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New Staff Orientation Information for Supervisors

Important new staff orientation updates are coming in July. Click on the drop down for your department to learn more. 

 

  • Updates for University Central beginning July 1
    • The Organizational Effectiveness team will enroll staff starting July 1 or later for orientation. Managers should submit their new hires’ information using an online form.
    • Benefits information should be reviewed online before new hires start work. Links will be included in offer and welcome letters, and orientation confirmation messages.
    • Updated classroom orientation events will be held every Monday from 8 a.m.-12:30 p.m., with time after to ask questions about benefits programs.
    • Compliance items will be assigned to staff through the Learning Exchange to be complete online following orientation.
    • Sessions will be held on the 5th floor of the 2525 West End building, unless otherwise noted in confirmation messages.
    • VUnetIDs can be claimed online by new hires 48 hours after PAFs are processed – no need to wait for an invitation.
    • Parking permits can be ordered online prior to orientation.
  • Medical Center-specific updates

    Beginning July 1, content from both introductory training sessions (You Make a Difference and It’s Who We Are) has been combined into a new ½ day classroom session. Classroom orientation events will be held from 8 a.m.-12:30 p.m., with time after to complete compliance items, get ID badges and ask questions about VUPD, VUIT, Health & Wellness and benefits programs.

    • For July only, new staff orientation will be held on Tuesdays. Orientation should be Medical center staff’s first day of work.
    • Orientation will be held in Kensington Club (on the top floor of the Kensington Garage off 25th Avenue).
    • Recruiters will begin enrolling staff for orientation starting July 1, 2015. Any previous registrations managers made new hires for July sessions will also remain as scheduled.
    • Staff will able to complete their immunization screenings the afternoon of orientation.
    • Benefits information should be reviewed online before new hires start work. Links will be included in offer and welcome letters, and orientation confirmation messages.
    • New hires will complete personalized compliance items in the Learning Exchange.
    • VUnetIDs can be claimed online by new hires 48 hours after PAFs are processed – no need to wait for an invitation.
    • Parking permits can be ordered online prior to orientation.

    Beginning in August:

    • New staff orientation will resume its weekly schedule on Mondays.
    • New hires must attend immunization screening any Tuesday prior their start date (orientation) at the VU Recreation & Wellness Center, or schedule an appointment with Occupational Health. Details will be provided in orientation confirmation letters.
    • Staff will not be able to attend orientation or begin work without completing their immunization screening or background check.

Rehire employees returning to Vanderbilt within 12 months are not required to re-complete new hire orientations. If you have a question or concern regarding a rehire please contact the OET team

Parking for Orientation

Medical Center orientation

Parking is in the 25th Avenue Garage. Attendees must enter from the 25th Avenue entrance and park on the roof (level L). Note that attendees will not need a code to enter the garage as long as they enter from the 25th Avenue entrance (the gates will remain open until 9:30 a.m.).  Please direct your new hire to the 25th Avenue Garage as we cannot validate parking at either the Kensington Garage or 2525 Visitors Parking Garage on these days. Once parked, attendees should walk down 25th Avenue and turn left at the signage for Vanderbilt's New Staff Orientation at the sidewalk between Memorial Gym and Kensington Garage. Elevators will be on the right and the 'Club' level should be selected in order to enter the orientation space.  (See Parking Map). No pass is required, and they will not have to pay to park. Instructions are provided on the map for getting to and from orientation. If you have any questions about parking, please contact Organizational Effectiveness by email or at 322-8320. 

University central orientation

Parking is in the 2525 West End Visitors Parking Garage directly behind the building. Entrances are in between PF Changs  & the Marriott Hotel off Natchez Trace and also behind the building on Kensington Place. We will validate new staff members' parking tickets at the front desk on the 5th floor only when orientation is scheduled to take place in the 2525 West End location. Please note: Participants' cars that are parked in the front retail parking lot (along West End) will be towed.

Information to Provide Before New Hire's First Day

      • Time, date and location of orientation
      • Parking information for orientation
      • 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 on the Card Services website.
      • 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 add in their time manually. The time clock in the Kensington Club is on the left hand side as you exit the elevator to enter the orientation space.  
      • 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
      • 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.

Employment Paperwork

All New Staff:

      • Employment paperwork , including IDs for I-9 form
      • Social security numbers of dependents
      • Supervisor name, department name and department phone number

New Medical Center Staff:


Attire for Orientation

Business casual attire or work clothes/uniform are recommended for this program. We ask that you make sure staff are aware that orientation is paid time, and therefore new staff should dress for a day at work. Discuss any other instructions with your new hire.

 

Contact Information

For questions about university central or Medical Center orientation, please contact the Human Resources Organizational Effectiveness Team at 322-8320.


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