New Employee Orientation
It is UAMS policy that all new hires go through an orientation and receive the required training. Likewise, employees who become eligible for benefits for the first time (e.g. temp to regular, <50% to 50% or higher) are required to to complete online forms via My Compass to enroll in benefits. Face to Face Orientation should be completed within their first 2 weeks of the date of hire. New Employee Onboarding is conducted online via My Compass with the exception of a half day face to face orientation and a half day computer lab session for employees who are unable to complete online modules at home which will be scheduled by the hiring manager. Note: All online onboarding form and modules are due the day before the date of hire.
Incomplete onboarding forms and modules will delay the following: start date/date of hire, first payroll check, and benefits effective date.
New Employee Onboarding and Orientation
New staff/employees and faculty are required to attend the half day face-to-face New Employee Orientation program held on campus. Currently new employee onboarding will be an online process with the exception of a 1/2 day face to face orientation session and lab time to complete online modules. NOTE: All modules and forms must be completed one day before the date of hire. The lab time is for HR to verify forms are complete and to collect documents. If the modules or forms are not complete the employee will be required to complete them in the lab. However, the goal is to have everything finished before the date of hire otherwise the date of hire will be delayed.
Adding Spouse or Dependents to Insurance
If adding a spouse or dependents to the insurance bring a marriage license (spouse) and birth certificates (dependents) to the face to face orientation session or by the Office of Human Resources, Central Building 4C. Your benefits cannot be processed without these documents if they are added to your insurance.
Incomplete forms and modules will delay the following: start date/date of hire, first payroll check, and benefits effective date.
Exceptions and Special Circumstances Regarding New Employee Orientation
The following exemptions does not allow employees to be exempt from onboarding, online forms, modules, or medical screening requirements of the new hire. Employees in the titles below are not required to attend face to face new employee orientation or there are special instructions regarding requiements. Employee who do not attend face to face orientation will not be paid the four hours of orientation pay.
These are the only exceptions or special circumstances for the face to face session:
Employees outside the central Arkansas area, such as the Regional Programs and Kids First. Online onboarding via My Compass required.
Employees located off the main UAMS campus. Online onboarding via My Compass required.
Employees and faculty located at Arkansas Children’s Hospital. Employees located at ACH should attend orientation at ACH. ACH’s version of PFCC in lieu of UAMS Face to Face session. Online onboarding via My Compass required. Click here for the ACH Traditions Agenda
Faculty that precept students in non-UAMS clinics, if located off the main UAMS campus. Online onboarding via My Compass required.
Transfers from one department to another UAMS department – Online via My Compass required – The department is responsible for ensuring completion of required forms and the required training – via My Compass/Online Onboarding. IMPORTANT: If the employee change status and become newly eligible for benefits in the future, employees must be submitted to onboarding in order to get the necessary online forms and training. The employee has 31 days from the date of status change to enroll in benefits.
Student Employees, Graduate Assistance, and paid/unpaid interns – online onboarding via My Compass required. The department is responsible for ensuring the new employee visits the Student and Employee Health Office and submits the medical screening form.
All Non-Clinical Student Workers (work-study, graduate assistants) – Online onboarding via My Compass required if paid by UAMS.
Email Only Access – employees and NON-Employees who only have access to email and will not be on campus. Online onboarding via My Compass required if paid by UAMS.
Distance Faculty – Those that teach on-line only. Online onboarding via My Compass required if paid by UAMS.
Summer Research Internship – for example interns through the Center for Diversity Affairs. Online onboarding via My Compass required if paid by UAMS.
High school, college students, work study participating in an internship or externship. Online onboarding via My Compass required if paid by UAMS.
High school or college students participating in a job shadow program. Online onboarding via My Compass required if paid by UAMS.
New Employee Orientation Dates
New Employee Orientation will be held every other Monday. Hiring Managers are required to schedule your employee through My Compass.
New Employee Orientation Dates All regular orientation sessions will be held EDII G, room TBA. New hires can report to the 1st floor, Central Building, Information Desk at 7:50 am to be escorted to new employee orientation.
New Employee Orientation Guidelines
An early hire process is REQUIRED to ensure that the new hire receives and has time to complete the offer letter, payroll and benefit forms. A late hire (hire today, employee starts in less than two weeks) means the first pay check could be delayed and benefits could be delayed. The employee may fill out payroll forms beforehand via My Compass and bring two forms of ID with them on their first day. If they will be at New Employee Orientation on their first day, they will present their completed online forms to HR at that time during the lab session. Otherwise send them to the HR office on their first day to turn in their forms. [HR reps at the Regional Programs, Kids First and other departments located elsewhere in the state may accept two forms of ID and complete the online I9.] This is vital because UAMS must make I-9 employment verification no later than the third business day.
- Orientation Agenda
- Tell your new employee to bring two (2) forms of identification with them to satisfy the I-9 employment authorization. Also, they should bring the names, social security numbers, marriage license, and birth certificates of their spouse and children for their insurance. Additional information:
New Faculty Benefits Orientation
New Faculty Group Practice (FGP) Members, Non-FGP Members and Housestaff/Medical Residents will learn about their benefits online via My Compass.
Benefits Eligible Employees – Completed via My Compass. Other than the exceptions listed above all faculty must attend face to face new employee orientation.
Non-Benefits Eligible Employees – Completed via My Compass.
- New faculty should complete payroll forms within the first three days of employment.
- Benefit orientation modules and forms must be submitted one day before the date of hire. (no exceptions)
It is the department’s responsibility to ensure new faculty members complete the required Online Onboarding modules.
Patient Family Centered Care (PFCC) orientation is required for all new UAMS employees including faculty and is included in the face to face new employee orientation session. This session is held on day 1 of regular new employee orientation from 8:00 – 11:30 am in Education II G 137 (unless otherwise announced). This session includes PFCC, Infection Control, Student and Employee Health and document collection. The computer lab session is scheduled after lunch. The lab time is for HR to verify forms are complete and to collect documents. If the modules or forms are not complete the employee will be required to complete them in the lab. However, the goal is to have everything finished before the date of hire. Click here for more My Compass Information.
New Resident / Housestaff Benefits Orientation
This orientation is online and geared specifically for new Medical Resident/Housestaff members (those who did not attend the special June orientation). The online modules and forms must be completed and submitted to Human Resources 1 day before the date of hire (changes can be made using a paper form from in the Office of Human Resources). This online onboarding covers benefits, payroll sign-ups (if not already completed) and other required modules. It is the hiring managers responsibility to ensure new residents complete the required Online onboarding modules. Remember, if located on the main campus residents must attend the face to face orientation session unless they start and attend the group residents orientation session in June.
As a recap ALL employees and faculty (unless listed on the exception list above) must be registered to attend Face to Face New Employee Orientation and complete the Online Modules. To view all of the orientation modules please visit My Compass.
Student and Employee Health Services (SEHS) – TB Skin Test and New Employee Medical Screening
Employees can visit SEHS anytime to receive a TB skin test and start their NEMS. Click here for the SEHS locations and hours. Non-employees are required to provide to SEHS their TB skin test and immunizations. The only individuals who are “exempt” from providing this information are non-employees who have the e-mail access only indicator selected. Any employee or non-employee that is required to complete a 2-step TB screening or provide immunizations have 31 days from their start date to become compliant. Click here for the medical screening form.