1100-FM-BHR0056 12/2012
Form
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF ENVIRONMENTAL PROTECTION
BUREAU OF HUMAN RESOURCES
Employee Name:
Personnel #:
Organization:
Start Date:
Job Title:
NEW EMPLOYEE HR ORIENTATION CHECKLIST
Instructions: Use the following list as a guide to onboard your new employee on DEP’s HR and related policies; consider the
needs of the new employee when determining which items are applicable. The checklist should be completed on the first day of the
employee’s appointment date. Mark each item with your initials as discussed, or note N/A if not applicable to this employee. Upon
completion, ensure the form is signed and dated and forwarded to the Bureau of Human Resources.
Preparing for your prospective hire: Ensure that the following have been completed before the employee's
start date.
1.
2.
3.
4.
5.
Subject
Schedule ID Badge appointment and building access card
Appointment Date/Time:
Schedule New Employee HR Orientation
New Employee HR Orientation Date/Time:
Schedule New Employee Agency Orientation Program
New Employee Agency Orientation Program Date/Time:
Verify employment eligibility and complete the Section 2, I9 Form
HR Liaison’s
Initials
Date
6. Create Official Personnel Folder (BHR only)
7. Update Leave and Seniority in SAP (BHR only)
Other:
Day 1: During the New Employee HR Orientation, discuss the following items with new employees on their first day
of employment.
Employee's
HR Liaison’s
Subject
Initials
Initials
Date
Human Resources at DEP
8. BHR Mission Statement
9. DEP Human Resource Staff and Responsibilities
10. Roles of BHR, the HR Service Center, and HR Liaison
DEP and Local Employment Policies/Procedures
Equal Employment Opportunity
11. Non-Discrimination Policy Statement
12. Disability-Related Employment Policy – Job Accommodations
Requests
13. Personnel Selection
Duties and Performance Management
14. Performance Management
Our EPR Coordinator is:
15. Secretary’s Recognition Program
16. Out-Service Training Policy
17. Tuition Assistance for Academic Credit Courses
18. Mandatory Training
19. Role of the Training Coordinator
Our Training Coordinator is:
20. Supplementary Employment Process
Other:
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1100-FM-BHR0056 12/2012
Form
Employee's
Initials
Subject
HR Liaison’s
Initials
Equipment/Supplies
21. DEP IT Security
22. Electronic Mail/Internet Acceptable Use Policy
23. Computer Software for Personal Computers
24. Wireless Communications Policy
25. Utilization of DEP Vehicles
Other:
Safety, Security and Well-being
26. Defensive Driving
27. Badging Policy/Photo ID
28. Workplace Violence Prevention/Fact Sheet
Our Workplace Violence Prevention Contact is:
29. Threats Directed Toward DEP Employees
30. Emergency Evacuation and Bomb Threat
31. Work Related Injury Information
Our Workers’ Compensation Coordinator is:
32. Nursing Mothers’ Room
33. First Aid Kit Locations
Other:
Time and Absence Management
34. General Absence Management Issues
35. ESS/SSS Demonstration
36. Absence Management for Supervisors
37. Sick Parental and Family (SPF) Care Leave and Family and
Medical Leave Act (FMLA)
38. Role of the Timekeeper
Our timekeeper is:
Other:
Miscellaneous
39. IntraDEP website; Policies, Forms, Guidelines
40. Job Bid Form
Our Placement Contact is:
41. Blood Banks
42. Professional Licensure
Other:
My HR Liaison has reviewed the listed applicable items with me.
Employee Signature
Date
I have reviewed the applicable items above with the employee.
HR Liaison for New Employee Orientation Signature
Date
THE BHR Onboarding Checklist is to be maintained in employee's Official Personnel Folder (OPF).
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1100-FM-BHR0056 12/2012
Instructions
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF ENVIRONMENTAL PROTECTION
BUREAU OF HUMAN RESOURCES
NEW EMPLOYEE HR ORIENTATION TALKING POINTS
Preparing for your prospective hire
1. Schedule appointment for ID Badge with your badging coordinator and ensure employee has building
access for Day 1.
2. Schedule New Employee HR Orientation for the employee’s start date.
3. Schedule New Employee Orientation in central office. This event is facilitated by the Bureau of Human
Resources (BHR).
4. Complete Section 2 of the I9 form prior to the employee’s second day. If the employee brings in the
appropriate documentation prior to his/her start date, complete Section 2 at that time.
5. Create the Official Personnel Folder and maintain until first day of employment. (BHR only)
6. Complete the leave and seniority information in SAP for those employees who have previous eligible
service credit. (BHR only)
Day 1
Human Resources at DEP
7. Discuss the mission of the Bureau of Human Resources (BHR). Go to the DEP HR website to show
where HR information is available.
8. Provide the BHR directory and explain the operations of the bureau.
9. Discuss the roles of BHR, the HR Service Center and the local HR Liaison. Refer to A Program Office
Guide to Human Resources Related Roles in DEP @ P:\Divisions\HR Roles and Contacts\ A Program
Office Guide to Human Resources Related Roles in DEP.
DEP and Local Employment Policies/Procedures – The following policies
intradep/policies/index.htm. Please check the site for the most recent updates.
are
located
at
Equal Employment Opportunity
10. Non-Discrimination Policy Statement: DEP is committed to equal employment opportunities and to the
development and maintenance of a workplace free from discrimination, retaliation, and harassment.
Prompt action will be taken to investigate and resolve allegations of harassment and such allegations
will be treated with the same level of attention as other potential disciplinary actions. If the employee
believes s/he has been subjected to discrimination, s/he may file an internal complaint using STD-486,
Equal Employment Opportunity Discrimination Complaint, or contact DEP’s EEO Officer.
11. Disability-Related Employment Policy - Job Accommodation Requests: DEP’s policy describes the
process for requesting job accommodations under the Americans with Disabilities Act (ADA) of 2009
and informs managers and supervisors of their role in this process. It is the obligation of an individual
with a disability to request a job accommodation or indicate that s/he has a disability that is affecting
his/her ability to perform the essential functions of the job.
12. Personnel Selection Policy: DEP is committed to continue to increase job opportunities for all DEP
employees. Employees are encouraged to take Civil Service examinations when they are available to
increase their job opportunities
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1100-FM-BHR0056 12/2012
Instructions
Duties and Performance Management
13. Performance Management Policy: DEP supports a culture of Performance Management and creates a
work environment where staff is enabled to perform to their best abilities. This includes incorporating
processes, tools, and resources such as onboarding, position descriptions, performance standards,
mentoring, coaching, recognition, and employee performance reviews. The supervisor will provide
additional information on duties, performance standards, etc.
14. Secretary’s Recognition Program:
The DEP Employee Recognition Program acknowledges and
celebrates the success and contributions of agency employees, as well their commitment to the
agency’s mission and core values. It honors those who go above and beyond in performing their
duties, demonstrate outstanding work ethics and show an exceptional commitment to protecting
human health and the environment.
15. Out-Service Training Policy: DEP has the authority to approve Out- Service Training (OST) as part of
a planned program to improve business operations. Critical factors to consider are whether the
training is related to the type of work an employee does and will result in a skill that is useful to the
agency, balanced with budget considerations, This policy pertains to OST Events such as conferences,
workshops, seminars, professional association meetings, and courses that are sponsored or
coordinated by sources other than the Commonwealth government and which may require an
employee’s absence from work.
16. Tuition Assistance for Academic Credit Courses: DEP provides tuition reimbursement for academiccredit course tuition in situations where updated skills and knowledge are required to perform job
duties. This policy is limited to providing tuition reimbursement for academic-credit courses in pursuit
of specific job-related skills that can be expected to enhance the employee’s value to DEP in his or her
current position, or where it is appropriate, to prepare employees for changes in job assignments or
technology changes where there is a specific business need for employees with such skills as identified
by the agency. Each course must be approved by the employee's chain of command (supervisor
through executive deputy secretary for Administration and Management) and Human Resources prior
to the start date of the course. A key factor is funding; however, the course must also be directly
related to the current job responsibilities of the employee.
17. Mandatory Training: All DEP employees are required to take the DEP Preventing Sexual Harassment
web-based training course.
All new employees who must drive in order to carry out their job
responsibilities are required to take the DEP Defensive Driving web-based training course. There are
many required Commonwealth web-based training courses and several required DEP instructor-led
courses listed on the spreadsheet, i.e., Defensive Driving - Interns, Essentials of Supervision, and New
Employee Orientation.
These courses must be taken within 30 days of hire/start date, within 6
months of hire/start date, once, annually, or every two years.
18. Role of the Training Coordinator: A training coordinator is a designated person in each office who is
responsible for coordinating all training activities for employees in their assigned areas. Your training
coordinator, supervisor, and the Employee Development Division make up the team of people who
work hand-in-hand to help you find the training you need for your professional development and to
keep track of your training accomplishments. It’s important that you and your supervisor discuss and
understand your training needs.
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Instructions
19. Supplementary Employment Requests (SER): In accordance with the Governor’s Code of Conduct, the
SER form, STD-355, needs to be completed as soon as an employee contemplates engaging in
supplementary employment, whether for compensation or remuneration.
Approval of the
supplementary employment is required prior to accepting private employment or rendering services
for a private interest.
Equipment/Supplies
20. DEP IT Security Policy: All employees and other users of DEP or Commonwealth IT resources, the
internet and email should be aware that all records of internet use and email communication (sent,
received or stored), on Commonwealth computers are the property of the Commonwealth, and are not
deemed private. At its discretion, management may at any time access and review any internet
record or any email communication by users for compliance with the provisions of Commonwealth IT
and appropriate use directives and policies.
21. Electronic Mail/Internet Acceptable Use Policy: All electronic messages and other data within the
official Internet and e-mail system, including data originating on non-Departmental equipment, are the
property of the Department, regardless of whether such data are business-related. Department
computer systems are intended for official Commonwealth business. Employees shall have no
legitimate expectation of privacy in their use of official e-mail, Internet or other computer resources.
22. Computer Software for Personal Computers: The use of personally obtained software on DEP-owned
computers is not authorized. Software needed for an employee’s job, as determined by management,
should be purchased through normal DEP purchasing channels.
23. Wireless Communications Policy: Allocation of wireless communication devices is to be determined as
operationally necessary by DEP’s Deputy Secretary for Administration and Management. All usage
must comply with all applicable federal laws, state laws, rules, and regulations and is intended for
Commonwealth business purposes. Any improper use of Commonwealth-issued wireless devices may
result in employee disciplinary action up to and including termination. Every employee with a
Commonwealth-provided wireless device must sign a Wireless Communication Device Employee
Acknowledgement Form.
24. Utilization of DEP Vehicles: DEP’s vehicle travel program enables DEP travelers to successfully execute
their essential travel requirements at the lowest reasonable cost. Employees must utilize agency
leased and owned vehicles for Commonwealth travel. Travel reimbursement for mileage at the higher
Privately Owned Vehicle Reimbursement Rate will not be approved unless the employee had prior
approval to utilize their personal vehicle for Commonwealth travel. Employees who drive must verify
that they possess a valid driver’s license at least annually.
25. Defensive Driving Awareness Policy:
DEP is committed to promoting safe vehicle operation,
responsible driving practices, and appropriate vehicle maintenance.
26. Badging Policy/Photo ID: All DEP staff must have an agency ID Badge to enter his/her work location.
The HR Liaison in field locations may coordinate providing a badge at the local level. BHR coordinates
obtaining badges issued by the Department of General Services for employees assigned to central
office and Bureau of Laboratories.
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1100-FM-BHR0056 12/2012
Instructions
27. Workplace Violence Prevention Policy: DEP is committed to providing a safe, healthy and secure work
environment free from violence. Acts or threatened acts of violence will not be tolerated. Any
employee engaging in violent behavior will be subject to discipline, up to and including dismissal and
may be personally subject to other civil or criminal actions. Employees who are recipients of or
witnesses to violent incidents should immediately report such conduct to their Supervisor or Manager
or the Workplace Violence Coordinator, in accordance with the procedures outlined in this policy.
28. Workplace Violence Fact Sheet: This fact sheet was developed to assist employees in understanding
the definition of workplace violence and includes examples, such threats in person, by letter or note,
telephone, fax, or electronic mail; intimidation; harassment including sexual harassment, mugging,
robbery and attempted robbery, and destruction of Commonwealth property. Extremely serious cases
include, but are not limited to physical assault, rape, murder, and bomb threats.
29. Threats Directed Toward DEP Employees: This policy describes actions to be taken when a DEP
employee receives a written or verbal threat from someone or source who is not a DEP employee. .
All threats against DEP employees are considered serious and will be reported and acted upon
immediately. Local, state and as appropriate federal law enforcement officials will be asked to
intervene to ensure the protection of DEP employees who are threatened.
30. Emergency Evacuation and Bomb Threat: Each DEP organization has an Emergency Evacuation Plan,
which will be provided by the employee’s supervisors. Refer to MD 720.7, Bomb Threats and
Suspicious Packages, for more information about steps to take in response to a bomb threat, including
completing the Bomb Threat Data Card (STD-499).
31. Work Related Injury Information Reporting Requirements for Injuries and Accidents: All injuries,
regardless of how minor they may seem, must be reported by the employee to their supervisor.
Supervisors are required by law to report injuries as soon as possible. Injury information must be
entered by supervisors through ESS for Supervisors.
32. Nursing Mothers’ Room: Nursing mothers’ rooms are available for DEP employees or clients of DEP
who are nursing mothers for up to one year after the child’s birth.
33. First Aid Kit Locations: Kits are provided for employee use in each DEP office location.
Absence Management
34. General Absence Management Issues - The commonwealth has several absence codes that are used to
represent reasons for absences. Most absence requests can be approved by the supervisor, while
others, including leaves without pay and work-related injury absences, require approval by BHR staff.
Employees have the responsibility to manage their absences to not exceed the quotas granted each
year. Supervisors have the responsibility to maintain efficient operations while balancing requests to
be absent and they have the responsibility to ensure that employees are eligible for the absences
requested. Discuss the process for scheduling time off, the need for prior approval, and the potential
for leave requests to be disapproved. Notify the employee who can approve leave if the supervisor is
unavailable.
35. ESS/SSS Demonstration @ www.myworkplace.state.pa.us
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1100-FM-BHR0056 12/2012
Instructions
36. Absence Management for Supervisors: Discuss the Absence Management for Supervisors web based
training. The Absence Management for Supervisors classroom presentation and materials is available
on the SPF website for supervisors at www.spfsupervisors.state.pa.us.
37. Sick, Parental and Family (SPF) Care Leave and Family and Medical Leave Act (FMLA) - Inform the
employee that after one year of employment they may be entitled to leave under the FMLA. The
employee should understand that it may be necessary to ask the reason for any absence to ensure
that the employee's rights under this Act are provided.
38. Role of the Timekeeper: Discuss the Timekeeper’s role in assisting with CATS completion, work
schedule substitutions, etc.
Miscellaneous
39. IntraDEP website; Policies, Forms, Guidelines: Go to the IntraDEP website and show employees how
to navigate through the website, @ intradep
40. Blood Bank: Provide information about your organization’s participation in local blood bank drives.
DEP/RCSOB in partnership with DCNR/RCSOB holds a blood drive twice a year.
In addition,
employees may donate blood to the DEP blood bank; the handout has those specific details for those
interested.
41. Job Bid Form: DEP has an agency job bid form that is required when you apply for a position within
DEP @ www.portal.state.pa.us/portal/server.pt/community/human_resources/14108
42. Professional Licensure: Refer to the Coordinating Committee on Professional Practices’ intranet site for
more information @ intradep/MTS/Professional/default.htm
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