Policy Manual

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

  1. NEW POSITION OR RECLASSIFIED POSITION
     A New Position is one that did not previously exist. A Reclassified Position is a position to which there has 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:
    1. The Hiring Officer or his/her designee completes a Position Information Questionnaire (PIQ)  and a requisition in the Requisition Management System at https://apps.hr.upenn.edu/portal.
    2. Following approval of the requisition by the hiring school/center, Human Resources/Compensation evaluates and classifies the position by assigning an official University title, grade, and job class code.
    3. Recruitment and Staffing posts the position on the Jobs@Penn website (https://jobs.hr.upenn.edu/), where it must remain posted for a minimum of seven (7) calendar days.
  2. REPLACEMENT POSITION
     
    A Replacement Position is a position to 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:  
    1. The Hiring Officer or his/her designee completes a Position Information Questionnaire (PIQ)  and a requisition in the Requisition Management System at https://apps.hr.upenn.edu/portal .
    2. Following approval of the requisition by the hiring school/center, Compensation reviews the position to ensure there have not been any significant changes in the duties and/or qualifications. If Compensation finds significant changes, the job is changed to a reclassified position. Otherwise, the position retains its original classification.
    3. Recruitment and Staffing posts the position on the Jobs@Penn website, where is must remain posted for a minimum of seven (7) calendar days.
  3. EXEMPTION FROM POSTING 
    An exemption from posting may be granted by the Office of Affirmative Action in certain situations. Please refer to Policy 105. The following steps outline the process for completing a requisition and exemption from posting request.  
    1. 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:
         
      1. On the Recruitment Tab of the Requisition, indicate that a waiver request will be submitted to the Office of Affirmative Action.
      2. Following approval of the requisition by the school/center, Compensation reviews the PIQ and classifies the position.

      3. Recruitment and Staffing posts the position using a Quicklink only. The position is NOT ro be posted on the Jobs@Penn website. The preferred candidate should apply using the Quicklink. A Hiring Proposal, including a memo requesting a waiver from posting, should be submitted. The Office of Affirmative Action will review the request and the Hiring Proposal in lieu of the school’s or center’s Affirmative Action Compliance Officer.

    2. Using the established criteria, the Office of Affirmative Action determines if the waiver is approved.

      1. Waiver Approved: The Hiring Proposal is forwarded to Central Human Resources for salary authorization.
      2. Waiver Denied: The Hiring Proposal is sent back to the Human Resources liaison, who contacts Recruitment and Staffing to have the position posted on the Jobs@Penn website, where it must remain for seven (7) calendar days.

101.2 RECRUITMENT

Hiring Officers may consult with their Staff Recruiter to develop appropriate recruitment strategies once the position has been approved. Once a job is posted on the Jobs@Penn website, candidates are able to view the posting details and apply electronically to a position.

If a Hiring Officer does not receive an adequate number of resumes, or candidates in the applicant pool do not meet the qualifications, a Recruiter may search the Applicant Tracking System for potential applicants. Recruiters can notify those interested candidates of the position via email 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 the University’s partnership with AppleOne Employment Services. AppleOne is Penn’s temporary service provider for applicants for skilled office support positions. Hiring Officers should contact AppleOne directly at (215) 252-9023.

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:

  1. 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 documented in the Hiring Proposal.
  2. Supervisors are advised to also request a copy of the applicant’s most recent performance appraisal.
  3. For former Penn staff members: In addition to the required two references, supervisors are advised to contact the applicant’s previous supervisor from that position at the University. The records of former staff members who were terminated involuntarily may be subject to review by Human Resources 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 submit a Hiring Proposal to Central Human Resources.

The Hiring Proposal must include information regarding other applicants interviewed, two completed references, and a salary/start date request. The Hiring Proposal must be approved by the school’s or center’s Human Resources Liaison and Compliance Officer before being submitted to Central Human Resources. An offer may not be extended until Central Human Resources has authorized the salary and marked the Hiring Proposal as “Hiring Proposal Approved, Extend Offer”.

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 THAT 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 page on the Human Resources website. The offer letter reflects any contingencies upon which the offer is being extended. Those may include: 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 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 RECORD

To establish the minimum record for staff members, the following must be forwarded to Human Resources/Records:

  1. Signed offer letter for faculty, staff, and temporary workers
  2. Completed W-4 form
  3. Completion of the I-9 form (from HR's I-9 eXpress page)

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:

 
TYPE OF APPOINTMENTADDITIONAL FORMS
Full-time academic staffFaculty Data Form Personnel Record
Faculty support staffAppointment Information Form
Regular administrative/Support staffHR-2
Work-study studentJob Appointment Form
Age 17 or under (not a high school graduate)Working papers (See Policy 107, Employment of Minors)
Foreign nationalsAppointment Notice

In addition, any individual who does not have a social security number is required to submit a Social Security application receipt.

101.8 TEMPORARY STAFF MEMBERS

Departments that hire temporary staff members must adhere to the following guidelines:

  1. All applicants for temporary employment must complete an application for employment.
  2. Prior to hiring a temporary staff member, supervisors should check the employment history and obtain at a minimum of two (2) references from the applicant’s current and previous direct supervisors. It is recommended that HR Form 211 be used when obtaining references (Form 211 is also included in the Hiring Officer packet).
  3. All offers of employment to temporary staff members must be confirmed in writing, using a standard format. The offer letter reflects any contingencies upon which the offer is being extended. Those may include: explanation that the position is temporary and does not receive University benefits, 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 Human Resources/Records:

  1. Completed W-4 form
  2. I-9 form (required by the Immigration Control Act of 1986)




 

Appendix A

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

Appendix B

Click here to download a sample appointment letter for Temporary personnel


 


Policy Number: 101
Effective Date: 06/27/2016
Supersedes Policy Number(s): 101 (01/01/1993, 06/01/1998, 11/18/2003, 1/22/09, 4/5/2012, 12/09/2014, 04/27/2015)
Applicability: Staff Hires
Cross-reference: Policy 103, Policy 104, Policy 106, Policy 108, Policy 111, Policy 114, Policy 201, Policy 618

 


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