Faculty Onboarding

Each academic department may have slightly different variations of the following basic guidelines. Please work with your home department/division for guidance.

New Faculty Onboarding Checklist

After Signing Offer Letter

  • Send the following to your departmental HR liaison via email:
    • Date of Birth and Social Security Number (via voicemail or include “SECURE” in subject of email)
    • Headshot photo and personal details/hobbies for welcome announcement
  • Apply for your CA medical license if you do not already hold one
  • Apply for MediCal and California Children's Services credentialing if you do not already have provider numbers
  • Apply for your DEA certificate if you do not already hold one. Employment at UCSF qualifies you for a Fee-Waived DEA Certificate, also called Exempt or Restricted. The fee-exempt status has no bearing on prescribing and there is no difference in prescribing capabilities between an “Exempt/Restricted” and “Paid” DEA Certificate. These DEA Certificates are institution-specific and not valid for moonlighting. Link to initiate the DEA application process.
  • Work with your department to submit a white coat order.

4-6 Months Before Start Date

  • Complete UC Me application for credentialing/privileges. Office of Medical Affairs and Governance (OMAG) will provide your login. In the application, check the box for “Oakland.” After you submit your application, you will receive a confirmation email where a credentialing analyst will be assigned to review/process your application.  Your credentialing analyst will update you regarding the status of your application, and let you know if it is missing any items or if there are any parts that need further attention.
  • MyAccess login and Advance packet for academic appointment. Your departmental HR Generalist will create your UCSF active directory profile to trigger an auto-generated email to you with your username and temporary login to MyAccess.
  • Note: You will have 72 hours to change your password once you receive this notice. If you miss this deadline, you will need to contact UCSF IT Service Desk at (415) 524-4100 to reset password.
  • Become familiar with Advance, UCSF’s system for managing academic merits and promotions. Add your CV and references as applicable.

My CV Quickstart guide

How to Prepare Your Packet

Reviewing Your Packet

  • It is critical that you meet all deadlines in this process in order to start on time.

1-2 Months Before Start Date

  • Schedule a health clearance appointment to be completed at least 2 weeks before start date by calling the Occupational Health Service office at Oakland at (510) 428-3680 or emailing at [email protected]. Requirements vary based on your appointment. At a minimum, be prepared to present the following at your appointment.
    • Measles/Mumps/Rubella (MMR) or titer
    • Varicella (Chicken Pox) or titer
    • TDAP (Tetanus, Diptheria, and Pertussis)
    • Most recent flu vaccination
    • COVID-19 vaccine
    • UCSF requires two-step TB testing. Bring any TB tests including Quantiferon, taken within twelve months of your start date.

1-2 Weeks Before Start Date

  • Complete APeX trainings. The medical credentialing process at BCH Oakland will trigger the training requirements.
  • Complete assigned/required UC Learning and BCH Oakland trainings
    • Annual Safety Training
    • HIPAA 101 – Privacy and Security for New UCSF Faculty, Staff, Trainees, Students and Volunteers
    • UC Cyber Security Awareness Fundamentals
    • UC Sexual Violence and Sexual Harassment Prevention Training
    • UCSF Foundations of Diversity, Equity, and Inclusion
    • Infection Prevention Training
    • Professionalism in Healthcare
    • Safe Patient Handling Training
    • Workplace Violence Prevention in Healthcare
    • COVID-19 Prevention Training
  • Your department representative will submit a ServiceNow ticket to request your BCH Oakland badge
    • It can take up to 14 business days to receive a badge

UCSF FIRST DAY!

Welcome to your first day at UCSF! Please check in with your department about any formal orientation they may have arranged for you. Here are a few best practices to consider as you start your new career at BCH Oakland.  

  • Make sure you can sign in to APeX and walk through basic charting
  • Pick up your UCSF ID badge from the WeID office
  • Pick up your BCH Oakland badge from the Badging Office
    • The Badging Office is located on the 2nd floor of the Parking Garage (connected to the Outpatient Center)
    • Badging Office Schedule 
    • If you have further questions or need additional information, please call the Badging Office at 510-428-3465
  • Receive white coat and pager phone (as appropriate)
  • Familiarize yourself with the Voalte clinical communication system and tip sheet. 
  • Verify badge access at UCSF and BCH Oakland sites 

After Start Date

  • Review and update UCSF Directory profile
  • UCPath actions:
    • Enroll in benefits within 31 days of start date
    • Enroll in direct deposit
    • Review Retirement Choice Modeling and select retirement plan
    • Attend academic affairs orientation and identify career mentor (for Assistant rank faculty only
    • Attend annual Faculty Development Day (usually in September)