POLICY NO: 101
EFFECTIVE DATE: 01/22/2009
STAFF REQUISITIONING, RECRUITMENT,
SELECTION, REFERENCE CHECKS, EMPLOYMENT OFFER, AND OFFER LETTERS
The Recruitment and Staffing office of the Division of Human Resources
provides recruitment, screening and counseling services for Hiring Officers of the
University seeking candidates for posted, regular, non-academic positions. The University
is committed to affirmative action/equal employment opportunity and to full compliance
with federal, state and local regulations regarding employment.
101.1 REQUISITIONING
- NEW POSITION OR RECLASSIFIED POSITION
A New Position is one that did not previously exist. A Reclassified Position is a position in which there's been a significant change in duties and/or qualifications since it was last posted or classified. The following steps outline the posting process for New and Reclassified Positions:
- The Hiring Officer completes a Position Information Questionnaire (PIQ) and submits it to the departmental Personnel Coordinator for entry into the HR Manager Electronic Requisition System. The Hiring Officer should communicate to their Personnel Coordinator whether the position is new or reclassified.
- The departmental Personnel Coordinator inputs information from the PIQ into the HR Manager Electronic Requisition System.
- Compensation classifies the position by assigning an official University title, grade and job class code.
- Recruitment & Staffing posts the position on our website and emails the Hiring Officer with the position title, the location of the job on our website, and instructions on how to use our job board to review applicants.
- REPLACEMENT POSITION
A Replacement Position is a position in which there has been no significant change in duties and/or qualifications since it was last posted or classified; the position title and grade remain the same. The following steps outline the posting process for Replacement Positions:
- The Hiring Officer completes a Position Information Questionnaire (PIQ) and submits it to the departmental Personnel Coordinator for entry into the HR Manager Electronic Requisition System. The Hiring Officer should communicate to their Personnel Coordinator that the position is a replacement.
- The departmental Personnel Coordinator inputs information from the PIQ into the HR Manager Electronic Requisition System.
- Compensation reviews the position to ensure there have been no significant changes in the duties and/or qualifications. If they find significant changes, they'll change the job to a reclassified position.
- Recruitment & Staffing posts the position on our website and emails the Hiring Officer with the position title, the location of the job on our website, and instructions on how to use our job board to review applicants.
- WAIVER REQUEST
A waiver of posting is defined at the University of Pennsylvania as the filling of a regular part or full time staff position without posting as required by the Division of Human Resources and the Office of Affirmative Action. All requests for waivers of postings must be in writing and submitted to the/Compensation office in the Division of Human Resources with the request and information to create the job. The Office of Affirmative Action will review all requests for waivers. The following steps outline the process for requesting a waiver:
- Create this position as you normally would for a new, reclassified, or replacement position, but inform your department Personnel Coordinator that you wish to have the position waived. In addition to the Position Information Questionnaire (PIQ), please include a memo that states the following:
- a detailed explanation of why no other applicants should be considered for the position.
- the name of the person you wish to waive, along with a brief summary of their experience as it pertains to the position.
- the date you'd like the person to start and the salary you'd like to offer.
- who the Office of Affirmative Action can contact for additional supporting documentation and to clarify information about the waiver.
- When the Office of Affirmative Action has the waiver request with appropriate supporting documentation, they'll review the request based on established criteria to determine if a waiver will be approved. Once they've reached a decision, they will contact the Division of Human Resources representative who forwarded the request. The Division of Human Resources representative will inform the person(s) requesting the waiver of the decision.
- Waiver Approved: The position will be forwarded to the Recruitment office in the Division of Human Resources, who will contact the Hiring Officer to authorize a salary and start date.
- Waiver Denied: The position will be forwarded to the Recruitment office in the Division of Human Resources. If the Hiring Officer chooses not to withdraw his or her request, the position will be posted as required by the Division of Human Resources and the Office of Affirmative Action.
101.2 RECRUITMENT
Hiring Officers should consult with their Staff Recruiter to develop appropriate recruitment strategies once the position has been approved. Once a job is posted on our website, candidates are able to view the posting details and apply electronically to a position.
If a Hiring Officer does not receive an adequate amount of resumes, or candidates in the applicant pool aren't meeting their expectations, a Recruiter can conduct a job profile search for potential applicants. Recruiters can notify those interested candidates via e-mail of the position and encourage them to apply.
Hiring Officers are encouraged to interview and consider qualified University staff members, especially those affected by position discontinuation or other restructuring efforts, to fill vacant positions.
101.3 SELECTION
Hiring Officers are responsible for interviewing, checking references and verifying candidate application information of candidates for vacant positions. Hiring Officers are urged to seek assistance from Recruitment and Staffing when establishing the selection criteria for an opening.
A range of screening and testing services for office support positions is available through our partnership with Unique Advantage. Unique Advantage is Penn’s sole-source temporary service provider for applicants for skilled office support positions. Hiring Officers should contact Unique Advantage directly at 215-222-2246.
101.4 REFERENCE CHECKS
Hiring Officers are responsible for interviewing and verifying application information of candidates for vacant positions prior to making a job offer. As part of the verification process, in addition to reviewing the application for employment, Hiring Officers are required to do the following:
- For internal and external applicants: Obtain at a minimum two references from the applicant’s current and previous direct supervisors. If the applicant is a finalist for the position, one of the references must be from the applicant’s current supervisor. These references, obtainable either in writing or via the telephone, must be completed on the HR Form 211. Copies of these references must be sent to Recruitment and Staffing prior to receiving authorization to hire the applicant.
- Supervisors are advised to also request a copy of the applicant’s most recent performance appraisal.
- For former Penn staff members: In addition to the required two references, supervisors are advised that if an applicant was formerly employed by the University, they should contact the applicant’s supervisor from that position. The records of former staff members who were terminated involuntarily may be subject to review by Human Resources in order to determine the circumstances of the termination.
101.5 EMPLOYMENT OFFER
To ensure adherence to applicable University policies, salary practices and federal law, after the search has been completed, but before an offer is made, the Hiring Officer is required to consult with Recruitment and Staffing.
A Hiring Officer must complete the Affirmative Action Compliance Form and submit it to the appropriate Affirmative Action Compliance Officer for approval. After the Compliance Officer signs off on the hire, the Hiring Officer must consult with Recruitment and Staffing to determine the appropriate salary and obtain authorization to hire.
Before a Hiring Officer may make an offer to the successful candidate, the following paperwork is required to be sent to Recruitment and Staffing:
ANY SCHOOL/CENTER THAT MAKES AN UNAUTHORIZED OFFER OF EMPLOYMENT OR A SIGNIFICANT CHANGE IN CONDITIONS OF EMPLOYMENT OF AN EMPLOYEE ASSUMES RESPONSIBILITY FOR ANY PENALTIES, LIABILITIES AND EXPENSES WHICH MAY ARISE OUT OF THAT ACTION.
101.6 OFFER LETTERS
All offers of employment by University Hiring Officers must be confirmed in writing, using a standard format. Examples of offer letters are available on the Recruitment and Staffing Forms Library page on the Human Resources website (also see Appendix A). The offer letter reflects any of the contingencies upon which the offer is being extended. Those may include: the funding for the position, compliance with the federal Immigration and Control Act and continued work eligibility, review of records (background check), references, and compliance with performance expectations for the position.
Applicants accepting offers must sign a statement at the bottom of the offer letter, indicating acceptance and understanding of the conditions of the offer. A copy of the signed offer letter must be retained in the employee’s official Human Resources personnel file.
The offer letter should be sent immediately to the prospective staff member following the oral acceptance of the offer and the salary for the position. The prospective staff member must sign the letter and return it to the hiring officer. Copies of the signed offer letter should be forwarded to Recruitment and Staffing and also retained in the departmental employee file.
101.7 ESTABLISHING THE MINIMUM STAFF RECORD
To establish the minimum record for staff members, the following must be forwarded to HR/Records:
- Signed offer letter
- A completed W-4 form
- An I-9 form (required by the Immigration Control Act of 1986), along with photocopies of the documents used for verification in section 2
Please use a sealed confidential envelope when sending these documents. While a signed copy of the offer letter may be maintained locally within the department/school/center, copies of the W-4 and I-9 should not be maintained locally.
In certain cases additional forms may be required. The following chart indicates which forms are necessary for each type of appointment:
| Full-time academic staff |
Faculty Data Form Personnel Record |
| Faculty support staff |
Appointment Information Form |
| Regular administrative/Support staff |
HR-2 |
| Work-study student |
Job Appointment Form |
| Age 17 or under (not a high school graduate) |
Working papers |
| Foreign Nationals |
Appointment Notice |
In addition, any individual who does not have a social security number is required to submit a receipt for a social security application.
101.8 TEMPORARY STAFF MEMBERS
Departments that hire temporary staff members must adhere to the following guidelines:
- All applicants for temporary employment must complete an application for employment.
- Prior to hiring a temporary staff member, supervisors should check the employment history and obtain at a minimum two references from the applicant’s current and previous direct supervisors. It is recommended that HR Form 211 be used when obtaining the reference (Form 211 is also contained in the Hiring Officer packet).
- All offers of employment to temporary staff members must be confirmed in writing, using a standard format. The template is available on Human Resource’s website at www.hr.upenn.edu. (Also see Appendix B) The offer letter reflects any of the contingencies upon which the offer is being extended. Those may include: the fact that the position is temporary and does not receive University benefits, the funding for the position, compliance with the federal Immigration and Control Act and continued work eligibility, review of records and references, and compliance with performance expectations for the position.
In establishing the minimum record for temporary staff members, the following must be forwarded to Records:
- A completed W-4 form
- An I-9 form (required by the Immigration Control Act of 1986)
Applicability: Staff Hires
Cross-reference: Policy 103, Policy 104, Policy 106, Policy 108, Policy 111, Policy 114, Policy 201, Policy 618
Supersedes Policy Number(s): 101 (01/01/1993, 06/01/1998, 11/18/2003)
Click here to download a sample offer letter for External candidates on grant funding
Click here to download a sample offer letter for External candidates not on grant funding
Click here to download a sample offer letter for Internal candidates on grant funding
Click here to download a sample offer letter for Internal candidates not on grant funding
Click here to download a sample appointment letter for Temporary personnel