New Faculty Onboarding Checklist
Department of __________________________________________
A. Complete the following information. All fields are required.
Faculty Name (including degree)
(i.e., MD, PhD, DO, DVM, PharmD, etc.):
Academic Title:
Track (please indicate end date if term track)
Department/Division:
Employee ID:
Anticipated start date:
Doctor # (as applicable):
Visa: (if applies)
If Clinical (Please notify Credential Office – ULP)
Office address:
Office phone:
B. The responsible people should initial when the following activities are complete.
Institutional
Timing
Contact/Resource
Complete HR Orientation
Obtain UofL Cardinal Card (ID
badge -building access)
Overview of Benefits
First Day/
Orientation
First Day/
Orientation
First Day/
Orientation
http://louisville.edu/hr/employment/new
employees
http://louisville.edu/campuscard/
http://louisville.edu/hr/benefits
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
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Responsible
New Faculty
Member
New Faculty
Member
New Faculty
Member
Completed
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Completion
Date
New Faculty Onboarding Checklist
Institutional
Set-up Direct Deposit for payroll
Department of __________________________________________
Timing
Contact/Resource
Responsible
First Day/
Orientation
First Week/
Within 45 days
First Day
http://louisville.edu/hr/employment/new
employees
http://louisville.edu/hr/gethealthynow
Public Safety/Preparedness
First Day/
Orientation
Information Technology – Obtain
primary user ID, reset password,
access Outlook email, IT store
First Day/
Orientation
http://louisville.edu/police or (502) 8526111
http://php.louisville.edu/ur/preparedness
/procedures.php
http://ulink.louisville.edu
http://password.louisville.edu
https://exchange.louisville.edu
http://louisville.edu/it/itechxpress
Institutional Compliance
First Day/
Orientation
First Day/
Orientation
Get Healthy Now Benefits –
Health Risk Assessment
Obtain Parking Permit
Conflict of Interest
Privacy Office (HIPPA)
Information Security
Sustainability at UofL
University Club
Sexual Harassment Prevention
Training/Policies & Procedures
First Day/
Orientation
First Day/
Orientation
First Day/
Orientation
http://louisville.edu/parking
http://louisville.edu/compliance/Plan
http://louisville.edu/conflictofinterest/poli
cies
http://privacy.louisville.edu
http://security.louisville.edu
sustainability@louisville.edu
http://louisville.edu/org/uclub
http://louisville.edu/hr/policies
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
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Completed
New Faculty
Member
New Faculty
Member
New Faculty
Member
New Faculty
Member
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New Faculty
Member
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New Faculty
Member
New Faculty
Member
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New Faculty
Member
New Faculty
Member
New Faculty
Member
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Completion
Date
New Faculty Onboarding Checklist
Institutional
Department of __________________________________________
Timing
Contact/Resource
Responsible
Additional Benefits – Tuition
Remission, Tuition Waver,
Employee Assistance Program,
Early Learning Campus
As needed
Distribute (review) list of
departments, centers and
institutes
Complete benefits enrollment
(w/in 30 days of hire)
Disclose Conflict of Interests
(within 30 days of hire)
First Week
http://louisville.edu/hr/benefits/educatio
n
https://louisville.edu/finance/bursar/staffi
nfo/fstw.html
www.humandev.com
http://louisville.edu/education/elc
http://louisville.edu/hsc/centers/
First Month
http://louisville.edu/hr/benefits
First Month
http://louisville.edu/conflictofinterest/poli
cies
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
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New Faculty
Member
Completed
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Department
New Faculty
Member
New Faculty
Member
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Completion
Date
New Faculty Onboarding Checklist
Institutional
Review Key Policies/Areas
o Conflict of Interest
o Effort Reporting
Department of __________________________________________
Timing
Contact/Resource
Responsible
Completed
□
First Month
http://louisville.edu/conflictofinterest/poli
cies
http://louisville.edu/research/spa/policies
/guidelines-fwla-effort-commitments
Department
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o Confidentiality
http://privacy.louisville.edu
o Sexual Harassment
Prevention
Training/Policies &
Procedures
http://louisville.edu/hr/policies/PER102.ht
ml
□
o View Paycheck
https://ulink.louisville.edu/psp/pa91p/EM
PLOYEE/EMPL/h/?tab=PAPP_GUEST
□
o Faculty Leaves &
Absences
http://louisville.edu/provost/facultypersonnel
o Holidays
http://louisville.edu/calendars/holidays
o Tenure and
Promotions Process
http://louisville.edu/medicine/facultyaffai
rs/policies
o Emergency
Procedures
o Faculty Mediation &
Grievance Policy
http://louisville.edu/dehs/emergency/
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http://louisville.edu/provost/facultypersonnel
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[4]
Completion
Date
New Faculty Onboarding Checklist
Institutional
Review Key Policies/Areas
(continued)
Department of __________________________________________
Timing
Contact/Resource
Responsible
Completed
First Month
Department
http://louisville.edu/medicine/facultyaffai
rs/policies
□
o Medical School
http://louisville.edu/medicine/facultyaffai
rs/policies
□
o Faculty Practice
Group
http://louisville.edu/medicine/facultyaffai
rs/policies
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o Medical Research
http://research.louisville.edu/hsc
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o LCME
http://louisville.edu/medschool/researchu
nit/medical-educationorganizations/lcme.html
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o Travel
http://louisville.edu/finance/controller/ac
ctops/travel
□
o International Travel
Policy
http://louisville.edu/provost/travel/
o International Travel
and Research
http://louisville.edu/research/exportcontr
ol/international/travel
o CV Guidelines
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SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[5]
Completion
Date
New Faculty Onboarding Checklist
Departmental
Request computer or laptop
with applicable accessories
(docking station, monitor,
printer, scanner, etc.), order one
before faculty start date; should
arrive at least 1 week prior to
faculty start
Request phone
Pager (Add to appropriate
paging groups – Dr # in CACTUS
under “ID”)
Office Keys
Order lab coat & scrubs, if
needed (2 sets)
Assign Administrative Support
(as applicable)
Order Business Cards, should
arrive at least one week prior to
employee starting
Send out a department
introduction announcement via
email
Identify meetings based on
specific specialty and set up
meetings with key individuals in
department (identify
individuals)
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
Prior to Arrival
Completed
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Prior to Arrival
Prior to Arrival
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Prior to Arrival
Prior to Arrival
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Prior to Arrival
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Prior to Arrival
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Prior to
Arrival/
First Week
Prior to Arrival
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SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[6]
Completion
Date
New Faculty Onboarding Checklist
Departmental
Department standing meetings
for calendar (add to appropriate
distribution lists and agendas)
Home equipment needs
(including VPN access)
Facilitate Contact with the
Immigration Compliance Unit (if
applicable)
Have a photo taken for
publication.
Department Mission, Vision and
Values
Department Organizational
Structure (Chart & Pictorials)
Faculty Introductions:
Chair
Division Chief
Administrative Assistant
Billing Manager, as
applicable
Nurse Manager, as
applicable
Clinic Manager(s), as
applicable
Research Manager (IRB,
applying for grants, etc.)
Mentors, as assigned
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
Prior to Arrival
Completed
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Prior to Arrival
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Prior to Arrival
□
First Day/
First Week
First Day/
First Week
First Day/
First Week
First Day/
First Week
Basement of Dental School Rm 60contact susan.harrison@louisville.edu
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SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
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Completion
Date
New Faculty Onboarding Checklist
Departmental
Request Graduate Faculty Status,
if applicable
Order office supplies
Set up mandatory trainings
Review departmental
policies/procedures
Provide dates and times for key
departmental meetings
Provide overview of School of
Medicine and Departmental
Committees and their functions
Review of Annual Work Plan,
Effort Reporting and SIBUP
Set up the faculty member’s
personnel file on the
departmental drive
Obtain access to relevant
department shared drives
(SharePoint, etc)
Overview of Department
website and creation of faculty
web profile
Create startup accounts and
CME accounts; Department ID
information
Review University Reports
applicable to faculty member
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
First Week
Completed
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First Week
First Week
First Week
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First Week
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First Week
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First Week
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First Week
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First Week
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First Week
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First
Month
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First Month
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SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[8]
Completion
Date
New Faculty Onboarding Checklist
Departmental
Review CME funding and/or
Faculty/Research Funding & Use
of funding guidelines
Vacation/Sick Time/Holiday, if
applicable
Request Procard (if applicable)
Update department/division
databases/information
(Personnel database, division
website, email list/groups,
phone lists, etc.)
Department Specialty Training
Professional Memberships
CLINICAL FACULTY:
Kasper-tracking prescriptions
DEA tracking
HIPPA/HITECH Privacy, Security
and Research Fundamentals
Coordinate clinic schedules and
clinic orientation
Order Pager (Add to appropriate
paging groups – Dr # in CACTUS
under “ID”)
Call Schedules and Paging
Schedule N-95 (TB) mask fitting
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
First Month
Completed
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First Month
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First Month
First Month
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First Month
First Month
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e.g., in Peds: PALS & NALS
After
http://www.chfs.ky.gov/os/oig/KASPE
Credentialing R.htm
Within 30 days http://louisville.edu/privacy/training/H
IPAAEnroll
Prior to Arrival
Prior to Arrival
First Day
First Day
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
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ULP departmental
contact
ULP departmental
contact
ULP departmental
contact
ULP departmental
contact
□
ULP departmental
contact
ULP departmental
contact
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Completion
Date
New Faculty Onboarding Checklist
Departmental
Human Subjects Training (CITI)
Environmental Health and Safety
Training Requirements for
clinics, clinical labs, etc.
Dictation/Transcription
Orientation
Schedule Centricity Training
Schedule Alscripts Training
Schedule training for affiliated
hospitals, if needed
Resident Rotation Schedule
Office of Clinical Research
Services and Support (OCRSS)
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
Prior to
http://louisville.edu/research/humans New Faculty Member
submission of ub
protocol
http://louisville.edu/research/humans
ubjects/InvestigatorInfo/investigatorinfo/training/citi-training
At time of hire http://louisville.edu/dehs/training
New Faculty Member
or first
assignment
First Week
ULP departmental
contact
First Day
ULP – Patient Scheduling & Billing
ULP departmental
HelpDesk@ULP.org
contact
First Week
ULP –Electronic Medical Record
ULP departmental
HelpDesk@ULP.org
contact
First Week
Epic Training
ULP departmental
angela.weber@nortonhealthcare.org; contact
others
First Month
Resident Coordinator
As needed
http://louisville.edu/research/ctu/
New Faculty Member
BASIC SCIENCE FACULTY:
Research & Training
First Month
http://research.louisville.edu/hsc/ &
http://louisville.edu/hsc/research
Animal Research
First Month
http://louisville.edu/research/iacuc/
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[10]
New Faculty Member
Completed
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Completion
Date
New Faculty Onboarding Checklist
Departmental
Responsible Conduct of Research
(RCR)
KNODE: research tool to identify
collaborators and life sciences
experts
Research Resources for Faculty
and Staff
HIPPA/HITECH Privacy, Security
and Research Fundamentals
Human Subjects ResearchApproval & Info
Medical School IRB – Integrated
Research Information System
(IRIS)
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
First Month
http://louisville.edu/research/integrity New Faculty Member
/
First Month
https://search.knodeinc.com/louisville New Faculty Member
/login.jsp
Completed
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First Month
http://louisville.edu/research
New Faculty Member
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First Month
https://louisville.edu/privacy/acl_users New Faculty Member
/credentials_cookie_auth/require_logi
n?came_from=http%3A//louisville.edu
/privacy/training/HIPAAEnroll
http://louisville.edu/research/humans New Faculty Member
ubjects/InvestigatorInfo/investigatorinfo/training/citi-training
https://iris.louisville.edu/
New Faculty Member
□
First Month
First
Month
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[11]
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Completion
Date
New Faculty Onboarding Checklist
Departmental
Department of __________________________________________
Timing
Contact/Resource
Responsible
(Department – please
fill in responsible
party, as applicable)
At time of hire http://louisville.edu/dehs/training
New Faculty Member
or first
assignment
Completed
Completion
Date
Department of Environmental
□
Health & Safety Trainings:
Basic Biosafety Training
Bloodborne Pathogens
Building Emergency Plan
Formaldehyde Safety
Hearing Conservation
Lab Safety & Hazardous
Waste
Lab-Specific Chemical
Hygiene
Laser Safety
NIH Guidelines
Radiation Safety
Respiratory Protection
Select Agent Regulations
Shipping Hazardous or
Infectious materials
I agree the above information has been discussed with me and my questions have been answered. I understand this document will become a part of
my unit personnel file.
Faculty Member’s Signature:
Date:
Supervisor (Service Chief/Chairman/Department Designee) Signature:
Date:
Preceptor/Mentor Signature:
Date
Recommended Order by Section: Prior to Arrive, First Day(s), First Week, First Month, etc.
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
[12]
New Faculty Onboarding Checklist
Department of __________________________________________
SOM Office of Faculty Affairs (CS) 4/28/2015. Template courtesy of University of Michigan.
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