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What to Expect
As we welcome you to Penn State College of Medicine, this dedicated section of our website will be your source of information to onboard you as a new employee. We will briefly go through some key pieces of information to prepare you for what to expect now that you have accepted your offer to be a new employee at Penn State College of Medicine.
Before you can start your employment at Penn State College of Medicine, your recruiter from Human Resources will be asking you to complete a number of steps before your first day. These will include:
- Background clearances
- COVID vaccine mandate
Before You Start
Over the next few weeks, you will be working with the Human Resources recruiter who offered you the position. This person is your main contact until you arrive on campus for day 1 of your new position. If at any time you have a question, please reach out to this person by email or by phone. If you need this information, please visit our Meet the Team page.
College of Medicine Human Resources will be sending you a series of steps that need to be completed to officially become an employee. This information will be sent to you with tight turnaround times to meet the start date determined by Human Resources and your new hiring manager. Please check your personal email on a regular basis to avoid missing key information and deadlines.
The following are items Human Resources will ask you to complete before your first official day:
- Background Clearances
- COVID Vaccination Requirements
Once all required clearances are received, your hire will be processed through the Workday system. You will receive multiple emails the week prior to your start date from the College of Medicine HR Team via the askCOMHR@pennstatehealth.psu.edu email address and from Penn State University.
The email you will receive from the University will be titled “WELCOME TO PENN STATE! Your Onboarding Journey Starts Here.” This email contains a roadmap of steps to assist you with activating your Penn State University account and required new hire onboarding tasks This information will also be reviewed in your new hire emails from the College of Medicine and during the New Hire Orientation.
Penn State College of Medicine requires all employees to complete a series of background checks to be cleared for employment. As part of this background check, you will be asked to complete a Standard Background Check; Pennsylvania State Police Criminal Background Check (SP4‐164); Pennsylvania Child Abuse History Clearance Form (CY‐113); and Federal (FBI) Fingerprint Background Check (Criminal History Report). Obtaining publicly available clearances can take several weeks for processing, please complete the process as soon as possible as all clearance are required prior to starting.
View a guide to the clearance process [(Word document download).
Clearances will be initiated and paid for by Penn State.
If all required clearances are not received to COM HR prior to your scheduled start date, your start date will need to be changed.
To fulfill the Centers for Medicare and Medicaid Services (CMS) requirements, all members of the College of Medicine workforce must be fully vaccinated,or have an approved accommodation on file prior to your first day.
The College of Medicine HR recruiter will discuss your proof of vaccination or accommodation process at the time of offer. Vaccination records will need to be uploaded to Salesforce Health Cloud for Penn State University and to Ready Set for Penn State Health within your first week.
College of Medicine Human Resources will be asking you to complete two forms. One is the COVID Questionnaire and the other is a COVID Attestation. Both should be completed, signed, scanned and sent back to ASKCOMHR@pennstatehealth.psu.edu prior to your first day. If unable to scan, employees can take a photo with their phone to send the signed forms back.
First Day
The first day of your new role will include a mandatory New Employee Orientation meeting. This one-hour orientation is remote and will walk you through important information you need to know as a new employee and allow you to ask questions. Please be prepared to meet with an HR representative to review your I-9 documents after the NEO zoom meeting. Documents will be reviewed in the COM HR office located at 90 Hope Drive, Suite 1200. Section 1 of the I-9 form is required by the federal government to be completed on your first day of employment and original documents must be viewed in person within 3 days of your start date. A list of acceptable documents can be found here.
After the new employee orientation, you will then meet with your supervisor. They will help you obtain your Penn State ID, any necessary keys and parking pass. Please confirm meeting location, directions and work attire with your supervisor prior to your first day.
During New Employee Orientation, you will go over the information in the following tabs.
You will receive a New Employee Orientation Guide, which will include information about the College of Medicine and health system, the campus and resources for getting started.
Penn State College of Medicine is part of an academic medical center that also includes:
- Penn State Health, a multi-hospital health system serving patients and communities across 29 counties in central Pennsylvania and employing more than 16,800 people systemwide;
- Penn State Health Milton S. Hershey Medical Center, a 551-bed, tertiary-care facility that serves central Pennsylvania;
- Penn State Health Children’s Hospital also in Hershey, the only Level I pediatric trauma center between Philadelphia and Pittsburgh; and
- multiple other hospitals and outpatient practice sites across Berks, Centre, Cumberland, Dauphin, Lancaster, Lebanon and York counties.
Penn State College of Medicine works in collaboration with Penn State Health, the non-profit academic medical center. The ePass is how you will log on to your computer and access your email, which will be a xxxx@pennstatehealth.psu.edu email. This information will be sent to you via your personal email on your first day from your manager.
Since the College of Medicine works collaboratively with Penn State Health and Penn State Health Milton S. Hershey Medical Center, employees will be toggling between Penn State Health IT and Penn State IT. You will have two emails – @pennstatehealth.psu.edu and @psu.edu. Depending on the information you are trying to access, you may need to use your Penn State or Penn State Health email and log in information.
Forwarding your Penn State email to your Penn State Health email inbox will help ensure you do not miss any important communications.
How to forward your PSU email to your Penn State Health email
Penn State College of Medicine employees are responsible for taking both Penn State and Penn State Health training due to our academic medical center and direct access to the patient-care settings. There are a series of training sessions you must complete within your first 30 days of employment.
- Penn State Learning Resources Network – Learning Resources Network
- You will receive emails when training is assigned
- Required to take all training even if it appears to be a duplicate
- Penn State Health Compass Trainings – Compass
- Emails from pshcompass@hmc.psu.edu will be sent when required training is due.
- You may access the Compass trainings through the Infonet (click on Compass and sign-in). (ePass login required)
- Required to take all training even if it appears to be a duplicate
College of Medicine full-time staff, faculty and postdocs are paid monthly. Tech Service and part-time staff are paid biweekly. Refer to this schedule.
To register for parking on campus, please complete the Parking Registration Form prior to your first day and review the Parking Rules and Regulations (on Infonet; ePass login required). You will receive your vehicle sticker when you obtain your badge from the ID Badging office. Your parking sticker must be on your car at all times when parking on campus to avoid a parking ticket.
A representative from your department will take you to the Badging Office to obtain an ID badge. New hires will be asked to show a government-issued photo ID during the badging process. Badges will be issued at the time the picture is taken. The Badging Office is open:
- Monday, Wednesday, Friday: Noon to 4 p.m.
- Tuesday: 8 a.m. to Noon
- Thursday: 7 a.m. to Noon.
First Month
Within the first 31 days of employment, benefits-eligible employees must make their benefits selections in Workday inbox task. A helpful tool summarizing the benefits Penn State offers is available at the university Human Resources website. Benefit selection is required for all full-time Penn State faculty and staff.
The new on-demand eModule provides for convenient, self-paced, timely consumption of important benefits information needed to make informed benefits choices prior to the election of benefits and replaces the previous online, zoom sessions.
Please note that your Benefits and Retirement selections must be made within your first 31 days of employment so you’ll want to view the Orientation eModule in that timeframe and before making your elections.
If you have questions regarding your benefits, please contact the Human Resources Services Team at 814-865-1473, Monday-Friday, 8:30 a.m. to 4:30 p.m
Employees, depending on job requirements, are required to see Employee Health. Employee Health will contact you to schedule your appointment. Please contact the Employee Health department at 717-531-8280 if you have questions. If you have any questions regarding if your job requires Employee Health please discuss with your supervisor.
Required trainings for all new University employees and graduate assistants/fellows will automatically be assigned through the University on your first day of employment. You have 30 days to complete the trainings. Trainings are accessible through the Learning Resource Network (PSU Access ID login).
Additional trainings through Penn State Health will be assigned your first day. All trainings, even if they seem duplicate, must be completed.
Foundations for Success is a half-day onboarding program aimed at helping new employees navigate the College of Medicine by providing the resources and information they need to be successful. The program includes presentations from key units to help you navigate the college and our relationship with Penn State Health and Penn State. All new College of Medicine employees will receive an invitation to the Foundations for Success after their new hire onboarding events. This program is held the second Tuesday of every other month from 8:30 a.m. to noon. The 2023 sessions will be June 13, Aug. 8, Oct. 10 and Dec. 12.
All members of the Penn State community are asked to remain mindful of their individual commitment to the Penn State values by helping to keep the University a safe and ethical institution. In addition, as members of this community, everyone should be responsible stewards of University funds, whether generated from state, federal, student or other sources. The University does not condone wrongful conduct by any member of the Penn State community, no matter what position they may hold. Penn State encourages the reporting of misconduct. If you see something, say something. If you report misconduct, be assured that the University will protect you from retaliation, as outlined in policy AD67: Disclosure of Wrongful Conduct and Protection from Retaliation. Contact the Office of Ethics & Compliance for more information. Types of misconduct and how to report are available on the Office of Ethics & Compliance website.
Making a Report
If at any point you are unsure where to report a non-emergency, please contact: The Office of Ethics and Compliance, Monday-Friday, 8 a.m.-5 p.m., 814-867-5088
The Penn State Hotline, 24/7: 800-560-1637 or universityethics.psu.edu/hotline.
Emergency: 9-1-1
Suspected Child Abuse: 800-932-0313
Sexual Abuse or Harassment: 800-932-0313
Student Misconduct: 814-863-0342
Behavioral Threat: 814-863-2868
Other Misconduct: 800-560-1637
Research Misconduct: 814-865-1775
General Discrimination/ Harassment: 814-863-0471
CLERY Reportable: University Police
Environmental Health & Safety Misconduct: 814-865-6391
Resources
WorkLion is the central resource for Penn State Human Resource services, payroll, attendance and more. This site will require your Penn State log in credentials.
Workday is Penn State’s Human Resources and Payroll system that includes Benefits, payroll, time tracking, absence management, performance appraisals, staffing, recruiting and talent management functionality. This is the site you manage your day-to-day needs with your supervisor, including accessing your paychecks, requesting time off and much more. This site will require your Penn State log in credentials.
The Learning Resource Network is the site where all employees complete their annual training. Here you can launch training content specific to your role at the University, including:
- Faculty Learning Path
- Staff Learning Path
- Technical Service Employee Learning Path
- Part-Time Employee Learning Path
- Student Employee Learning Path
- Graduate Assistant & Graduate Fellow Learning Path
- Timekeeper Learning Path
- Manager Learning Path
This site will require your Penn State log in credentials.
The Payroll Office is responsible for processing payroll payments and withholdings for all Penn State employees. You will be able to find the most current payroll schedule here.
Penn State policies provide the current, official policies and guidelines approved and made public by the Board of Trustees. As a new employee, Penn State Human Resources recommends that you visit the HR policy section and review HR34 Employment Conditions for Full-Time Staff Employees to learn more about vacation and sick leave.
The Penn State Human Resources site contains information related to your employment You can access information related to benefits, compensation and classification, training, development opportunities and performance management.
The campus maps page contains directions and a map to the College of Medicine, including a map of the campus and key locations.
Forwarding your Penn State email to your Penn State Health email inbox will help ensure you do not miss any important communications.
How to forward your PSU email to your Penn State Health email
Go to accounts.psu.edu.
Click Log In
- Enter log in information and authenticate
Under Email Forwarding
- Email Server: Select Internal Server
- Internal Server Address: Enter your Penn State Health Address
- Email Aliases: Leave blank
- Click save.
