Onboarding eOPF Certification Forms Guide

USA Staffing Upgrade

Quick Reference Guide of

System Generated Emails

OFFICIAL USE NOTICE: This material is intended exclusively for use by USA Staffing customers and is not to be distributed

without approval from the USA Staffing Program Office. This communication may contain information that is proprietary,

U.S.

Office of Personnel Management

1900

E Street, NW, Washington, DC

20415

Revised 2/15/2018    Page 2   
   
privileged or confidential or otherwise legally exempt from disclosure. If you have received this document in error, please 
notify the USA Staffing Program Office immediately and delete all copies of the presentation.   
    
Contents   
INTRODUCTION ...................................................................................................................................................................... 2 
REVIEWS ................................................................................................................................................................................. 3 
A.  Review Pending ............................................................................................................................................................. 3 
B.  Review Recalled ............................................................................................................................................................. 4 
C.  Review Returned ........................................................................................................................................................... 5 
ONBOARDING ......................................................................................................................................................................... 6 
A.  Tentative Job Offer Acceptance .................................................................................................................................... 6 
B.  Official Job Offer Acceptance ........................................................................................................................................ 7 
C.  Tentative Job Offer Declination ..................................................................................................................................... 7 
D.  Official Job Offer Declination ........................................................................................................................................ 8 
E.  Tentative Job Offer Information Request ...................................................................................................................... 9 
F.  Official Job Offer Information Request .......................................................................................................................... 9 
G.  Additional Tasks Assigned ........................................................................................................................................... 10 
H.  Return for Correction .................................................................................................................................................. 10 
I.  Return for Signature ..................................................................................................................................................... 12 
J.  Onboarding Credentials Registration ........................................................................................................................... 12 
USA HIRE NOTIFICATIONS .................................................................................................................................................... 12 
A.  Assessments Required ................................................................................................................................................. 12 
B.  Assessments are Complete.......................................................................................................................................... 13 
C.  Accommodation Request Approved............................................................................................................................ 14 
D.  Accommodation Request Not Approved .................................................................................................................... 14 
E.  Request for Assessment Accommodation is Under Review ........................................................................................ 15 
 
  
   
       
INTRODUCTION        
   

Revised 2/15/2018 Page 3

This document serves as a reference for identifying system generated emails in the USA Staffing Upgrade.

Some notifications may be customized to meet situational needs, and are identified below. This resource

may be used to help Federal agencies identify what additional verbiage they would like to communicate to

individuals, and identify which types of notification templates they would like to create for their customers.

To reference our recommendations for custom notification templates, please see our Notification Template

Examples quick guide.

REVIEWS

A. Review Pending

1. Recipient: Reviewer and Review Owner

i. Trigger: A review is sent to at least one selected Reviewer ii. Is it customizable? No

iii. Email subject line: You have a new Review pending for Request (Request

Number) iv.

System generated email content:

2. Recipient: Follower

i. Trigger: A review is sent to at least one selected Reviewer and at least one selected

Click on the link below or copy and paste the URL into your browser’s address bar to access this Review for the (Position

Title), (Pay Plan

Series

Grade) position.

(

Link to review)

This review is due on

(

Due Date

)

If you have any questions, please contact (Review Owner’s Name) at (Email Address) or (Phone Number).

Note: This is an automated email message. Please do not reply.

------------------------------

USA Staffing® System

A review has been issued for the (Review Type) of (Position Title), (Pay Plan

Series

Grade).

This review is due on

(

Due Date

)

If you have any questions, please contact (Review Owner’s Name) at (Email Address) or (Phone Number).

Note: This is an automated email message. Please do not reply.

------------------------------

USA Staffing® System

Revised 2/15/2018 Page 4

Follower ii. Is it customizable?

iii. Email subject line: A new Review is pending for Request (Request Number) iv.

System generated email content:

B. Review Recalled

1. Recipient: Reviewer and Review Owner

i. Trigger: An HR user clicks the “Recall Review” button on the Review Assignments tab

within a Review

ii. Is it customizable? No iii. Email subject line: Review (Review Name) for Request

(Request Number) has been recalled

iv. System generated email content:

2. Recipient: Follower

i. Trigger: An HR user clicks the “Recall Review” button on the Review Assignments tab

within a Review

Revised 2/15/2018 Page 5

ii. Is it customizable? No iii. Email subject line: Review (Review Name) for Request

(Request Number) has been recalled iv. System generated email content:

C. Review Returned

1. Recipient: Reviewer and Review Owner

i. Trigger: A Hiring Manager user clicks the “Return to HR” button in a Review ii. Is

it customizable? No iii. Email subject line: A Review for Vacancy (Vacancy

Number), (Position Title), has been returned by (Name of Hiring Manager user who

returned the review)

iv. System generated email content:

The Review for the (Position Title), (Pay Plan

Series

Grade) position has been recalled for the following reason:

(

Reason)

If you have any questions, please contact (Review Owner’s Name) at (Email Address) or (Phone Number).

Note: This is an automated email message. Please do not reply.

------------------------------

USA Staffing® System

The (Review Type) review for the (Position Title), (Pay Plan

Series

Grade) position has been recalled for the following

reason:

(

Reason)

If you have any questions, please contact (Review Owner’s Name) at (Email Address) or (Phone Number).

Note: This is an automated email message. Please do not reply.

------------------------------

USA Staffing® System

Revised 2/15/2018 Page 6

2. Recipient: Follower

i. Trigger: A Hiring Manager user clicks the “Return to HR” button in a Review ii. Is

it customizable? No iii. Email subject line: A Review for Vacancy (Vacancy

Number), (Position Title), has been returned by (Name of Hiring Manager user who

returned the review) iv. System generated email content:

ONBOARDING

A. Tentative Job Offer Acceptance

1. Trigger: New hire accepts the tentative job offer

2. Recipient: Supervisor of the new hire and the onboarding process owner. If the new hire

record was created manually, then the HR user who approved the request would receive this

notification. If the new hire record was created by a certificate, then the notification would be

received by the HR user who audited the certificate.

3. Is it customizable? No

4. Email subject line: Tentative Job Offer Acceptance – (Name of New Hire)

5. System generated email content:

(Name of New Hire) has accepted the Tentative Job Offer for the (Pay Plan-Series-Grade) (Position Title) recruited for by

Request Number: (Request Number).

(

Name of Hiring Manager user) has returned (Review Name).

You may access

this Review by logging into USA Staffing® or by clicking on the link below.

(

Link to Review)

If you are unable to open this link, follow these instructions:

. Copy the text below.

(

Link to Review)

. Open a new browser window.

. Paste the copied text into the browser's address bar.

Note. This is an automated email message. Please do not reply.

--------------------------------

USA Staffing® System

(

Name of Hiring Manager user) has returned the (Type of Review) review for (P

osition Title), (Pay Plan

Series

Grade).

Note. This is an automated email message. Please do not reply.

--------------------------------

USA Staffing® System

Revised 2/15/2018 Page 7

B. Official Job Offer Acceptance

1. Trigger: New hire accepts the official job offer

2. Recipient: Supervisor of the new hire and the onboarding process owner. If the new hire

record was created manually, then the HR user who approved the request would receive this

notification. If the new hire record was created by a certificate, then the notification would be

received by the HR user who audited the certificate.

3. Is it customizable? No

4. Email subject line: Official Job Offer Acceptance – (Name of New Hire)

5. System generated email content:

(Name of New Hire) has accepted the Official Job Offer for the (Pay Plan-Series-Grade) (Position Title) recruited for by

Request Number: (Request Number).

If you are the new hire's supervisor, you are receiving this email for informational purposes only. Please consult with your

Human Resources office if you have any questions.

If you are the onboarding process owner for this new hire, please access the USA Staffing website at

https://usastaffing.gov/ to ensure the appropriate tasks are assigned for the next step in the onboarding process.

Note: This is an automated email message. Please do not reply.

----------------------

USA Staffing® System

C. Tentative Job Offer Declination

1. Trigger: New hire declines the tentative job offer

2. Recipient: Supervisor of the new hire and the onboarding process owner. If the new hire

record was created manually, then the HR user who approved the request would receive this

notification. If the new hire record was created by a certificate, then the notification would be

received by the HR user who audited the certificate.

3. Is it customizable? No

4. Email subject line: Tentative Job Offer Declination – (Name of New Hire)

If you are the new hire's supervisor, you are receiving this email for informational purposes only. Please consult with your

Human Resources office if you have any questions.

If you are the onboarding process owner for this new hire, please access the U

SA Staffing website at

https://usastaffing.gov

ensure the appropriate tasks are assigned for the next step in the onboarding process.

Note: This is an automated email message. Please do not reply.

----------------------

USA Staffing® System

Revised 2/15/2018 Page 8

5. System generated email content:

(Name of New Hire) has declined the Tentative Job Offer for the (Pay Plan-Series-Grade) (Position Title) recruited for by

Request Number: (Request Number), due to the reason below. As a result, the onboarding process has been cancelled.

(Reason for Declination)

If you are the new hire's supervisor, you are receiving this email for informational purposes only. Please consult with your

Human Resources office if you have any questions.

If you are the staffing specialist or onboarding process owner for this new hire, please access the USA Staffing website at

https://usastaffing.gov/ to update the certificate audit to reflect the new hire's declination, as appropriate.

Note: This is an automated email message. Please do not reply.

----------------------

USA Staffing® System

D. Official Job Offer Declination

1. Trigger: New hire declines the official job offer

2. Recipient: Supervisor of the new hire and the onboarding process owner. If the new hire

record was created manually, then the HR user who approved the request would receive this

notification. If the new hire record was created by a certificate, then the notification would be

received by the HR user who audited the certificate.

3. Is it customizable? No

4. Email subject line: Official Job Offer Declination – (Name of New Hire)

5. System generated email content:

(Name of New Hire) has declined the Official Job Offer for the (Pay Plan-Series-Grade) (Position Title) recruited for by

Request Number: (Request Number), due to the reason below. As a result, the onboarding process has been cancelled.

(Reason for Declination)

If you are the new hire's supervisor, you are receiving this email for informational purposes only. Please consult with your

Human Resources office if you have any questions.

If you are the staffing specialist or onboarding process owner for this new hire, please access the USA Staffing website at

https://usastaffing.gov/ to update the certificate audit to reflect the new hire's declination, as appropriate.

Note: This is an automated email message. Please do not reply.

----------------------

USA Staffing® System

Revised 2/15/2018 Page 9

E. Tentative Job Offer Information Request

1. Trigger: New hire clicks on the link within the tentative job offer and selects “Need More

Information”, enters the information being requested, provides birth month and day, and clicks

“Confirm Identity”

2. Recipient: Supervisor of the new hire and the onboarding process owner. If the new hire

record was created manually, then the HR user who approved the request would receive this

notification. If the new hire record was created by a certificate, then the notification would be

received by the HR user who audited the certificate.

3. Is it customizable? No

4. Email subject line: Tentative Job Offer Information Request – (Name of New Hire)

5. System generated email content:

F. Official Job Offer Information Request

1. Trigger: New hire clicks on the link within the official job offer notification and selects “Need

More Information”, enters the information being requested, provides birth month and day, and

clicks “Confirm Identity”

2. Recipient: Supervisor of the new hire and the onboarding process owner. If the new hire

record was created manually, then the HR user who approved the request would receive this

(

Name of New Hire) has requested additional information regarding the Tentative Job Offer for the (Pay Plan

Series

Grade) (Position Title) recruited for by Request Number: (Request Number). The following information has been requested.

(

Reques

ted Information)

Please contact the new hire as soon as possible with the requested information.

Note: This is an automated email message. Please do not reply.

----------------------

USA Staffing® System

(

Name of New Hire) has requested additional information regarding the Official Job Offer for the (Pay Plan

Series

Grade)

(

Position Title) recruited for by Request Number: (Request Number). The following information has been requested.

(

Reque

sted Information)

Please contact the new hire as soon as possible with the requested information.

Note: This is an automated email message. Please do not reply.

----------------------

USA Staffing® System

Revised 2/15/2018 Page 10

notification. If the new hire record was created by a certificate, then the notification would be

received by the HR user who audited the certificate.

3. Is it customizable? No

4. Email subject line: Official Job Offer Information Request – (Name of New Hire)

5. System generated email content:

G. Additional Tasks Assigned

1. Trigger: Onboarding user assigns additional tasks for the new hire after all new hire tasks are

complete

2. Recipient: New hire

3. Is it customizable? Yes; after adding additional tasks, the Preview Notification window will

appear with an ‘Edit Notification’ button. Additionally, sending this notification is optional, as

users may simply click the X icon located in the top right corner of the Preview Notification

window to avoid sending the notification.

4. Email subject line: New Hire Additional Tasks Assigned

5. System generated email content:

H. Return for Correction

1. Trigger: Onboarding user clicks “Return for Correction” when viewing a new hire form that had

been returned by the new hire

2. Recipient: New hire

3. Is it customizable? Yes; after clicking “Return for Correction”, the Preview Notification window

will appear with an ‘Edit Notification’ button. Additionally, sending this notification is optional,

as users may simply click the X icon located in the top right corner of the Preview Notification

window to avoid sending the notification.

4. Email subject line: Returned for Correction: (Name of New Hire Form)

5. System generated email content:

Dear (Name of New Hire),

You have been assigned additional tasks as part of your onboarding process

with (Agency Name). Please access your USA

Staffing® onboarding record by navigating t

ttps://onboard.stage.usastaffing.g

nd login with your USAJOBS login

e additional tasks on the Tasks pag

credentials. You will find information abou

If you have any questions, please contact your HR Office.

Thank You!

USA Staffing®

Revised 2/15/2018 Page 11

Hello (Name of New Hire),

The (Name of New Hire Form) form was returned to you for correction. The fields listed below contain incomplete,

incorrect, or inconsistent information.

•

(

List the fields which are incomplete, incorrect, or inconsistent)

In addition to t

he (Name of New Hire Form), you may also need to review and resubmit other forms that contain this

information. Please review your tasks and address those that are marked incomplete.

Please access the USA Staffing website at

https://onboard.stage.usastaffing.g

d make the appropriate corrections to

the questions identified above.

Thanks,

(

Name of Onboarding User)

Revised 2/15/2018 Page 12

I. Return for Signature

1. Trigger: Onboarding user clicks “Return for Signature” when viewing a new hire form that had

been returned by the new hire

2. Recipient: New hire

3. Is it customizable? Yes; after clicking “Return for Signature”, the Preview Notification window

will appear with an ‘Edit Notification’ button. Additionally, sending this notification is optional,

as users may simply click the X icon located in the top right corner of the Preview Notification

window to avoid sending the notification.

4. Email subject line: Returned for Signature: (Name of new hire form)

5. System generated email content:

J. Onboarding Credentials Registration

1. Trigger: New hire registers USAJOBS account with his/her new hire record

2. Recipient: New hire

3. Is it customizable? No

4. Email subject line: Onboarding Credentials Registered Successfully

5. System generated email content:

USA HIRE NOTIFICATIONS

A. Assessments Required

1. Trigger: USA Hire applicant submits initial application through Application Manager and

has not completed all required USA Hire assessments within the past year

2. Recipient: Applicant

3. Is it customizable? No

4. Email subject line: Online Assessments Required for Announcement (Announcement

Number)

5. System generated email content:

Hello (Name of New Hire),

The (Name of New Hire Form) form was returned to you for additional signature.

Please access the USA Staffing website at

https://onboard.stage.usastaffing

review the form for accuracy, and sign the

form.

Thanks,

(

Name of Onboarding User)

Revised 2/15/2018 Page 13

Dear (Applicant Name),

The job description for Announcement (Announcement Number), (Position Title), informed you that you may be required to

take one or more online assessments in order to complete your application for this position. We have determined that you

have not yet taken the required online assessment(s). To take the assessment(s) now, click the following link:

(Link to USA Hire Assessments)

You have until 11:59 PM ET on (Date (Two Days After Closing Date of Announcement)) to complete the required

assessment(s). If you have any questions about the assessments, please contact [email protected]. To determine

if you require Reasonable Accommodation review the information here:

https://help.usastaffing.gov/Apply/images/1/14/USA_Hire_Reasonable_Accommodation_FAQs_-_01-26-17.pdf

B. Assessments are Complete

1. Trigger: USA Hire applicant submits initial application through Application Manager and is

either ineligible or has already completed all required USA Hire assessments within the

past year

2. Recipient: Applicant

3. Is it customizable? No

4. Email subject line: Online Assessments for Announcement (Announcement Number) are

Complete

5. System generated email content:

Dear (Name of New Hire),

Congratulations! You have successfully confirmed your identity and registered your USAJOBS account with your onboarding

record in the USA Staffing® system. Your onboarding account in USA Staffing® allows you to view and complete tasks that

have been assigned to you as part of your onboarding process.

You may access your USA Staffing® onboarding account by navigati

ng t

https://onboard.usastaffing.go

Once there, you

will use your USAJOBS login credentials to access your onboarding acco

unt. The USAJOBS username you

istered with

USA Staffing® is: (New Hire’s User Name).

Information about your new position is as follows:

Agency: (Name of Agency)

Position Title: (Position Title)

Pay Plan: (Pay Plan)

Position Series: (Series)

Grade: (Grade)

If you have any questions please contact your HR Office.

Thank You!

USA Staffing®

Revised 2/15/2018 Page 14

Dear (Applicant Name),

The job description for Announcement (Announcement Number), (Position Title), informed you that you may be required to

take one or more online assessments in order to complete your application for this position. It has been determined that

you have completed all required online assessments and your application is complete. No further action is required.

If you have any questions, please contact (HR User’s Name) at (Phone Number) or (Email Address).

C. Accommodation Request Approved

1. Trigger: The reasonable accommodation request is adjudicated as Eligible by the

Reasonable Accommodation Adjudicator

2. Recipient: Applicant

3. Is it customizable? No

4. Email subject line: Assessment Accommodation for Announcement (Announcement

Number) Approved

5. System generated email content:

D. Accommodation Request Not Approved

1. Trigger: The reasonable accommodation request is adjudicated as Ineligible by the

Reasonable Accommodation Adjudicator

2. Recipient: Applicant

3. Is it customizable? No

4. Email subject line: Assessment Accommodation for Announcement (Announcement

Number) Not Approved

5. System generated email content:

Dear (Applicant Name),

Your request to receive an assessment accommodation for Announcement (Announcement Number), (Position Title), has

been approved. To take the required online assessment(s), click the following link:

(

Link to reasonable accommodation version of

USA Hire assessments)

You have until 11:59 p.m. on (Date (Two Days After Closing Date of Announcement)) to complete the required

assessment(s). If you have any questions about the assessments, please contact [email protected]

Revised 2/15/2018 Page 15

E. Request for Assessment Accommodation is Under Review

1. Trigger: USA Hire applicant submits an initial application through Application Manager

with a request for reasonable accommodation

2. Recipient: Applicant

3. Is it customizable? No

4. Email subject line: Request for Assessment Accommodation is Under Review

5. System generated email content:

Dear (Applicant Name),

The job description for Announcement (Announcement Number), (Position Title), informed you that you may be required to

take one or more online assessments in order to complete your application for this position. In your initial application, you

requested an assessment accommodation based on a claimed qualifying disability as defined by the Rehabilitation Act of

1973 as amended or the Americans with Disabilities Act of 1990 as amended. If you did not intend to request an assessment

accommodation or failed to provide the necessary documentation to support your claim for an assessment

accommodation, please log into your USAJOBS account to update your application accordingly.

Your request is under review. You will be notified by email when a resolution is made or if any additional information is

required to complete the review. If you have any questions, please contact (Name of External Contact from Announcement)

at (Phone Number) or (Email Address).

Dear (Applicant Name),

Your request to receive an assessment accommodation for Announcement (Announcement Number), (Position Title), was

not approved. To take the required assessment(s), click the following link:

(

Link to USA Hire Assessments)

You have until

11:59

p.m. on (Date (Two Days After Closing Date of Announcement) to complete the required

assessment(s). If you have any questions about the assessments, please contact

helpdesk@usahire.opm.gov