multistory Building. Questions? Call 434-982-4009 or email idservices@virginia.edu for more information.

Hours of operation are 8:30 am to 4:15 pm sharp, Monday through Friday.

To expedite the process of obtaining your UVA Health ID Badge, upload your photo below the week before visiting the UVA Health ID Badge Office (https://idoffice.virginia.edu/online-photo-submission). When picking up your badge, you will need your 9-digit employee number (displayed on the right side of your Workday profile page) and a photo ID (i.e. driver’s license)

Valid Forms of Photo ID are as follows:

• U.S. Driver's License issued by DMV
• U.S. Identification Card issued by DMV
• U.S. Permanent Resident Card
• U.S. Department of Homeland Security Card
• U.S. Green Card
• U.S. Military ID Card
• Passport Book

Note: Driver's License's stamped "void" and Passport "cards" cannot be accepted. View the DMV website for Information on obtaining a U.S. Driver's License or U.S. Photo Identification card from DMV.

Important: The name on your government-issued photo identification must match the name in the University's database exactly.

View the Onboarding & Orientation webpage and locate your appropriate Onboarding Guide from the list.

There will not be a Zoom recording of the live virtual Orientation Session offered.  Those who are unable to attend the required session can use the Onboarding Guide or submit a case to AskHR@virginia.edu for specific questions not addressed in the Onboarding Guide for onboarding task information.

The optional component for Orientation is the live, virtual Benefits Session event from 10:00 am to 11:00 am. This portion is optional because not all new hires will be starting in benefitted roles.

All other Orientation sessions – virtual and in-person – are mandatory for all new hires.

A CBL is Computer-Based Learning assigned in Workday.

Required Computer-Based Learning in Workday is clearly marked with due dates so individuals can prioritize appropriately. Note that some in-person training has associated CBLs that should be completed before the in-person component.

University Medical Center new hires

Please note the important update as of June 10 detailed above for clinical nursing positions.

Your manager can provide guidance on how to use the gaps in scheduling.

Any questions regarding the hybrid Orientation program and schedule should be sent to AskHR@virginia.edu.

International Nurses complete their I-9 process with the third-party vendor, Passport USA, before starting work at the University Medical Center and do not complete an I-9 with UVA HR.   

International Nurses should plan to attend both the live virtual session and the in-person session for additional onboarding information.  

Directions can be found in the Onboarding Guides.

New hires are required to participate in the Onboarding Session (live, virtual event), the Onboarding Office Hours (in person) and to complete the 'Welcome to UVA Health' Workday module.

Managers/designees are not required to participate in the above but are encouraged to escort or meet their new hire at the Onboarding Office Hours where both can receive a $10 lunch card intended to provide an opportunity for them to further connect.

Please note the important update as of June 10 detailed above for clinical nursing positions.

Signage will be posted on the ERC doors directing any new hires back to the live virtual event. The signage includes a QR code so the new hire can immediately log in to the event.  The new hire should coordinate with their manager for a potential location to watch the event.  

If the new hire reports to the department or unit, make every effort to be flexible and provide your new hire with a warm welcome.

If the new hire has a smartphone, they can attend the live, virtual session. They only need the Zoom App on their device. UVA credentials are not required to participate in the session.

Offer suggestions of places they could comfortably participate in the live, virtual session. Consider departmental space that is accessible or the cafeteria or lounge area nearby.

If a new hire was not able to attend the required live event, the manager should work with the new hire to provide additional support and leverage the Onboarding Guide for important information regarding the onboarding process.

Yes, but the new hire must present their I-9 documentation in person prior to the conclusion of the Onboarding Office Hours at 2:00 pm.  Please note that $10 lunch cards will be provided for both the new hire and their manager at the Onboarding Office Hours location. 

If you haven’t already been in communication with the new hire, before receiving the cc: of Welcome/Clearance emails, managers should use the Welcome/Clearance email as the prompt to reach out to the new hire about Orientation (e.g., Onboarding Office Hours time), training, scheduling, etc.

Managers should reach out to their new hires the week before hire to coordinate this time. If you want the new hire to attend the live virtual session at the University Medical Center, arrange for a conference room and computer accessibility for this ahead of time. If you want them to attend the session from home, then coordinate a time to meet them at the Onboarding Office Hours drop-in session between 10:00 am and 2:00 pm.

Please note the important update as of June 10 detailed above for clinical nursing positions.

Managers should reach out to their new hires the week before hire to ensure access capability for the live, virtual event. If the new hire cannot access the Zoom session from home, Managers can have a conference room and computer available for them to attend at the Medical Center.

No, managers should coordinate with their new hire on the time to meet at the Onboarding Office Hours session. The new hire will be able to accomplish their onboarding tasks within about 15 minutes during the four-hour window. The manager can then take them to lunch (cards provided) or begin introducing them to the unit and team.

Please note the important update as of June 10 detailed above for clinical nursing positions.

Benefits will host an optional virtual session from 10:00 am to 11:00 am. This session will occur via Zoom, and you will be provided an opportunity to ask questions directly to our Benefits Counselors and hear the questions that other new hires may have.

To schedule an appointment with a Benefits Counselor, please submit a 'Request for an Appointment' to AskHr@virginia.edu.

Prior to your first day, your manager will communicate with you about orientation (e.g. Onboarding Office Hours), training, scheduling, etc. Your manager will communicate the timeframe they would like you to attend the Onboarding Office Hours.

Please note, Onboarding Office Hours are from 10:00 am - 2:00 pm on Orientation Mondays.

Please note the important update as of June 10 detailed above for clinical nursing positions.

Prior to your first day, your manager will communicate the general training plan for you. The types of training will be contingent upon your position and the manager’s discretion.

All new hires are required to attend the live, virtual Zoom Orientation Session from 8:30 am to 10:00 am.

All new hires will also be required to drop in during the onsite/in-person Onboarding Office Hours as coordinated with their manager.

Please note the important update as of June 10 detailed above for clinical nursing positions.

Online
8:30 am to 10:00 am | Live, Zoom Orientation Session (required)
10:00 am to 11:00 am | Optional Benefits Session

In-Person:
10:00 am to 2:00 pm | Onboarding Office Hours (required)

Please note that your Onboarding Office Hours attendance time will be communicated by and coordinated with your manager. This is a drop-in session.  Time to complete the Onboarding Office Hours activity is approximately 15 minutes.

Please note the important update as of June 10 detailed above for clinical nursing positions.

As part of the I-9 (i.e., Employment Authorization) process, employers are required by the Federal Government to physically inspect your I-9 documentation within three (3) business days of your start date.

See the Onboarding Guide for New Hires-Medical Center or Onboarding Guide for New Hires-International Nurses for details.

Yes, you will still need to present your I-9 documentation. As part of the I-9 (i.e., Employment Authorization) process, employers are legally required to physically inspect your I-9 documentation within three (3) business days of your start date.

Even if you have already presented your I-9 documentation to a UVA HR Representative, in person, you will still need to obtain your ID Badge and plan to meet with your manager or department designee.

New hires who are working remotely (more than 60 miles from Charlottesville) can complete the I-9 process remotely and do not have to attend the Onboarding Office Hours.  New hires in this situation are encouraged to be in contact with their manager to determine if coming onsite would be beneficial for ID badge pick-up and to meet in person.

If a University Medical Center employee is designated as a remote employee, alternatives will be addressed directly with the remote new hire.

Your manager/their designee is the best source of information regarding schedule.