Before You Arrive - UVA Health

UVA University Medical Center Onboarding Checklist

Background Check and Licensure Verification

• You should have received an email from UVA’s third party background check provider, HireRight. This email would have come from customerservice@hireright.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 HireRight, please let us know.
• If your position requires any licenses, certifications and/or education and if we are unable to obtain them from the HireRight background check, we may reach out to you for additional information in order to verify those items.

Completing your Employee Health Screening

• All new hires are required to have an Employee Health screening. This appointment should be completed at least 10 days prior to your start date in order to allow adequate time to medically clear you for hire and prevent a deferral of your start date. Please call 434.924.2013 to schedule your appointment. Employee Health is open Monday – Friday from 7:30 am – 5:00 pm.
• Be prepared to provide your Full Name, Social Security Number, Date of Birth, Start Date, and Job Profile Number (located in your offer letter). Employee Health cannot schedule your appointment without this information.
• You should plan to arrive 10 minutes early for your appointment to allow for registration and completion of paperwork. If you arrive more than 15 minutes late for your appointment, you may be asked to reschedule or wait to be seen. You must bring a Photo ID with you to your appointment. Employee Health cannot see you without this documentation.
• Employee Health (click link for map) is located at 400 Brandon Avenue, Suite 110, Charlottesville, VA 22903. Parking is available behind the building between Brandon Avenue and Monroe Lane.
• 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 the completed Employee Health Screening Form, the Release of Information Form, and the documentation required on the Pre-Employment Occupational Health Screening flyer to your appointment.

UPG, SOM, and UVA University Medical Center Temps Checklist

Background Check and Licensure Verification

• You should have received an email from UVA’s third party background check provider, HireRight. This email would have come from customerservice@hireright.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 HireRight, please let us know.
• If your position requires any licenses, certifications and/or education and if we are unable to obtain them from the HireRight 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.

New Hires: Read the “Account Claim” email you received from identity.virginia.edu before your start date.

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.

School of Medicine New Hires:

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 here before logging in. Check in with your manager, department administrator, or manager designee.

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 and can only be updated by providing documentation. If you're a student, contact the Office of the University Registrar (UREG). If you are faculty or staff, update it in Workday by selecting Personal Information then Legal Name.

Your preferred name is one that you can update directly in the Identity & Access Management Portal and displays in most UVA systems.

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
 

The 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 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:

• 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 once you have received your SSN then contact HR and upload a picture of the SS card into your Worker Documents in Workday).
• 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. 
• **IMPORTANT - IN-PERSON PRESENTATION OF DOCUMENTS, the Department of Homeland Security also requires visual inspection of these same documents within 3 days of your start date.

UVA University Medical Center New Hires

• Federal regulations require that you also physically present your I-9 document(s) in person to Human Resources. Bring  acceptable documents (not copies) with you to in-person orientation on your first day. Representatives will be available to view your I-9 acceptable documents between 7:00 – 8:00 a.m. that day. 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.

If you are unable to process your I-9 in person at Orientation, you may also process them 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 am – 4:30 pm 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 done.

UVA University Medical Center travelers, temps, School of Medicine, and UPG new hires should follow in their instructions in their Onboarding Guide.

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

UVA Health team members are required to wear identification badges. You will use your ID badge to clock in/out, if required, and to access various buildings and doors. You must obtain your ID badge during your first week of work, and before your first independent shift, so plan accordingly as your schedule allows. Please do not go to the ID Badge Office during any other in-person training, or during breaks in these trainings. For instance, if you have training scheduled for all day on Tuesday and Wednesday, you will need to go on Monday.

Go to the ID Badge office to complete this process. 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).The ID Badge Office is located in the West Complex. Hours of operation are 8:30 am to 4:15 pm Monday-Friday, and they close promptly. Please allow ample time to complete this task; you should expect to wait in line.

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 to upload  your ID badge photo. 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 

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 University 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 the Parking and Transportation website.

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.