Before You Start

Questions? Contact Shared Services

Overview

Welcome to the UCSF community! We're glad to have you support our mission to advance health worldwide. Before you start work, you will need to complete documents and pre-employment screening. Below you will find information to help you get started.  

University of California COVID-19 vaccination policy

New employees must provide proof of full vaccination, including a booster vaccine dose if eligible, or have an approved exception prior to their start date. This complies with the University of California COVID-19 Vaccination Policy and the California Department of Public Health (CDPH)/San Francisco Department of Public Health (SFDPH) orders. This requirement is to protect the health and safety of the University community, including its patients. All relevant UC policy information, FAQs, and forms are available at UCNet - UC issues final COVID-19 vaccination policy.  

Additionally, the San Francisco Department of Public Health will not allow employees with any exceptions to work in high-risk settings. This means if you are working onsite at any Zuckerberg San Francisco General Hospital (ZSFGH) or Laguna Honda facilities, you must be vaccinated.  

We continue to make adjustments to our onboarding process as needed, in response to COVID-19 policy changes. Please review the UCSF COVID-19 Resources and stay up to date on Campus Access & Protocols.

Health staff

  • You will receive an email from Certiphi with a link to complete your online background check and urine drug screening.
  • The background check form and urine drug appointment must be completed within two business days of receiving the email to avoid any delays in your start date.
  • If you have questions about the forms or about using Certiphi, contact Certiphi Customer Service at 800-803-7860 (toll free).

  • A separate Zoom meeting will be scheduled for you to verify all the required certifications/licensures for the position you will fill.
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  • You must complete Section 1 of the Employment Authorization Form I-9 using an electronic system to verify your eligibility to work in the United States. Tracker I-9 will notify you by email about this task. 
  • Please also provide your employment specialist with an I-9 verifier who will verify your I-9 documents. The I-9 verifier must be over 18 years old, not a family member, and able to meet you in person. Human Resources will need the following: verifier's first and last name, email address, title, and phone number.  Be prepared to show your I-9 verifier/remote agent one item from list A, or one item from list B and one item from list C, from this list of acceptable documents.
  • Before your start date, you will receive an email from DocuSign containing your photo ID badge request form. Please print and take the form to one of the following security offices (note: you do not need an appointment, and security is open 24/7):
    • Mission Bay: 1975 Fourth St., room C1917; phone 415-885-7890
    • Parnassus: 505 Parnassus Ave., room M192; phone 415-885-7890

Once you have submitted your background check application, our Occupational Health Department will reach out to you to schedule your new hire health screening. This should be scheduled within the next few days. You must receive provisional clearance before starting work. Get more information on the pre-placement process.

You will receive an email with a link to DocuSign, a secure online signature tool, where you will complete necessary employee documents. You will receive a separate link to DocuSign with your welcome letter and job description once your manager has approved and signed the documents. Please sign and submit these forms before your first day of work. If you have any questions about these forms or about using DocuSign, contact your employment specialist.

All new employees should understand the dress standards for their position. Discuss with your manager, before your first day, the dress expectations and if there are uniform requirements.

  • Employee dress standard policy (included in your new hire DocuSign packet)

  • Employee Apparel Program: Eligible employees participating in the Employee Apparel Program will receive an email with login information from our vendor, Mission Linen, a week after the submission of your background check application. Please discuss questions on the program with your manager. If you have questions about ordering, please contact Mission Linen customer service at 844-619-1925 or [email protected].  

    • Note: Supply chain issues may delay arrival of your uniform till after your start date. In this case, please work with your manager or direct supervisor to determine what is appropriate attire until your uniform is delivered.

Campus staff

  • Personnel Policies for Staff Members (PPSM) 21: Selection and Appointment requires that all employees receive a background check. UCSF conducts pre-employment background checks on all new staff hires (hires external to UCSF or from another UC location).

  • All new staff employees are required to have a pre-employment background check except the following populations:

    • MSP physicians

    • Minors

    • Temporary agency workers (their agency will perform an equivalent background check prior to clearing them to start).

  • The campus background check process includes the following searches:

    • Sanctions Screen+ and OIG/SAM Excluded Parties
    • County Criminal Court
    • National Criminal Database
    • National Sex Offender Registry
  • All final applicants who are subject to this background check policy will receive an email from Certiphi with a link to begin your online background check. 
  • If you have questions about the forms or about using Certiphi, contact Certiphi Customer Service at 800-803-7860 (toll free).

You must complete an Employment Authorization Form I-9 to confirm your eligibility to work in the United States. 

  • You will receive an email from Tracker to begin form I-9 section 1 remotely. 
  • Section 2 of the form must be completed in person.
  • Only original, unexpired government-issued identification(s) are accepted to complete and satisfy Section 2 of the I-9 form.  For Form I-9 acceptable documents, visit the USCIS government site.

Further instructions of I-9 will be provided by your HR generalist.

DocuSign is a secure online signature tool.

You will receive two emails from DocuSign, each containing a packet of forms to complete before your first day of employment.

  1. UCSF New Employee Forms
  2. Oath & Patent

ID badge instructions will be provided to you by your HR generalist.  

  • Onsite employees may pick up an ID badge on their first day. Please wait until after you have received COVID-19/flu clearance before you obtain an ID badge.
  • Offsite employees must have COVID-19/flu clearance before coming onsite to obtain an ID badge. 
  • Before visiting the UCSF Badging Center, please review your profile in the UCSF Campus Directory to verify that your name, credentials, working title, and department are displayed and correct. Contact the HR generalist listed on your offer letter if your profile is incorrect or incomplete.

Academic

Completing an Employment Authorization Form I-9 confirms your eligibility to work in the United States. 

  • You will receive an email from Tracker to begin form I-9 section 1 remotely. 
  • Section 2 of the form must be completed in person.

Further instructions of I-9 will be provided by your HR generalist.

DocuSign is a secure online signature tool.

You will receive two emails from DocuSign, each containing a packet of forms to complete before your first day of employment.

  1. UCSF New Employee Forms
  2. Oath & Patent

ID badge instructions will be provided by your HR generalist.  

  • Onsite employees may pick up an ID badge on their first day. Please wait until after you have received COVID-19/flu clearance before you obtain an ID badge.
  • Offsite employees must have COVID-19/flu clearance before coming onsite to obtain an ID badge. 
  • Before visiting the UCSF Badging Center, please review your profile in the UCSF Campus Directory to verify that your name, credentials, working title, and department are displayed and correct. Contact the HR generalist listed on your offer letter if your profile is incorrect or incomplete.

Not sure if you are Health staff, campus staff or academic?

Please refer to your welcome email or offer letter. Health staff employee letters will include reference to "UCSF Health."

Employees who are not part of UCSF Health are considered either campus staff or academic positions.

Academic titles include: faculty, non-faculty academics (specialists, professional researchers, academic coordinators/administrators), volunteer clinical professors, visiting scholars, postdoctoral scholars, residents, fellows and graduate student researchers. You can also refer to the full list of academic title codes

Campus staff include a broad array of non-academic titles. This includes, but is not limited to: administrative and analyst titles, Facilities/Transportation Services, associate (MSP) physicians/dentists, staff research associates, clinical research coordinators, etc.

If you are unsure of which category you fall into, please contact the HR generalist referenced in your offer letter or welcome email.