Menu

Hiring Process

The Provost Administrative Affairs Human Resources (PAA HR) office can guide you through the hiring process for vacancies, replacements, and/or reorganizations, reclassifications, etc.  Utilizing our servics will protect both you and the university; ensuring that all university and federal guidelines are being followed.

This page will assist you with posting a position, selecting and interviewing potential candidates, checking references, offering a position, and finalizing the hiring process.  If you have any questions, please contact or at (215) 898-6841.


REGULAR, PART-TIME, AND LIMITED STAFF POSITIONS

(These positions are eligible for University benefits)

Posting an Open Position

  1. Obtain approval from your department's director.

  2. Use HR Requisition System to complete an online PIQ.

  • The Position Information Questionnaire (PIQ) is required for all openings and is part of the online requisition.  (Hint: Fill out an e-version of the PIQ ahead of time, then cut and paste information into the requisition.)

  1. Once the PIQ is complete, create a requisition, which will be reviewed and approved by designated staff in your department/center.

  2. The PAA Human Resources Director or Assistant Director will review and grade the position, and then post it on the Jobs@Penn web site.

Selecting a Candidate

All applicants (internal and external) must apply for positions via Jobs@Penn.  If you are directly contacted by candidates, please ask them to apply online.  If you place an advertisement, please contact the PAA HR Office at (215) 898-6841 for the quick link and suggested wording to use.

Hiring Officers can view applicant information through PeopleAdmin 7.0 ( add link ).  They can access their posting with Pennkey and password.

( link to PeopleAdmin training video )

Interviewing Candidates

The PAA HR team is available if you have questions or need assistance with the interviewing process.  Additional assistance with interviewing can be found in the Hiring Officer's Handbook, Section VIII: Interviewing.  Please be aware that there are questions you may not ask a candidate before hiring.   Click here to see a chart of pre-employment dos and don'ts.

Hiring a Candidate

A. Prior to Making the Offer

  1. When you have selected a final candidate, check a minimum of two references (include current supervisor).  Click here for the required form
  2. If a background check is required, contact PAA HR to begin process.
  3. Begin hiring proposal in PeopleAdmin 7.0, and forward to HR Liaison for approval.

Once PAA HR has reviewed and approved the hire, they will contact you to discuss the starting salary.  Please DO NOT make any offers,  verbal or otherwise, before PAA HR has approved the hire and reviewed the details of the offer.

B. Extending a Formal Offer

Once the position hire and salary are approved, the Hiring Officer may extend the offer to the candidate.  All offers of employment to University staff members must be confirmed in writing, using a standard format.  Click here to view offer letter templates.  Refer to the Hiring Officer Handbook for more information on extending a formal offer to a candidate.

C. When The Offer is Accepted

The Hiring Officer should have the candidate complete the following information and forward it to the department's Payroll Administrator.

  1. Signed offer letter

  2. Completed W-4 Form (if external candidate)

  3. Complete I-9 process online.

Additional paperwork needed for new International Hires. ( Please contact the Office of International Programs to insure federal compliance for International Hires.)

  1. Foreign National Information Form

  2. Copy of valid employment visa   (H1-B or TN)

  3. NEW A copy of the Social Security card will no longer be required, the individual who reviews the Social Security card should complete and submit a “Verification of Social Security Card” found on the Human Resources website (Click Here).

D. After the candidate is hired

  1. Review expectations and goals with the staff member.

  2. Meet with him/her at regular intervals to review progress.

  3. At the end of the four-month introductory period for external candidates, complete an Introductory Period Performance Plan (Click here for form), review with the staff member, and send signed copy to PAA HR.

 

TEMPORARY STAFF

(These positions are not eligible for university benefits)

Hiring Process for Temporary Staff

Hiring Process for Temporary Staff Positions

Definition: Temporary staff can be hired through Apple One (the University's staffing service), or directly.  Temporary staff are not eligible for University benefits and cannot be current graduate or undergraduate students at the University of Pennsylania.

Hiring Temporary Staff via Apple One:

  1. Contact your department's Business Administrator to discuss your need for temporary staff.

  2. Complete a PIQ for Temporary Staff.

  3. Contact Apple One http://www.appleone.com/.

Hiring Temporary Staff directly:

  1. Contact your department's Business Administrator to discuss your intentions to hire a temporary staff.

  2. Complete a PIQ for Temporary Staff for new positions.

  3. Review PIQ with PAA HR to determine appropriate salary.

  4. When you are ready to hire a candidate, complete the following steps:

Step 1: Candidate completes temporary staff application.

Step 2: Complete Temporary Staff Offer Letter; revise as needed, sign, copy, and give original to new staff member.

Step 3: Inform your Payroll Administrator of the new hire by e-mail and include the following information:

  1. Name of hire

  2. NEW The individual who reviews the Social Security card should complete and submit a “Verification of Social Security Card” form, found on the Human Resources (Click Here)

  3. Start date and End date of position

  4. Hourly Rate

  5. Type of hire (Federal Student Worker, Student Worker, or Temp.)

  6. If new hire is new to the university or has worked for the university previously.

Have new hire complete the following paperwork

Rehires: If you are rehiring an individual who has already work at the University as temporary staff or a student worker position, forward the following documentation to the payroll administrator:

New Hires: If the individual is new to the University, have the new hire complete the following information and send the signed offer letter and forms to the department's Payroll Administrator.

 

STUDENT WORKERS

(Not eligible for University benefits)

Click here for detailed descriptions of student worker positions.

Federal Work Study

A federal work-study student is a student who is approved for a federal work-study award. The federal work-study program is a federally subsidized work program, which provides employment opportunity to undergraduate and graduate students. The program pays a portion of the student's pay wage, which provides a discount to the hiring department.

To Hire a Federal Work Study Student

International Student Worker

An international student worker is a foreign student who is approved for an international work-study award. The international work-study program is a University subsidized work program, which provides employment opportunity to eligible international undergraduate students. The program pays a portion of the students pay rate, which provides a discount to the hiring department.

To Hire an International Work Study Student

Additional paperwork required for International Students

Click here to review the chart listing required tax forms needed by the corporate tax office to add foreign national students/scholars to payroll.

Penn Global also provides additional information on hiring international students and scholars. Feel free to contact Penn Global, if you have further questions or need clarification on hiring procedure for foreign workers.

Student Worker (non-work-study)

A student worker is any undergraduate or graduate student not receiving federal or university work assistance. The employing department pays 100% of the student's wages.

To Hire a Student Worker

After Hiring a Student Worker...

Once a student worker has been hired

All offers of employment must be confirmed in writing using a standard format. An offer letter should be sent to both new hires and rehires. A copy should be forwarded to the payroll administrator via email or intramural mail. Click here to view a sample offer letter.

Rehires

Inquire if the student has worked for the University within the last two years. If the student has worked for the university within the last two years, have the student complete an Employee Information Form and forward it to the department's Payroll Administrator.

New Hires

If the student has not worked for the university, have the student complete the following information and send the original forms and a signed offer letter or Student Employment Form for work study students to the department's Payroll Administrator.


Additional paperwork required for International Student

Click here to review the chart listing required tax forms needed by the corporate tax office to add foreign national students/scholars to payroll. The forms can be located under the "Corporate Tax" category of the financial forms library.

ISSS ( ADD LINK ) also provides additional information on hiring international students and scholars. Feel free to contact ISSS, if you have further questions or need clarification on hiring procedure for foreign workers.

If the new hire is a non-work-study student worker, inform your payroll administrator of the new hire by e-mail and include the following information:

  1. Name of hire

  2. NEW The individual who reviews the Social Security card should complete and submit a “Verification of Social Security Card” found on the Human Resources website (Click Here).

  3. Start date and End date of position

  4. Hourly Rate

  5. Type of hire (Federal Student Worker, Student Worker, or Temp.)

  6. If new hire is new to the university or has worked for the university previously.