Recruiting & Hiring

The success of our University is in large part built around our ability to hire great talent. Successful, inclusive search processes require planning, patience, and intentionality. The benefits of an effective recruitment and selection process include a strong, diverse pool of applicants, accurate qualification screenings, proactive strategic alignment with university and department goals, reduced turnover, positive morale, and a fair and equitable process.

The Recruiting and Hiring Toolkit is an eModule with additional information on hiring specific employee types. The Job Aid Library contains step by step Workday instructions to help you through each phase of the hiring process.

Step 1: Preparation and Strategy

There are a variety of positions and roles at the university, and they all are important in advancing our mission. The first step in the recruiting and hiring process is to understand what talent you need to meet your organizational goals. Every position aligns with an “employee type” - Executive, Administrator, Academic Administrator, Staff, Academic, Technical Service, Part-Time Academic, Part-Time Staff, and Federal Work Study. The recruiting process differs if you are hiring full-time or part-time staff, academic or technical service employees.

Full Time Positions (Staff, Academic, Technical Service): Meet with your HR Strategic Partner or Consultant to discuss your vacancy or new position and determine the type of requisition required. Obtain all necessary unit approvals and ensure you have the budget and funding for the position. Visit the Position Management page for more information.

Part-Time Jobs (Staff, Academic, Work Study): Unit approval processes differ. Please ensure you have obtained any unit level approvals before beginning the process.

Once you’ve completed the position or job management activities and made the decision to hire, launch the Recruiting and Hiring Toolkit (coming soon) to learn more about how to conduct a successful search.

Step 2: Job Posting (Job Requisition)

The job requisition is the mechanism to get the details of a position finalized for approval, posting and hiring. Full Time positions utilize a PM supervisory organization to begin the process and Part Time jobs utilize a JM supervisory organization. The job requisition process includes entering the job posting description and other information which will make up the job posting. The job posting provides candidates with the first impression of the University and why Penn State should be their employer of choice. During this step, the focus is on attracting a qualified and diverse applicant pool.

Step 3: Candidate Screening and Assessment

The candidate screening and assessment process varies depending on the employee type. For full-time positions, a structured approach is essential, often beginning with a phone screen to assess qualifications, followed by an interview focused on key competencies and experience. Feedback is then collected using a standardized rubric.

Note: For part-time roles, the interview format and screening steps offer more flexibility.

Step 4: Offer

Typically, a verbal offer is extended to the successful candidate, followed by the generation of a formal offer letter or acknowledgement, which the candidate then accepts. This process varies depending on the employee type.

Step 5: Background Check/Clearances

As required by policy HR99, all candidates are required to complete a background check or clearances. Candidates who will not work with minors are required to complete a standard background check. Candidates who will have direct contact with minors are considered Authorized Adults and must obtain the required clearances. The required clearances include:

  • Pennsylvania State Police Criminal Background Check
  • Pennsylvania Child Abuse History Clearance
  • Federal (FBI) Fingerprint Background Check

The hire cannot take place until this step is completed. This means the candidate may not start working until they successfully complete the background check or clearance process and are hired in Workday.

Step 6: Hire

Upon successful completion of the background check, the hire will be completed in Workday. Once completed, the onboarding process will be initiated. For external candidates an email will be sent to them, the manager, and the manager recruiting support (if applicable). The hiring manager should ensure the new employee completes the I-9 Document Verification step. Completion of the I-9 is required within 3 days of employment. Failure to complete the I-9 within 3 days of employment will result in termination. New Hires must present identification and documentation during the I-9 process.