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Procedure for Seeking to Fill Current Open Positions and/or Post New Positions within the College of Health and Human Development During the University Hiring Pause that began March 24, 2020.

New Positions icon-olus-circle

The University policy implies that no new positions can be posted unless deemed essential at this time.  If you feel a new position is mission-critical, the unit head must follow the guidelines below for requesting an exception.   Again, note that all requests for exceptions will be subject to individual review by the Dean, and then if the Dean supports the request, by the Provost.  Exceptions will not become the rule - please think carefully before requesting an exception.

Purpose icon-olus-circle

To provide direction related to the process for filling positions within the college during the hiring pause beginning March 24, 2020.

Open or New Positions to be Funded Entirely on External Funds icon-olus-circle

Positions to be funded entirely on externally sponsored funds (grants or contracts) or by philanthropic sources can proceed by completing and submitting the Request for Externally Funded Position Form  to HHD Human Resources.

To comply with University monitoring requests, HHD HR will prepare a monthly report on new hires in this category and forward this to the Provost’s Office on a monthly basis. To enable this reporting please indicate the following in the comments section of the Workday requisition: “Position is supported by external funds” AND note the external funding source.

Summer Grad Assistantships icon-olus-circle

Summer graduate assistantships do not require exceptions.

Procedure for Requesting an Exception

All requests for exceptions to fill current posted positions and to post new positions should be submitted using the Hiring Exception Form.

Specific guidance by position type is provided below. Please allow at least seven business days for approval processing. 

Tenure Track Faculty icon-olus-circle

Complete the Hiring Exception Request Form and send to HHD Human Resources.  Unit Head/Center Director approval is required.

Note the following:

  • In the section labeled “Describe any other extenuating circumstances” outline the following:
    • If the position is co-funded and, if so, the funding outlook from the co-funding college.
    • statement outlining the fallback strategy if an exception is not approved.
Non-Tenure Track Faculty icon-olus-circle

Complete the Hiring Exception Request Form and send to HHD Human Resources. Unit Head/Center Director approval is required.

Note the following:

  • Include in the explanation a statement describing the current non-tenure track faculty and adjunct tasking within the unit as well as why existing faculty cannot perform the work of the new faculty position.
  • In the section labeled “Describe any other extenuating circumstances” outline the following:
    • Funding source and, if externally funded, outlook for continued funding.
    • Whether the position will be able to onboard, train and work remotely if necessary and continue to be 100% tasked.  
    • A statement outlining the fallback strategy if an exception is not approved.
Non-Tenure Track Research Faculty (100% Soft Money) icon-olus-circle

Complete the Request for Externally Funded Position Form and send to HHD Human Resources. Unit Head/Center Director approval is required.

Be sure to include the following:

  • Current funding source and accessibility of funding during period of research scale back.
    • Outlook for continued funding in subsequent years.
    • Will the position be able to onboard, train and work remotely.  If not 100% remote, describe the essential on-campus activities.
    • A statement outlining the fallback strategy if an exception is not approved.
Staff icon-olus-circle

If funding is from Penn State general funds (fully or partially) - Complete the Hiring Exception Request Form and send to HHD Human Resources.

If funding is 100% from external sources (i.e. Grants) - Complete the  Request for Externally Funded Position Form  and send to HHD Human Resources.

In both cases, Unit Head/Center Director approval is required.

Be sure to include the following:

  • Include the Job Description and JRW as attachments to the email.
  • Current funding source and, if externally funded, outlook for continued funding.
  • Will the position be able to onboard, train and work remotely if necessary and continue to be 100% tasked while working remotely.
  • If the position will need to work onsite, how will the position work full-time and maintain the appropriate social distancing protocols.
  • A statement outlining the fallback strategy if an exception is not approved.
Research Staff (100% Soft Money) icon-olus-circle

Complete the Request for Externally Funded Position Form  and send to HHD Human Resources. Unit Head/Center Director approval is required.

Be sure to include the following:

  • Include the Job Description and JRW as attachments to the email.
  • Current funding source and accessibility of funding during period of research scale back.
  • Outlook for continued funding in subsequent years.
  • Will the position be able to onboard, train and work remotely.  If not 100% remote, describe the necessary on-campus activities.
  • A statement outlining the fallback strategy if an exception is not approved.
Postdoc Positions icon-olus-circle

If funding is from Penn State general funds - Complete the Hiring Exception Request Form and send to HHD Human Resources.

If funding is from external sources (i.e. Grants) - Complete the Request for Externally Funded Position Form  and send to HHD Human Resources. In both cases, Unit Head/Center Director approval is required.

Be sure to include the following:

  • Clear explanation of the adverse consequences if there is a delay in taking this action for six months and for twelve months.
  • Statement describing the current non-tenure track faculty and adjunct tasking within the unit and why existing faculty cannot perform the work of the new postdoc position.
  • Current funding source and, if externally funded, outlook for continued funding.
  • Will the position be able to onboard, train and work remotely if necessary and continue to be 100% tasked while working remotely.
  • If the position will need to work onsite, how will the position work full-time and maintain the appropriate social distancing protocols.
  • A statement outlining the fallback strategy if an exception is not approved.
  • *Note that the arrival of postdocs who are foreign nationals scheduled to arrive on campus prior to May 11, 2020 are being asked to reschedule their arrivals.
Spousal Hires icon-olus-circle

If any of the position types above are being created to accommodate a spousal hire for an approved faculty hire, note in the Reason for Exception box: “Spousal hire for approved position (DESCRIBE APPROVED POSITION)”

Approval Process

The hiring manager signature on the form must be the signature of the Department Head, Center Director, or Unit Leader.

Forms should be submitted by email to Health and Human Development Human Resources

Once received, the forms will be circulated for signature by the Financial Officer and Human Resources Strategic Partner and then to the Dean for approval and signature.

Email approval or electronic signature is acceptable in place of a wet signature.

If the Dean approves of the hire, the request to fill and/or post will be taken to the Provost. If approved by the Provost, the Dean will notify the HR Strategic Partner.

In the case of TT faculty positions, the Dean will reach out to the academic unit head with next steps – in all other instances the HHD HR office will reach out to the unit with next steps.

Messaging to Candidates on Posted Positions icon-olus-circle

The message below is suggested for contacts to utilize for inquiries regarding any posted positions:

Thank you for your inquiry and for your continued interest in joining our team [OR if doing proactive outreach: I am reaching out to provide you with an update related to our posting for the INSERT TITLE position]. While we are very excited about your interest in the position, given the current COVID mitigation measures in place and the impact, our Provost has asked that we pause all hiring activity to allow an opportunity for University leaders to determine the best path forward. This is a temporary action and we hope to be able to resume the process for this position soon.

Please keep in touch and stay healthy.

Part-Time Positions

Part-time employees are classified as either Part-time academic or Part-time non-academic. For more information regarding Part-Time positions, please refer to policy HR 06 Types of Appointments

Full-time students who work in a part-time capacity for the University and who do not fall within the student appointments as outlined in policy HR 06 should be appointed to the appropriate part-time employee appointment.

Part-Time Academic icon-olus-circle

Employees in the part-time academic employee type are categorized as either teaching (adjunct) or non-teaching. Teaching (adjunct) employees are exempt and may teach a maximum of nine (9) credits per academic semester.

Non-teaching part-time academic employees may be either exempt or non-exempt.

  • Exempt non-teaching part-time academic employees may work up to 60% FTE.
  • Non-exempt non-teaching part-time academic employees may work up to twenty-four (24) hours per week year round and may also work forty (40) hours per week for sixteen (16) consecutive weeks per calendar year.

Complete the Part-Time Hiring Exception Request Form and send to HHD Human Resources. Unit Head/Center Director approval is required.

Part-Time Non-academic icon-olus-circle

Employees in the part-time non-academic employee type may be categorized as either exempt or non-exempt.

  • Exempt part-time non-academic employees may work up to 60% FTE.
  • Non-exempt part-time non-academic employees may work up to twenty-four (24) hours per week year round and may also work forty (40) hours per week for sixteen (16) consecutive weeks per calendar year.

Complete the Part-Time Hiring Exception Request Form and send to HHD Human Resources. Unit Head/Center Director approval is required.

Note: If the part-time position will likely be filled by an existing graduate student who will be performing work over the summer, please include the following information on the form:

  • If the employee is a graduate student. 
  • If yes,  please indicate whether the student was funded on assistantships during the academic year.
  • If they were funded on an assistantship during the academic year, please indicate whether they will be performing work that is different from the work they were performing during the academic year.