Once a candidate is selected, follow your agency’s procedures to secure all necessary approvals and make an offer of employment.
If you are making a selection from another state agency, it is imperative that you (the gaining agency) contact the other HR office at the time the final offer is made to arrange for the transfer and confirm the effective date of the change. Use this contact list to coordinate with an independent agency.
Learn more about approval to appoint with criminal convictions, supplementary employment and dual employment.
Every employee should be onboarded. Most employees will go through an online orientation process. The online orientation includes required employment forms, policy acknowledgements, job details and benefits information. The content for the online site is available for our reference. Since this is a new process for the commonwealth, talking points are also available to help you speak with your agency supervisors. Supervisors should be getting the rest of their orientation information from supervisor self service.
Please see the HR Office's Onboarding Handbook for more information on providing new employees with access to the online orientation at their workstation or in the HR office. For exceptional cases when an employee faces language, accessibility or technology barriers and is unable to work online, an alternate delivery print packet is available. Paper should only be used in exceptional cases when employees do not have access to a computer at offices. Agency HR offices can find additional information in PA Alert 2012-06. Employees and supervisors can contact the HR Service Center, Employee Services at 866.377.2672 for assistance.
Use PA Alert 2012-12 for more information on the E-PAR process, including what to attach to your E-PAR if you are hiring an employee who is not included in the online orientation. The following resources are also available to you:
Fill a Vacant Position E-PAR Worksheet
HR Office's Roles and Responsibilities
Quick Guide for New Employees
Emergency Contacts Report Instructions
HR Service Center Contact Card Reorder Instructions
Use the Master Roles Document to identify which roles your new employees may need to be assigned in SAP.
After beginning commonwealth employment, employees will receive an employee mobility survey. This is in addition to the onboarding surveys they will receive throughout their first year of employment.
You should encourage survey participation and regularly review the data collected through these surveys. HR professionals with the employee mobility role in Oracle have access to the survey data collected. To gain access to this role, please use the HRISD Authorization Request Form and request access to the “Employee Mobility/Hiring Process Survey Reporting Views.”
Here is a list of views to access the onboarding survey data via Microsoft Access:
Agencies not supported by the HR Service Center may still need these documents for their orientation process:
Emergency Info Form
Local Services Tax – Exemption Certificate
Read up on employee training and development.