Our Recruiting and Hiring Process
Whether you’re looking to join our exceptional faculty and staff; a student seeking part-time, work-study, or internship opportunities; or anything in between, below is information on our process to help you step into your next career:
Application
Penn State utilizes Workday as our applicant tracking system. All external applicants, including former students, former employees and retirees, must create an account by following the prompts when signing in and apply to each posting for which you meet the minimum qualifications.
We've provided detailed guidance on the application process based on your current affiliation with Penn State.
Please pay special attention to the Resume/CV/Cover Letter/Additional Documents section of the application and ensure you have uploaded all relevant documents. You will not be able to edit or add documents once you submit your application.
If you would like to receive automatic communications when jobs are posted that meet your interest, you may set up job alerts in your account. You will need to opt into email communications for the job alert to be activated.
To learn more about the application process, view our application FAQs below.
Application Review
Once you’ve submitted your application, you will receive a confirmation email that your application was received, and your application status will be marked as “Under Review.”
While the University strives to review applications and fill roles as quickly as possible, the time it takes from when a job is posted to when a hire is made can vary greatly.
Depending on the type of position, applications may be reviewed by a recruiter, a formal search committee or the manager to whom the position will report.
We value everyone who applies to Penn State and are dedicated to improving the candidate experience. Applications may stay “Under Review” for an extended period of time due to many different factors. We continue to look for ways to improve our communication with candidates about the application review process.
For more information about the application review process, see our application review FAQs below.
Interview Process
If you are selected to move forward in the recruiting process, you will be contacted by a recruiter, search committee member, or hiring manager. There are several stages to the interview process which may include a phone screen, virtual, or in-person interview. The type of interview and how many interviews take place depends on the type of position.
Offer of Employment
For full-time positions, typically, the selected candidate will receive a verbal offer of employment from the hiring manager or search committee chair. Once accepted, a formal offer letter will be generated. The offer letter may be distributed via email directly from the unit, or it may be generated in your applicant portal.
Part-time job offers may receive a verbal offer. All part-time offers will receive an offer notification email, and an offer generated in your applicant portal. Offer delivery methods can vary based on your affiliation with Penn State.
Learn more on how to accept an offer based on your current affiliation with Penn State.
Background Check and Clearance Requirements
Penn State strives to provide the safest possible environment for its students, faculty, staff, and visitors and to uphold the reputation and integrity of the University. Policy HR99 Background Check Verification Requirements supports the University's efforts to minimize institutional risk, provide a safe environment, and assist hiring authorities in making sound hiring decisions.
All candidates must successfully complete a standard background check and if applicable, clearances before they may be hired and work for the university. The type of background check conducted is dependent on your role responsibilities.
Please review the Background Check and Clearances FAQ below as it provides important and detailed information on the process.
Standard Background Check Process
After a candidate accepts an offer in our system, they will receive an email from Penn State’s background check vendor to complete the background check consent. The standard background check includes a social security number verification, a misdemeanor and felony criminal history verification, and National Sex and Violent Offender Registry verification, but your position may also require one or more of the following: education, credit or motor vehicle.
This process should be completed by the candidate quickly. Candidates may not begin working in their role until they are deemed eligible for employment.
Clearance Process
Candidates who will be working with minors must also obtain the publicly available clearances:
- Pennsylvania State Police Criminal Background Check (SP4‐164)
- Pennsylvania Child Abuse History Clearance Form (CY‐113)
- Federal (FBI) Fingerprint Background Check (Criminal History Report)
- National Sex Offender Registry (NSOR) Clearance (required only for individuals working in childcare centers operated by Penn State)
Additional clearances may be necessary if you currently reside or have resided outside of Pennsylvania in the past five years, depending on your role.
Our background check vendor helps to facilitate the clearance process.
Please review the Background Check and Clearances FAQ as it provides important and detailed information on the process.
Hiring and Onboarding
Upon successful completion of the background check process, your hire as a new employee will be processed in Workday. You will then receive your onboarding email.
New hires must complete the I-9 verification process within 3 business days of beginning employment. The I-9 verification is mandated by the U.S. federal government and designed to verify a new hire’s eligibility to work in the United States. As part of the I-9 process, new hires will be asked to present documents proving their identity and work authorization.
A complete list of acceptable documents for the I-9 process can be found on the U.S. Citizenship and Immigration Services website. New hires must provide the original versions of the documents for their I-9 verification. Copies will not be accepted.
Application Frequently Asked Questions
I started my application but do not have time to finish it. Can I finish my application later?
Yes. Simply select ‘Save for Later’ at the bottom of the form to save your application. However, please remember that once you submit your application, it cannot be edited or updated.
I’m having trouble uploading my supporting documents and Workday is telling me my document is too large. What should I do?
System limitations allow for a total of 5 documents (5mb per document) as part of your application. Please combine materials to meet the 5-document limit.
If you need assistance in uploading or submitting documents, please contact Penn State HR Services at 814-865-1473.
If I already submitted my application, can I update it or add more documents?
Unfortunately, once an application is submitted, candidates cannot modify the application or materials for that position. If you need assistance in updating materials, please contact Penn State HR Services at 814-865-1473.
If I withdraw my application, can I resubmit it?
No, if you withdraw your application, you cannot resubmit it on your own. Please contact Penn State HR Service at 814-865-1473 for assistance.
Can I apply to more than one job at Penn State?
Yes, you may apply to any job posting that meets your interest and for which you meet the minimal qualifications. You must submit an application for each job posting.
Does Penn State support remote hiring outside of Pennsylvania?
Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
I applied for a position at Penn State - College of Medicine. Who can I contact for questions?
Questions related to positions posted for Penn State College of Medicine can email [email protected]
Application Review Frequently Asked Questions
How do I check the status of my application?
On the candidate home page, My Applications displays your active and inactive applications.
- The table shows your current application status.
- To view the original job posting, click on the job title.
- Click the actions option (three) dots to take one of two possible actions:
- View Application – view the information you entered on your application.
- Withdraw Application – Remove yourself from the applicant pool; you CANNOT re-apply to the same job posting
Does Penn State use artificial intelligence (AI) to screen job applications?
The University does not use AI tools to screen job applications.
Can I withdraw my application from consideration if I change my mind?
Yes — applicants can withdraw from consideration at any point in the process.
On the candidate home page, My Applications displays your active and inactive applications.
- The table shows your current application status for each position.
- Click the actions option (three) dots to select Withdraw Application.
This will remove you from the applicant pool.
Note: If you withdraw your application, you will not be able to apply for the same job posting again. If you withdraw your application in error, please contact HR Services at 814-865-1473
Background Check and Clearances Frequently Asked Questions
What information is requested from the background check vendor?
Our background check vendor will request current name, previous names, social security number, date of birth, current address, and previous addresses for the last seven years. Our background check vendor will also request information about previous criminal convictions, allowing individuals to self-report prior criminal convictions.
Our background check vendor provides disclosures, acknowledgments, and consent forms and will request that they be executed electronically. The disclosures/acknowledgments will include an individual’s rights under the Fair Credit Reporting Act (FCRA). The consent form will grant our background check vendor authorization to check an individual’s criminal history.
How long does it take for a background check to be completed?
Most standard background checks return results within 3-5 days of candidates completing the check, but other factors may extend the result time. Depending on what information must be verified and in what jurisdictions (federal, state, or local), it may take longer for the check to be completed.
How long does it take for clearances to be obtained?
Clearances can take up to 2-3 weeks to obtain in full. As such, we recommend candidates complete their required steps for each clearance as promptly as possible to avoid delays. Candidates may not begin working in their role until they are deemed eligible for employment.
How can I check the status of my FBI Fingerprinting?
If you have questions regarding your fingerprint clearance processing, please contact the below:
- Questions on Scheduling can be directed to DISA Support at 800-790-1205,
- Questions on receipt, timeline or if you haven’t received your results in 14-21 business days: please contact the FBI Background Check Unit at 877-371-5422. Select menu option 4 for Clearance Verification Unit; then select option 1 to speak with an FBI representative.
How can I access my FBI Fingerprint results online?
Shortly after your fingerprints have been taken, typically within 24-48 hours, as long as there is no record, you will receive an email from [email protected] with a link to retrieve your clearance. You will be advised to click on the link within the email and enter your security question and answer. There will be no second access to this electronic result. When you do access your result, it is important that you download your FBI Clearance, save it, and print it for future needs.
Please note that after three tries, you lock yourself out of your security question and answer; your result will be mailed by US Mail in approximately 7-10 days.
How can I get fingerprinted outside of Pennsylvania?
If a candidate resides outside Pennsylvania and is unable to visit an IdentoGo location in Pennsylvania, our background check vendor is able to assist with facilitation of this process. Candidates will be able to complete the clearance process using Pennsylvania Resident Cardscan process.
How will I know if I successfully passed the background check?
If you are deemed eligible for employment as a new employee, you will receive an email to begin the onboarding process.
If you are a current employee requiring an additional background check as part of the recruitment process for a new/additional job, Talent Acquisition will place you into your new position once all background checks have cleared as eligible and your start date has been established.
Who do I contact if I have questions about the background check or clearance process?
If you have questions about the type of background check required for your role, please call HR Services at 814-865-1473.
If you have questions about how to complete the DISA electronic consent or have issues with the DISA system, please contact DISA Technical Support.