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Basic Science Faculty Recruitment Approval Routing

For all faculty positions hired by Penn State College of Medicine, the following steps must be completed in the order listed.

Step 1: Faculty and Clinical Workforce Committee (FCWC) approval

Prior to the start of recruitment efforts, all faculty positions must be reviewed and approved by FCWC. For instructions, forms and questions related to FCWC, contact Tara Byerly at or 717-531-0003, ext. 282648.

The College of Medicine Requisition Request and instructions for submission and job posting can be found on the Infonet (internal access only; login required).

All academic employment opportunities must be posted on Penn State Electronic Jobs Management System (EJMS) and must remain open for a minimum of seven calendar days. Tenure track positions must be nationally advertised. Upon approval by FCWC and members of leadership, recruitment effort begins and include submitting the College of Medicine Requisition Request to COM HR for posting on EJMS. The hiring department must submit the Requisition Request and FCWC form to its COM HR representative immediately upon notification of FCWC approval.

Step 2: PawPrint Paperwork

After advertising has occurred (it is essential that departments connect with their HR representative regarding advertising requirements), and a candidate has been designated, the paperwork listed here is uploaded to PawPrint for electronic routing to members of leadership, including the Dean, prior to making the formal offer to the candidate. The paperwork is uploaded to PawPrint in the following order:

  • PawPrint Cover Sheet: Faculty Hiring Packet
  • Letter of offer to the candidate from the Department Chair, including any attachments to the offer letter
  • Candidate’s CV
  • Copy of approved FCWC paperwork
  • For tenure-track positions, copy of national recruitment advertisement(s)

Upon approval by leadership, the department assistant will receive an email notification from PawPrint. The assistant should print the approval certificate from PawPrint. At this time, the candidate may be offered the position. Once the individual has accepted, the department should notify its HR representative to touch base.

Step 3: Dean’s Office Paperwork

After the individual accepts the position, the following paperwork is submitted to the Dean’s Office, via Cindy Devine, for signature by the Dean:

  • College of Medicine Requisition Request Form
  • PawPrint Approval Certificate
  • PawPrint Cover Sheet: Faculty Hiring Packet
  • Final signed Offer Letter
  • Any applicable advertisements/recruitment sources
  • Approved FCWC paperwork
  • Candidate’s CV

After the Dean signs off on the packet (step 3), the paperwork is routed to the Controller’s Office and College of Medicine Human Resources for processing.

Revised: May 22, 2019