The New Hire Header Information is where you review information associated with the new hire record. This information is visible across all pages of the New Hire record.
To access this tab, select the appropriate new hire Name link from the New Hires Dashboard.
The following elements are displayed:
- New Hire Email Address. This is the email address where the new hire will receive notification messages from USA Staffing. Note: To view the email address used to login to their onboarding record, see the Login.gov/USAJOBS username in the Summary section.
- New Hire Number. This is the system generated number associated with the new hire record.
- Start Date/Projected EOD Date. The 'Start Date' will display once the HR user completes the Verify New Hire Arrived for First Day of Duty task and verified the new hire has entered on duty. The 'Projected EOD Date' may also display here if the new hire has not yet arrived, but the Projected Entrance-On-Duty Date has been input in the new hire Position Information Questionnaire.
- Position Title. This is the title of the position.
- Pay Plan-Series-Grade. This is the pay plan, series and grade of the position.
- Step. This is the step of the position.
- Customer. This field displays the customer associated with the new hire.
- Office. This is the office associated with the request.
- Request Number. This is the request number related to the new hire. Access the request by selecting on the link. New Hire records created with a return status of Vetting, do not need to have a request number.
- Vacancy. This is the vacancy number related to the new hire. Access the vacancy by selecting on the link.
- Announcement Number. This is the announcement number related to the new hire. Access the announcement by selecting on the link.
- Certificate Number. This is the certificate number related to the new hire selection. Access the certificate by selecting on the link.
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Status. This drop-down list allows you to make changes to the status of the new hire. Statuses include:
- Active. A new hire record becomes active when a certificate is audited or an onboard new hire request is approved.
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Cancelled. This status indicates a new hire is cancelled. New Hire records will be automatically made cancelled under the following conditions:
- This status indicates the certificate audit for the related applicant has been changed from Selected to a non-selected value.
- This status indicates the request number associated with the new hire record was cancelled.
- This status indicates the new hire record was manually cancelled by a user.
- Complete. This status is assigned when all HR tasks are complete, regardless of the new hire tasks.
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Inactive. This status indicates a new hire is inactive. New Hire records will be automatically made inactive under the following conditions:
- The new hire did not access the unique link from the invitation within 60 days of receipt or they have not accessed their onboarding account within 60 days.
- For instructions to reactivate a new hire, see: Activating an inactive new hire record.
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. This icon allows you to make changes to the status of the new hire record.
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First Day of Duty. This button allows you to verify the new hire arrived for their first duty day. Using this option will automatically mark the corresponding task status as complete for the New Hire.
- Note: Once the Verify the New Hire Arrived for their First Day of Duty task has been marked complete, the following information will be displayed: "Arrival Verified by [First Name Last Name on XX-XX-XXXX, time]".
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. This icon allows you to send an individual new hire notification from an existing template.
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Activity Summary. This toggle allows you opt in or out of the Activity Summary email for a new hire. This toggle is automatically defaulted on (enabled) for all new hire records.
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Notes:
- When the Activity Summary toggle is enabled, new hires in Active status will receive a single batched notification email on Monday, Wednesday and Friday identifying all overdue and upcoming tasks, the action required, and due date. The emails list up to five overdue tasks and five upcoming tasks in ascending order. Tasks must be in an Active status and have a due date input in order to appear on the notification.
- New hire records in Complete, Inactive, and Cancelled status will not receive any Activity Summary notifications. When the Activity Summary toggle is disabled, new hires will not receive any Activity Summary notifications.
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Notes:
For additional information, see: New Hires Overview Tasks.