As a hiring manager, your partnership is essential to a smooth onboarding experience for the selected candidate.
Clearance Requirements for New Hires
To ensure compliance with institutional policy, Joint Commission standards, and all legal and regulatory requirements, all selected candidates must be fully cleared by the clearance deadline (two weeks prior to the start date).
The selected candidate must be cleared to work in any capacity at UC Davis Health. This includes all training activities and the New Employee Welcome (NEW) orientation.
Clearance activities include:
- Background Check Screening
- Health Screening (new employees) or Health Compliance (current UCDH employees)
- Pre-Employment Drug Screening (new employees only)
Meeting the clearance deadline allows the candidate’s UCPath employee ID (EID) and job record to be created and integrated into downstream systems, ensuring sufficient time to request system access, ID badges, and equipment before the start date.
Understanding the Clearance Process
1. You will be notified by your recruiter when the selected candidate accepts the job offer.
2. Your recruiter activates 071 Offer Accepted status in UCPath’s Talent Acquisition Module (TAM) for the selected candidate.
- This action initiates a handoff to the Shared Services Organization (SSO).
3. Within 1-3 business days of the 071 Offer Accepted status change, the SSO onboarding specialist emails a Welcome Email to the candidate and copies you.
- The drug screening must be completed requirement must be completed within 48 hours of receiving the Welcome Email.
- The email includes a New Employee/New Job Checklist link to help the candidate navigate pre-employment steps.
4. The SSO onboarding specialist will email you a clearance status update after 3 p.m. on the clearance deadline.
- If the candidate has not cleared by the deadline, you will receive a delay-of-start notice from the SSO onboarding specialist.
- The candidate will remain in delay status until all cleared, at which point the onboarding specialist will notify the recruiter to prepare a new offer letter and coordinate a new start date.
5. When the selected candidate is cleared, the SSO onboarding specialist will copy you on the Final Onboarding email sent to the candidate.
- The candidate may begin work only after clearance is confirmed and on the approved start date.
How to Help Your Selected Candidate Start on Time
1. Download the Supervisor Hiring Manager Recruitment & Onboarding Checklist
2. Look for the Welcome Email and note the clearance deadline on your calendar -- Friday, two (2) weeks prior to the planned start date.
3. Reach out to the selected candidate to establish yourself as a welcoming resource:
- Encourage them to use the New Employee/New Job Checklist to complete pre-employment steps.
- Remind new hires they are required to complete the drug screening within 48 hours of receiving the Welcome Email.
4. Monitor the selected candidate’s onboarding status using your Hiring Dynamic View (request access here).
- Specific clearance information is confidential and protected by HIPAA. The dynamic view will provide you with the overall clearance status.
- If your candidate is new to UC Davis Health, once the employee ID (EID) has been created, give 24-48 hours for the Active Directory to ‘consume’ the UC Path data.
- After the 24-48 hours, you can submit badge, access, and equipment requests using ServiceNow.
- Watch for any delay notice on the clearance deadline.
5. Communicate with the SSO onboarding specialist at any time for assistance.
Get Support
For information related to your recruitment process, please contact your respective member of the UC Davis Health Recruitment team or the UC Davis Health Onboarding & Compliance team.