New Employee Onboarding

For Departments of Family Medicine & Community Health and Radiology

If your appointment is in UW Carbone Cancer Center, go to the New Employee Onboarding page for UWCCC.
If your appointment is in any other SMPH department, go to the general SMPH New Employee Onboarding page.

 

Welcome to the School of Medicine and Public Health at the University of Wisconsin-Madison!

With your acceptance of our employment offer, you join over 4,000 other faculty and staff working together to advance health without compromise through service, scholarship, science, and social responsibility.

The days before starting a new job are exciting, but can also be overwhelming with new information and various tasks to complete. To help maintain some order, the below timeline will walk you through everything you need to do. You can also get a printable PDF of the onboarding timeline.

As Soon as Possible  |   Prior to Your Start Date  |   Within Your First Three Days  |  Within Your First Week  |  Within Your First Two Weeks  |  Within Your First Month   |  Additional Resources

As Soon As Possible (one week prior to your start date at the latest)

Due to the network integration between your SMPH department and UW Health, it will take additional time to establish your computer access such as login and email account. To make sure that you have the appropriate access on your first day, we ask that you complete these tasks no later than one week prior to your start date.

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Consent to background check

As you likely saw in your appointment letter, your employment at UW-Madison is contingent upon the successful completion of a background check, which will be facilitated by UW-Madison contracted third party vendor HireRight. You will receive a separate email from HireRight with instructions to provide information and consent through HireRight’s secure background check website. You will need to log in to provide additional information and consent to the check.

If you have lived outside of the United States within the past seven (7) years, please notify your HR Operations Coordinator as soon as possible to ensure that the appropriate international background check can be ordered.

Activate your UW NetID

Your NetID is your digital login for many UW services, such as your email and time and absence reporting, and will be used for several other tasks during your onboarding process.

If you do not already have a UW NetID, you will need to activate your NetID using the activation key in the email from your HR Operations Coordinator.

If you already have a UW NetID from a previous appointment or academic enrollment, you will need to re-activate your NetID to ensure that you have access to all of the appropriate services for your new appointment. After logging in with your NetID, click the “Activate Services” button.

If you need assistance with your NetID, contact the Department of Information Technology (DoIT) Help Desk.

Complete UW-Madison HIPAA online training

All employees of the UW School of Medicine and Public Health are required to complete an online training regarding the Health Insurance Portability and Accountability Act (HIPAA) before working with protected health information or within 5 days of starting their employment, whichever is sooner. You will be able to complete the training 24 hours after activating your NetID. The course is estimated to take you approximately 20-25 minutes to complete.

This is an annual requirement.

(If applicable) Complete UW Health Safety and Infection Control (SIC) online training

Due to your contact with UW Health patients and/or UW research participants, you are required to complete the UW Health Safety and Infection Control online training. You can complete SIC training within UW Health’s U-Learn Portal by clicking the “Sign Up” button to create an account and entering Security Keyword “SMPH”.

This is an annual requirement.

(If applicable) Submit documentation of Tuberculosis (TB) test

Due to your contact with UW Health patients and/or UW research participants, you will need to provide documentation of a TB test completed within the past 12 months. If needed, SMPH employees may get a test at no cost through UW-Madison Occupational Medicine.

  1. Log in to MyUHS with your NetID
  2. Click “Forms” along the left side
  3. Complete the two Occupational Medicine online forms
  4. Call UW Occupational Medicine at (608) 265-5610 to create appointments for a TB skin test and follow-up reading
    1. Be sure to mention that you are an SMPH employee, even if you are a student, unpaid appointee, or have some other relationship with SMPH that is not considered “employment”. This ensures that you will not be billed for the services since this is an SMPH requirement.

This is an annual requirement. 

Prior To Your Start Date

Although you haven’t started yet, we want to be ready for you on day one. To make sure everything is in place to make your first days at SMPH go smoothly, we have just a few things we need you to do prior to your start date.

Note that a few of these tasks require a UW NetID. If you have not already completed the appropriate action for your UW NetID from the section above, please do that first. There is a 24-hour period after you create a new NetID before it can be used to log in to campus systems.

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Complete Form I-9 (Employment Eligibility Verification) – Section 1, online

Per federal law, UW is required to verify the identity and work eligibility of all of its employees. Like the background check, UW has partnered with General Information Services (GIS) to complete I-9s online. You will receive a separate email containing instructions for completing Section 1 of your I-9 through GIS’s secure website. You must complete Section 1 on or before your start date.

Within three days after your start date, you must complete Section 2 by presenting original documents verifying the information in your I-9. There is additional information about Section 2 below, but if you are not currently in possession of your documents, this would be a good time to arrange that.

Set up direct deposit for paychecks

UW-Madison requires all employees to set up paycheck direct deposit to avoid lost or stolen paper checks and to make payment as easy as possible. You may submit your direct deposit information either online or by bringing a paper form to your Payroll & Benefits Specialist. You can find instructions and additional information on the Office of Human Resources – Direct Deposit website.

Plan your commute

UW-Madison Transportation Services offers many commuter solutions to accommodate the needs of a busy campus.

If you plan to drive your personal vehicle to work, you will need to apply for a permit to park in a campus lot. Based on lot availability, there may be a waiting period for the lot most convenient to your work location. We suggest you apply for a parking permit as early as possible.

(Recommended) Register for UW-Madison Benefits 101

Academic Staff and University Staff

UW-Madison offers a wide range of benefits programs. To help employees make sense of all the options, UW-Madison Benefits Services hosts benefits orientation sessions a few times per month. We strongly encourage you to register for a Benefits 101 session. Due to the popularity of these sessions and the limited eligibility periods to enroll in some benefits programs, we recommend registering for a session prior to your start date to ensure you can get into a session shortly after you start working.

For more resources about benefits, please visit the Payroll & Benefits section of the Resources for New Employees page.

 

Graduate Assistants, Fellows, Scholars, Short-Term Academic Staff, Lecturers and Employees-in-Training

For resources about your benefit options, visit the Benefit Plans for Appointees not covered by the Wisconsin Retirement System page for detailed information.

(Recommended) Register for UW-Madison New Employee Orientation

The UW-Madison Office of Human Resources hosts monthly in-person New Employee Orientation (NEO) sessions. This session provides helpful information and resources available throughout the entire UW-Madison campus. We encourage you to register for a UW-Madison New Employee Orientation (NEO) session.

Within Your First Three Days

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Complete Form I-9 (Employment Eligibility Verification) – Section 2, in person

Prior to your start date, you completed Section 1 of the federal Form I-9 online. Within three days after your start date, you will need to present acceptable documentation to verify the information you submitted in Section 1. Please note that you must present the documents in person and the documents must be originals – photocopies or pictures are not allowed.

Failure to complete this process within three business days from the start of employment may result in termination as required by federal immigration law.

Return New Employee Forms to Payroll & Benefits Specialist

UW-Madison is required to collect certain information from new employees regarding self-identification and tax withholding. Please return these forms to your Payroll & Benefits Specialist within your first three days.

Within Your First Week

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Update Personal Information in Campus Records

Please update your personal information, such as preferred email address for business communication, preferred name, and emergency contact. You may update your information within MyUW by clicking on the “Personal Information” tile.

Get Your WisCard Campus ID

You may pick up your WisCard campus ID sometime within your first few days of employment. It can be picked up at Union South, 1308 W. Dayton St., Room 149, Monday through Friday from 8:30 a.m. – 5:00 p.m. Be prepared to present some form of personal photo identification such as a U.S. driver’s license or state ID.

You are required to wear your WisCard or UW Health badge at all times, per SMPH Facilities policy.

Contact your supervisor if you require a UW Health badge or specific building access needs.

Within Your First Two Weeks

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Complete "Creating a Respectful and Welcoming Learning Environment" online training

We are deeply committed to promoting an environment that optimizes learning and supports diversity and inclusion at the School of Medicine and Public Health and all of our academic campuses and affiliated sites. To ensure that the entire SMPH community holds the same expectations for these values, all appointees are required to complete a brief online training. The training is expected to take less than 2 minutes to complete.

Within Your First Month

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Enroll in or waive UW benefits

Some benefits, such as health insurance, have a limited eligibility period during which you can enroll. If you do not enroll during this time, you will be unable to enroll in those benefits programs until the following open enrollment period.

You may enroll in benefits online by logging in to MyUW and clicking on the “Benefit Information” tile, then clicking on the eBenefits link.  If you have had recent UW employment, you may not be able to enroll online through eBenefits.  If you do not see a link to eBenefits, please contact your Payroll & Benefits Coordinator.  You may be required to complete paper enrollment forms.

Complete "Preventing Sexual Harassment and Sexual Violence at UW-Madison" online training

You will need to complete an online training on how to recognize, prevent, and respond to sexual assault and sexual violence in the workplace. Information about reporting options and campus and community resources to support individuals who have experienced sexual harassment or sexual violence are also provided. The course is estimated to take you approximately 60 minutes to complete.

This is a requirement every 3 years.