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/policies/administrative/uw-health-administrative/human-resources/960.policy

201607190

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UWHC,UWMF,

Policies,Administrative,UW Health Administrative,Human Resources

New Employee Orientation (9.60)

New Employee Orientation (9.60) - Policies, Administrative, UW Health Administrative, Human Resources

9.60

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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Foundation (UWMF).
Policy Title: New Employee Orientation
Policy Number: 9.60
Effective Date: July 1, 2016
Chapter: Human Resources
Version: Revision
I. PURPOSE

To introduce new employees to UW Health operations, mission, vision, and values, and to fulfill
regulatory training requirements that pertain to all new UW Health employees.

II. POLICY ELEMENTS
A. All new employees of UW Health (legacy UWHC and UWMF) are required to attend or
complete New Employee Orientation (NEO) on their first scheduled day of work.
B. NEO will be offered in the following formats for the different listed groups:
1. Full NEO is required for the following:
a. Regular employees, excluding physicians and advanced practice providers
subject to alternate onboarding requirements.
b. Temporary employees who have patient contact as part of their job duties.
c. Non-physician residents, including nursing, pharmacy, and radiology residents.
d. Nurse externs.
e. Interim non-employee managers, directors, and vice presidents.
f. Employees transferring from temporary to regular positions who have not
attended Full NEO within the preceding 12 months.
g. Travelers.
Any exceptions must be approved by the hiring manager’s vice president (or his
or her designee) or above.
2. Abbreviated NEO is required for the following:
a. Student employees (including student nurses).
b. Temporary employees who do not have patient contact as part of their job duties.
c. Non-paid interns who have patient contact as part of their job duties.
Any exceptions must be approved by the hiring manager’s vice president (or his
or her designee) or above.
3. The Self-Study NEO eLearning curriculum is required for the following:
a. Non-paid interns who do not have patient contact as part of their job duties.
b. Contract interpreters.
c. Contract and agency staff.
Any exceptions must be approved by the hiring manager’s vice president (or his
or her designee) or above.

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C. HR-Learning & Development will provide Full and Abbreviated NEO at a frequency necessary to
meet the hiring needs of the organization.
D. Orientation for new Graduate Medical Education trainees and resident physicians shall be
administered by the Graduate Medical Education office consistent with the requirements
applicable to those programs.
E. Orientation for physicians and advanced practice providers shall be the responsibility of the
appropriate clinical departments.
F. Full and Abbreviated NEO are facilitated by HR-Learning & Development. Additional
onboarding training may be required. Additional onboarding training may be facilitated and
coordinated by other training teams within UW Health, including, but not limited to, Nursing
Education and Development, Clinical Staff Education, and Health Link Education, Optimization,
and Support.
III. PROCEDURE
A. All new employees, excluding physicians and advanced practice providers are subject to alternate
onboarding requirements.
1. A representative from Recruitment will send all new employees a letter announcing the
employee's appointment, informing them of the mandatory attendance at NEO, and
providing them with information pertaining to their post-NEO onboarding schedule,
when applicable.
2. The NEO program will consist of the following elements with revisions over time as
necessary:
a. Welcome and Review of the Day/Materials.
b. Administrative Welcome, Mission, Vision, Values, and Performance Standards.
c. Infection Control.
d. UW Health Overview.
e. Patient Safety and Risk Management.
f. Compliance.
g. Security.
h. Values and Culture, including cultural diversity and sensitivity.
i. Other content will be included as appropriate and required.
3. Following Full NEO, Benefits will provide qualified employees with information on
employee benefits.
4. If a new employee has great hardship attending the regularly scheduled NEO, the hiring
manager's vice president (or his or her designee) must approve an exception. The hiring
manager's vice president shall email the approved exception to the Director of Learning
& Development (or his or her designee). When granted the exception, the new employee
will complete the Self-Study NEO eLearning curriculum. The entire curriculum must be
completed prior to the employee’s first scheduled day of work. The employee will then
be required to attend the appropriate in-person session of NEO within the next 30 days.
B. Rehires
1. Rehired employees will not be required to attend NEO if they have prior UWHC service
and their break in employment is less than one year. Rehired employees will be required
to attend NEO if their previous service was with UWMF, regardless of the break in
employment, in order to satisfy regulatory requirements.
2. Rehired employees with prior UWHC service whose break in employment was less than
one year and who are not attending NEO will be required to complete any eLearning
courses that were required of all employees during the rehired employee’s break in
service, including, but not limited to, the Safety and Infection Control (SIC) and

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Compliance eLearning courses. These courses must be completed on or prior to the
rehired employee’s first scheduled day of work.
C. Travelers
1. The Contracting Agency will send the Traveler a letter announcing the individual’s
appointment and informing them of the mandatory attendance at NEO.
2. Travelers will not be required to attend NEO if they have prior UWHC service and their
break in employment is less than one year. In such instances, they will be required to
complete any eLearning courses that were required of all employees during the rehired
traveler’s break in service, including, but not limited to, the Safety and Infection Control
(SIC) and Compliance eLearning courses. These courses must be completed on or prior
to the rehired traveler’s first scheduled day of work.
D. Volunteers
1. All new volunteers will receive an orientation conducted by the Volunteer Services
Manager or his/her designee. This orientation will include safety and infection control
training, education about patient rights, patient confidentiality and privacy, and other
activities necessary for the volunteer's role. Orientation and all job-specific training will
be documented and retained by the Volunteer Program.
2. Department, unit or clinic specific orientation is based on the volunteer's learning needs
and is the responsibility of the department/unit manager or his/her designee in which the
volunteer is serving.
E. Oakhill Officers Working Scheduled Shifts
1. Administration will collaborate with the Department of Corrections to ensure that Oakhill
officers working scheduled shifts complete the Self-Study NEO eLearning curriculum. In
addition, Oakhill officers that work scheduled shifts will be oriented to the difference
between administrative and clinical restraints, channels of communication for
administrative, security and clinical matters, approaches to interactions with patients
(patient privacy and confidentiality, etc.) and actions to take when there is an unusual
clinical event or incident. Orientation and all job specific training will be documented and
retained by the Security Office and/or Department of Corrections.
F. Contract Labor
1. If attendance at NEO creates undue hardship, the contract employee must complete the
Self-Study NEO eLearning curriculum prior to beginning work. Orientation and all job
specific training will be documented and retained by the department manager's contract
labor file.
IV. DEPARTMENTAL ORIENTATION
A. Department and job-specific orientation is the responsibility of the employee's department, unit or
clinic. This orientation will help the new employee learn about his/her specific job duties and
responsibilities, departmental procedures, equipment routinely used in performing duties, and
responsibilities relating to safety and infection control. It is also during department, unit or clinic
orientation that managers evaluate the employee's abilities to carry out the essential functions of
the job.
B. The department must determine what elements of orientation must occur before staff provide care
and treatment, and the department must provide that orientation prior to the provision of care.
C. Additional department and job-specific orientation should occur during the orientation or
probationary period. Competency must be evaluated at the end of the orientation or probationary
period. All departmental, unit or clinic orientation, job-specific training and competency
assessments will be documented and kept in the department or may be sent to the HR department
to be filed in the employee's personnel file.

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V. COORDINATION
Senior Management Sponsor: Vice President, Human Resources Operations
Author: Director, Learning & Development

Approval Committee: UW Health Administrative Policy and Procedure Committee

SIGNED BY
Elizabeth Bolt
UW Health Chief Administrative Officer

Revision Detail:
Previous revision: 032013
Next revision: 072019