PeopleFinder | VU Home | VUMC Home | Campus Map | Contact Us | C2HR |

New Staff Orientation Information for Supervisors

Supervisor's Checklist for New Hires (Word doc)

Register New Staff Member for Orientation

 

All new staff members of both the University and Medical Center are expected to go to You Make a Difference Orientation as soon as possible after they begin their work at Vanderbilt, preferably the first day.  Benefits Orientation is additionally required for full-time, benefits-eligible staff.  Registration, explained below, is required for the programs.

• Registration for ALL New Staff
• Dates and Locations
• Parking for Orientation
• Information to Provide Before New Hire's First Day
• Orientation Overview
• Employment Paperwork
• Attire for Orientation
• Hearts and Minds Medical Center Orientation
• Contact Information

Back to New Employee Resources for Supervisors

Registration for ALL New Staff

• Registration is available ONLINE at the Learning Center's website (click here) This system allows managers to log-in using their VUNetID and password and register employees, receiving a confirmation email with the date, time, and location of the orientation they have chosen.  The registration deadline is 2:00 pm on the Wednesday prior to the orientation date.

• This online system is being used for You Make a Difference, Hearts and Minds, and other job-specific orientations.  New University staff will only need to attend You Make a Difference orientation.  Please make sure to confirm the start time and location of each session you register your new employee for.

• Please note that your employee's registration is not complete until you receive a confirmation email. If you are registering a Medical Center employee and have questions, please contact the Learning Center's office at 322-2081. For University employees, please contact HR Organizational Effectiveness at 322-8320.

Dates and Locations

You Make a Difference New Staff Orientation is offered every Monday. Beginning at 8:00a.m., the morning segment includes an introduction to Vanderbilt, and presentations from Compliance, Environmental Health and Safety, Health and Wellness, and the Vanderbilt Police Department.

The afternoon portion of You Make a Difference begins at 12:30 p.m. and includes Benefits Orientation, which is required for all full-time, benefits-eligible employees.  This session ends at about 2:00 p.m. There is no separate registration for the afternoon session.

Check-in for You Make a Difference begins at 7:30 a.m., and the program starts promptly at 8:00 a.m.  If your new employee is going to be later than 8:15 a.m., please contact the Learning Center or Organizational Effectiveness to reschedule as registration closes after 8:30 a.m.

The alternating locations for orientation are 2525 West End Avenue in the 5th floor training room (select "2525 West End Ave" as the building on the interactive campus map) and the VUMC Learning Center in Room S-2435 on the ground level of the Medical Center North Round Wing (select "Med Ctr North" as the building on the interactive campus map). 

*Hearts and Minds is on the following day at the Learning Center.

Parking for Orientation

* If your new employee is signed up for orientation at the Learning Center or the University Club, they will need to park on the roof of the South Garage (7th floor).  This garage is located off 21st avenue on Children's Way near the Monroe Carell Jr. Children's Hospital. (See Parking Map).  No pass is required.  They will get a ticket when entering this garage and will need to inform the attendant when leaving that they were attending New Staff Orientation; they will not pay to park.  Instructions are provided on the map for getting to and from orientation.  Should you have any questions about parking, please contact Organizational Effectiveness by email or at 322-8320. 

* If your new staff member is signed up for orientation in 2525 West End, they can park in the garage directly behind the building. Entrances are behind PF Changs on Natchez Trace and behind the building on Kensington Place. We will validate new staff members' parking tickets at the front desk on the 5th floor.

If a new University employee will be coming to the Learning Center, please discuss department-specific parking instructions with them. For assistance, call Organizational Effectiveness at 322-8320.

Note: We cannot validate parking tickets in any garages except for the 2525 West End garage.

 

Information to Provide Before New Hire's First Day

• Time, date and location of orientation

• Parking for orientation

• Paperwork and identification to bring to orientation: If the new hire’s employment paperwork is not completed prior to orientation, they will need to bring several documents with them, which are listed here.

• ID Card Authorization Form: New Medical Center staff will need an ID Card Authorization Form completed and signed by the supervisor in order to obtain their ID card. The form is available here.

• Time clock procedures: If your new staff member will be clocking in for timekeeping, please let them know that since there is no time clock at 2525 West End, you will be able to add in their time manually. The time clock in the MCN Round Wing is down the hall from the Learning Center, towards MCN.

• Contact information: All new staff members should know their department’s name, their supervisor’s name and their supervisor’s or another contact person’s phone number. It is also helpful for them to know if they will be working for the University or for the Medical Center.

• Lunch invitation/options: Meeting your new hire for lunch or providing lunch option information is a way to make their first day special.

• Schedule for first week: You can ease your new hire’s anxiety and facilitate their integration into Vanderbilt by providing a schedule for their first week, including directions to different locations.

• Immunization records: At Monday's You Make a Difference Orientation, New Medical Center staff will go through an immunization screening. To speed up the process, let them know before Monday which immunization records they will need to bring, which are listed here.

Orientation Overview

After a morning welcome to Vanderbilt at 8:00 a.m., new hires will hear about specific employment information, HR policies, standards of conduct, health and wellness, environmental health and safety, the police department, and Vanderbilt's mission. They will be asked to turn in compliance pledge cards as well as their employment paperwork, if they have not already done so in the department. The session is a good opportunity to meet fellow new colleagues and to ask questions.

Since leave accruals, pay schedules and VUnetIDs are not specifically addressed during orientation, please discuss these with your new hires as soon as possible.

Lunch is not provided in this session, but the HR representatives at orientation can direct new staff members to nearby options. Another suggestion is to meet your new hire at orientation and take them to lunch, as a welcoming gesture.

The afternoon session at 12:30pm expands on health and wellness topics and then explains the Vanderbilt benefits package including core and voluntary coverage, and the education assistance program. New employees will have the opportunity to submit their Benefits Enrollment Form at this session. See Benefits Information for Hiring Managers for more details.

Employment Paperwork

All New Staff:

• Employment paperwork, including IDs for I-9 form
• Voided check or savings deposit slip, if available (for direct deposit)
  Must be pre-printed with the employee's own name and address.
• Social security numbers of dependents (to complete the Benefits Enrollment Form)
• Supervisor name, department name and department phone number

New Medical Center Staff:

• ID Card Authorization Form (must be signed by supervisor)
• Immunization records (bring Monday to You Make a Difference Orientation)

 

Attire for Orientation

Business casual attire or work clothes/uniform are recommended for this program. Discuss any other instructions with your new hire.

Hearts and Minds Medical Center Orientation

New Medical Center staff attend another day of orientation called Hearts and Minds presented by the Learning Center. This orientation occurs on Tuesdays in the Learning Center on the weeks when New Staff Orientation is located at the Learning Center. Registration for this program is combined with registration for You Make a Difference.

Check-in begins at 7:30 a.m., and the program is from 8:00 a.m. to 3:30 p.m. Some staff may have additional orientations, so please provide that information with your new staff member.

Hearts and Minds covers topics from Elevate, safety, service recovery, and the Fish philosophy. An executive leader begins the day with an overview of the Vanderbilt University Medical Center and its mission and expectations.

Since your new staff member will participate in an Occupational Health screening, it is important to let them know which immunization records to bring. More information about which immunizations are required is available here, or you can call the Occupational Health Clinic at 936-0955.

Contact Information

For questions, please contact the Human Resources Organizational Effectiveness Team at 322-8320.

• Contact Us
• Forms and Documents
• Managers Toolbox
• HR System Links
• myVU