Once a department accepts you, you finish the process by filling out a short onboarding form from a personal link sent to your email.
Your onboarding link
After a department accepts you and the recruitment lead sends your onboarding link, you get an email with a personal link to your onboarding form. You do not need to sign in. The link itself is your key to the form.
Note
The onboarding link is valid for 21 days from when it was sent. If yours expires, ask your recruitment lead to resend it. Resending refreshes the 21-day window and revives an expired link.
Once you submit the form, you cannot fill it out again. Opening the link afterwards shows the date you completed it and what happens next.
Filling out the form
Open the link to reach your onboarding form. It is a single page, and the exact sections you see depend on your department and cycle.
Details from your application. The form starts with a summary of what you already told us on your application, such as your name, email, NetID, phone, pronouns, Yale affiliation, and graduation year. Check it, and select Update my details if anything has changed. If your application did not include a detail the form needs, you are asked for it directly below the summary.
You may also be asked to:
Add other details like your date of birth or dietary restrictions.
Upload a profile photo: a clear, recent photo of your face, looking at the camera, just you (no group photos, sunglasses, hats, filters, or avatars). It becomes your HAVEN Hub profile photo so your directors and the clinic team can recognize you. PNG, JPEG, WebP, and iPhone photos (HEIC) are accepted, and the photo is cropped to a square. If we already have a photo of you, it is shown and a new one is optional.
Complete the HIPAA section: enter your HIPAA completion date and upload your HIPAA certificate (PDF). If we already have a certificate on file that covers the term, the form tells you so and you do not need to upload it again (you can still choose Upload a newer certificate instead).
Complete the Epic Access section, if your department uses Epic. You are not asked whether you need Epic; your department decides that. If your Epic ID is already on file, the form just confirms it. Otherwise, check I already have a Yale Epic account. if you do, and enter Your Epic ID (in capital letters) and whether you currently work with Yale New Haven Hospital. If you do not have an account, we set one up for you and send directions after you submit.
Answer the Scheduling questions: How many shifts would you like to work this term?, and whether you need to make any last-minute changes to your availability. The form shows the clinic dates you chose on your application. Changes to your availability can only be made by request: if you answer yes, list which dates need to change and why, and your directors review the request. Your schedule does not change until they do.
Read each agreement and sign it with your initials, then sign the final agreement with your full name.
Answer any other questions your department or cycle includes.
Required fields are marked with an asterisk (*).
Note
Each signature box starts in draw mode. Draw your signature with your mouse, finger, or stylus, or click Type instead to type it. Clear wipes it so you can redo it, and the box shows Signed once you have signed. Every agreement is required.
Warning
Your HIPAA completion date must be within the last 5 years and cannot be in the future. The certificate upload accepts a PDF or an image. If your certificate and photo together are too large to send, the form asks you to use a smaller file.
When everything looks right, select Submit onboarding. On success you see a green message, "Thanks, your onboarding is complete.", followed by What happens next: how you will sign in to HAVEN Hub once you are added to the roster, your training date if one is set, what happens with your Epic access, and that a recruitment lead will review your submission and add you to the roster. In the applicant portal, your application shows Onboarding in progress with Form submitted.
If your link stops working
If you open the form and see "This onboarding form is not available," the link may be invalid, already used, or expired. Use the Need a new link? contact on that screen, or ask your recruitment lead to resend the link.
If more than one department accepts you
Sometimes a second department wants you as well. In some cases the clinic approves a place in both departments. When that happens, your acceptance names both departments, and your one onboarding form includes what each department needs.
Otherwise, when more than one department accepts the same applicant, the recruitment lead sorts out where you land before any onboarding link is sent. Until it is resolved, no onboarding link can go out, and your application status in the portal stays neutral (Submitted / Under review) rather than showing an acceptance or a rejection.
Note
There is nothing for you to do here. Staff handle this behind the scenes. If your status sits at "Under review" a little longer than you expected, this may be why.
Accepting your offer is a separate step from getting ready for shifts. Once you have a hub account, see New-volunteer setup for the checklist that clears you to be scheduled.