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Onboarding Information Overview

Updated

The Onboarding Information page is where you review information related to onboarding a new hire, contact information, review notification history and review data transmission history.

To access this tab, select the appropriate new hire Name link from the New Hires Dashboard and select Overview.

The following elements are displayed:

New Hire Overview page

The Summary section displays information about the new hire acceptance information and the accepted position. The following elements are displayed:

Offer Information

  • Invitation. Once received, this is the status and date of the new hire response to the invitation.
    • Reason: If the new hire requests to be contacted when accessing the invitation, tentative or formal offer, the reason will display.
    • Login.gov/USAJOBS Username. This is the email address associated with the USAJOBS account used by the new hire when they logged into onboard after they accepted their initial offer/invitation to log into the onboarding system. Note: This email address is not affected by changes to the email address in the response to the Biographic Information/Contact/Email address.
  • Tentative Offer. Once received, this is the status and date of the new hire response to the tentative offer.
    • Reason: If the new hire requests to be contacted when accessing the invitation, tentative or formal offer, the reason will display.
    • Login.gov/USAJOBS Username. This is the email address associated with the USAJOBS account used by the new hire when they logged into onboard after they accepted their initial offer/invitation to log into the onboarding system. Note: This email address is not affected by changes to the email address in the response to the Biographic Information/Contact/Email address.
    • Text Alert. This toggle allows you to manually enable or disable this option for new hire records created from a Certificate at any time until the Tentative Offer notification is initially sent.
      • Text alerts are sent to new hires who have opted into receiving text alerts within their USAJOBS profile.
      • Notes: 
        • If the new hire is not associated with a Certificate or the Tentative Offer has already been sent, users will not have the option to change this setting (the toggle will be grayed out).
        • Late Filers will not be able to receive text message alerts, even if they opt-in to receive the notifications.
  • Official Offer. Once received, this is the status and date of the new hire response to the formal offer.
    • Reason: If the new hire requests to be contacted when accessing the invitation, tentative or formal offer, the reason will display.
    • Login.gov/USAJOBS Username. This is the email address associated with the USAJOBS account used by the new hire when they logged into onboard after they accepted their initial offer/invitation to log into the onboarding system. Note: This email address is not affected by changes to the email address in the response to the Biographic Information/Contact/Email address.
  • Clear Authentication. This button allows users to clear the existing login.gov authentication association from a new hire record. For instructions, see: Clearing a new hire authentication.
    • Notes: 
      • The new hire record remains active, and existing onboarding data is unchanged. 
      • A History record is added including the HR user who reset the authentication and the date and time it was completed.
      • If the reset action cannot be completed, the system displays an error message and the existing login.gov authentication remains unchanged.
  • Notes:
    • Preliminary Acceptance indicates that the new hire navigated to the job offer response page and accepted the offer but did not finish signing in through login.gov to USA Staffing Onboard system.
    • Acceptance indicates that the new hire was able to accept the offer and successfully sign in through login.gov to USA Staffing Onboard system and access their record. Users can select on the information icon for the last login date/time to be displayed.

The Position Information section displays information related to the position. The following elements are displayed:

  • Edit Icon.png. This icons allows you to open the Position Information Questionnaire.
  • Position Description Number. This is the position description number of the new hire’s position.
  • Position Sensitivity and Risk. This drop-down allows you to choose the position sensitivity and risk from the drop-down list.
  • Security Clearance Required. This drop-down allows you to choose the required security clearance from the drop-down list.
  • PCS Eligible. This toggle when enabled flags the new hire record to indicate the new hire has been approved for permanent change of station (PCS) costs. The flag allows you to filter and report on new hire records to which the flag is assigned.
  • Duty Location. This is the duty location of the new hire’s position.
  • Salary . This is the salary of the new hire's position.
  • Projected Entrance-On-Duty Date. This drop-down calendar allows you to select the proposed entry on duty date for the new hire. This date may or may not align with the new hire's actual effective date.
  • Effective Date of Appointment. This drop-down calendar allows you to select the effective date of appointment for the new hire.

The Other Information section displays contact information related to the new hire. You can search for contacts by name or email. The following elements are displayed:

Contacts

  • Supervisor/Manager. This drop-down allows you to choose the supervisor or manager related to the new hire record from the drop-down list. Note: Users with the appropriate permissions have the ability to automatically update the Supervisor/Manager for requests in Selection Made status when the Requester is changed if the Requester and Supervisor/Manager were previously the same person. All changes are tracked in the History.
  • Onboarding Process Owner. This drop-down allows you to choose the onboarding process owner related to the new hire record from the drop-down list. You must assign yourself here if you want the new hire record to appear in your new hire view.
  • HR Contacts. This drop-down allows you to choose the HR Contacts related to the new hire record from the drop-down list. This contact information will be displayed to the new hire within the Contact Us section within the onboarding process.
  • Benefits Contacts. This drop-down allows you to choose the benefits contact related to the new hire record from the drop-down list. This contact information will be displayed to the new hire within the Contact Us section within the onboarding process.
  • Payroll Contacts. This drop-down allows you to choose thee payroll contact related to the new hire record from the drop-down list. This contact information will be displayed to the new hire within the Contact Us section within the onboarding process.
  • Additional Contacts. This drop-down allows you to choose the additional contact related to the new hire record from the drop-down list. This contact information will be displayed to the new hire within the Contact Us section within the onboarding process. The title for this contact can be edited/customized. For instructions, see: Editing an additional contact on a new hire record.

The Tags section displays tags related to the new hire. You can search by tag name. The following elements are displayed:

Tags

  • New Hire Tags. This field displays the tags assigned to the new hire record. Only Appointing Authorities and Mission Critical Occupations tags are available. For additional information, see: Tags.

The Personnel Action Details section displays optional dropdown fields for Nature of Action Code, Legal Authority Codes that can be populated into the New Hire record. Users can search by full or partial code or description, select one value for each field, populate the legal authority code fields independently, and remove values no longer applicable. 

Personnel Action Details

  • Nature of Action Code. This drop-down allows you to choose the nature of action code associated with the new hire record.
  • Legal Authority Code #1. This drop-down allows you to choose the legal authority code associated with the new hire record.
  • Legal Authority Code #2. This drop-down allows you to choose the legal authority code associated with the new hire record.

Note: The selections are editable in Active, Inactive, and Complete statuses and are read-only when the record is Cancelled.

For additional information, see: Notification History.

For additional information, see: New Hires Overview Tasks.

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