Hiring Process
Arts and Architecture’s Human Resources Office
Hiring Process for New Faculty and Staff
- Complete the Permission to Search form (found on the College’s HR website).
- Once that is approved, e-mail the job posting to Lora for ad approval and posting. Lora will post the job on Penn State’s website. Let Lora know if you want the ad submitted through National Advertising (contracting agency for Penn State) for advertising in publications you identify or if you will advertise on your own.
- Once the candidate is selected, for staff appointments, check with our office for the appropriate salary offer, then, once approved, complete the Notification of New Appointment form (for faculty and staff appointments).
- For faculty appointments, provide our office with the most recent resume so that it can be forward to OHR.
- For staff appointments, provide the form indicating the appropriate type of background check indicated.
- For staff appointments, the deadline for internally posting a position is BEFORE 5 p.m. on the Monday before the Wednesday postings appear. There are no exceptions to OHR's policy.
- For staff appointments, the deadline for externally posting a position is BEFORE noon on the Thursday before the Friday postings appear. There are no exceptions to OHR's policy.
- For faculty appointments, the offer letter (draft sent to our office) and Memorandum of Personal Service are prepared in our office and given to the Dean for her signature.
- When the Memorandum of Personal Service is signed and returned to our office, a copy of the signed contract is given to the hiring unit’s administrative assistant.
- For faculty appointments, the unit will need to take care of the paperwork needed to hire the candidate (I-9, salary deposit form, W-4, intellectual property agreement form, worker’s compensation form, drug free workplace form, biographical data form, and fluency form) soon after the appointment is made. All completed paperwork should be returned to our office. We will take care of making copies for the new faculty member’s personnel file and forwarding the originals to the appropriate offices. Appointments will not be entered into IBIS without this completed paperwork.
- For staff appointments, the unit will contact our office and arrange a time and date for the new staff member to complete the new hire paperwork in our office. The unit needs to advise the new staff member to bring a voided check and forms of identification to complete the I-9 form. The forms of identification that can be used to complete the I-9 are listed on the reverse side of the page one of the I-9 form. The unit will also need to present the new staff member with a letter of appointment and a place on the letter for the new staff member’s signature. Our office will assign a parking permit, so the new staff member will also need to provide license plate numbers for the vehicles they wish to register. Up to four vehicles may be registered. Our office will also register the new staff member for a day-long University-wide New Employee Orientation. The Orientation discusses benefits, payroll, the history of Penn State, etc.
- It is very important to stress to the new faculty or staff member that he/she go on-line at the website provided in their offer letter and complete the background check information which includes a consent form and the actual form that asks for personal information that is needed to process the background check. The website for faculty is https://ohr.psu.edu/Disclosure/index.cfm and for staff is https://ohr.psu.edu/Disclosure/staff_index.cfm.
- After the background check is completed, the results are forwarded to Jenny by e-mail. She then forwards the information to the hiring unit’s head and administrative assistant.
- When we receive the signed Memorandum of Personal Service and/or signed offer letter for new appointments, if we have not yet received results of the background check for that individual, then we will follow-up with the unit administrative assistant. We should have the results of the background checks before they begin their appointments.
- The hire date for new faculty is typically 10 days before fall classes begin. Employee benefits will not begin until then. Payroll deadline is usually mid August, so it is imperative that the paperwork be received in our office by the beginning of August. The start date for Fixed Term 2 (part-time) faculty is also 10 days before fall classes begin.
- All new full-time academic appointments are required to attend the College’s fall orientation.
For more information, contact Lora Zimmerman: llh2@psu.edu.