Frequently Asked Onboarding Questions

Your program coordinator will provide you with the necessary contact information.

Residency contracts are structured on an academic year basis, and renewal contracts are issued each February. Additionally, stipend rates vary by PGY level. You can find more details about the stipend rates here.

For trainees requiring a visa, the first step is to sign a manual contract. This contract will be sent to you via email from Juanita Lindsey. You must print, sign, and mail it to your Program Coordinator. Once received, the Program Director will sign it before forwarding it to GME for final processing. The contract will then be sent to Billy Criswell in HR for uploading to ECFMG, and he will contact you via email with the next steps.

Most residents and fellows practice under a training license, which is processed and paid for by the GME office throughout your time here. If a trainee wishes to obtain a full Virginia medical license and meets the requirements set by the Virginia Board of Medicine, they must apply independently. The training license application process begins in mid-April. Detailed steps will be provided in the credentialing checklist within Ni.

MIDAS (Monarch Identification and Authorization System) is a centralized login ID and password management system that securely stores user information and allows seamless access to various University networked resources. By using the same login credentials across multiple systems, MIDAS simplifies the process for users.

Creating a MIDAS account is the first step in your onboarding process. Without it, you will not be able to proceed with important tasks such as setting up your email, completing clearance paperwork in the occupational health database, or being added to the Human Resource system.

You will receive an email from Billy Criswell in Human Resources containing your UIN (University ID Number) and instructions on how to create your MIDAS account. The UIN is a unique 8-digit identifier used to link your student and employee records.

• MIDAS: This system provides access to all ODU systems with a single login ID and password.
• LeoOnline: This platform allows you to set up direct deposits, update your address, and manage tax information.
• Papers: Trainees use this system to complete their HR onboarding paperwork.
• Cardinal: This is where trainees go to elect their health coverage.

Trainees will receive information about employment benefits during the 3-month onboarding process. Human Resources will be available at GME Orientation to answer any questions you may have. Benefit selection will begin on your official start date, typically July 1 for most trainees.

Although we expect all trainees to adhere to the deadlines given, we are aware that some exceptions need to be made for those on visas without a SS#.

Several departments will need to process your information before you receive your email from HR. The email will be sent to you directly from HR in about two to three weeks after Match Day.

No. You will have to wait to submit your social security card. You cannot apply for a US social security number until you have been in the country for a minimum of 10 days. We will assign you a temporary SSN for MIDAS account creation that will hold the place of your government issued number.

The parking form still needs to be completed with as much information as possible and uploaded. This allows the parking coordinator to input the trainee in the system in advance. Vehicle information could be added later. 

The form could be completed by a physician in another country; however, it must be within the time frame noted in the step.