Welcome & Assimilate
New employees need to understand their role and what is expected of them to feel socially comfortable and accepted within the department. It is important for new employees to also understand the UVA Medical Center culture by learning departmental norms, organizational practices, goals and values. The Welcome & Assimilate process ensures that new employees have the information, access, tools and other resources they need to effectively carry out their duties. Purposeful action on behalf of the manager also helps to improve the level of teamwork and engagement throughout the department.
Available Resources & Tools
Before a new employee arrives, it is critical to plan in advance so he/she can "hit the ground running"
- New Employee Meetings
Guides to help managers ensure they are covering the right information at the right time. Scripted questions are also provided to help glean information about the employee's onboarding experience. This process helps to establish relationships built on a foundation of trust.
- Week 1/Week 2 Meeting
A recommended list of items to cover and specific questions to ask the employee during the 1st one-on-one meeting (conducted within the employee's first or second week on the job).
Nursing Hires - Nurse Manager
Orientation Checkpoint: Clinical Week 1
Used in conjunction with the Uteam Onboarding Documents. Provides a list of clinically related discussion items and expectations to review with orientee at the conclusion of their first clinical week of employment.
- Month 1
A recommended list of items to cover and specific questions to ask the employee during the 2nd one-on-one meeting (conducted within the employee's first month on the job).
A recommended list of items to cover and specific questions to ask the employee during the 3rd one-on-one meeting (conducted once the employee reaches three months of employment).
- Buddy Program
Each new employee is assigned a "Buddy" – someone different than their preceptor, a peer who can answer questions about the work environment, culture, resources, and serve as a friend. We know that the new employee needs help integrating into the department, as this is directly correlated to our engagement and turnover.
- Welcome Resources Toolkit
A repository of resources to help welcome and guide a new employee. Samples and templates are provided for most documents as a convenience to the hiring department. It is important to modify the documents so that the information is specific and relevant to your department.
A fillable template for creating your own departmental welcome letter.
- Sample Welcome Letters: Sample 1 &
Sample language that can be used to draft a thoughtful and effective departmental welcome letter.
- UVA Medical Center Expectations Agreement
A form to guide discussions and gain commitment during the one-on-one New Employee Meetings. A signed copy must be retained in the employee's departmental file.
- Department Overview Template
A fillable template for creating your own departmental overview.
- Sample Department Overviews: Emergency Services & OR/Surgical
Sample language the can be used to draft an informative and inspiring departmental overview.
- Weekly Schedule
A fillable document used to outline the employee's schedule during the first few weeks.
- ClairVia Web Quick Reference Guide
A reference guide for making requests in the ClairVia scheduling system.
- Department Directory Template
A template for creating a departmental directory
- Using Learning Management System (LMS)
A step-by-step guide to using the LMS (NetLearning).
- Clocking Instructions
Step-by-step instructions for clocking in and out of work.
- PTO Request Form
A sample form for employees to request leave.
- Equipment List Template
A template for tracking Medical Center property (e.g., keys, VPN, laptop, etc.).
- Guided Department Tour Template
A fillable template for conducting a guided tour of the department and pertinent areas within the Medical Center.
- Independent Department Tour Template
A fillable template for conducting an independent tour of the department and pertinent areas within the Medical Center.
- 50 Things to Enjoy in Charlottesville
An overview of the unique events and activities that occur in the Charlottesville area.
- Additional Links and Resources
- Welcome Letter Template
- Welcome Event
Welcome events demonstrate appreciation and commitment to the new employee. Welcome events also help to promote inclusiveness and excitement amongst the team. A welcome event should be conducted shortly (1-2 weeks) after new employees arrive.
- Welcome Event Overview
A list of suggestions for welcoming a new employee into your department. There is not a prescribed formula on how to conduct a welcome event, so creativity is encouraged.
- Welcome Event Overview
- Employee Identifiers
To help identify and assimilate employees, each employee will be asked to complete an Employee Profile to gain a better understanding of preferences, interests, and career goals. New employees complete this profile as part of their onboarding process. New employees will wear a special ID Badge Holder, obtained at New Employee Orientation, during their first 6 months on the job so existing employees can notice and welcome them to the organization.
- New Employee Profile
A copy of the electronic survey used in the Enwisen onboarding process that asks for additional insight about the career goals and preferences of a new employee. The new employee completes the survey during his/her pre-employment process and the information is sent directly to the hiring manager prior to the official start date. This profile helps the department establish early connections with the new employee.
- Current Employee Profile
A PDF survey that asks for additional insight about the career goals and preferences of a current employee. This profile helps the department establish connections with the employee and create Employee Profile records for all employees across the Medical Center.
- ID Badge Process for New Hires
An overview of the new employee ID badge process (worn during the first 6 months of employment).
- New Employee Profile