Recruitment

Updated February 2023

The hiring exception process is completed before the Workday requisition process begins. In an effort to expedite requests, the below processes can be done in parallel by closely following the instructions.

1. Hiring Exception Documents
   • Hiring Exception Form
   • College of Medicine Requisition Form [Excel] (signatures not required)
   • Full-time staff requires a completed/updated job responsibility worksheet (JRW)
   • Faculty roles require FCWC approval
   • Email completed documents to Jill Curry (jmc79@psu.edu) and Marc Startoni (mqs7@psu.edu)
2. Workday Process (completed in parallel)
   1. Create requisition in Workday
   2. Upload – hiring exception form, requisition and JRW if staff role
      • If posting a multi-level posting, you will need a JRW for each level
   3. Documents will route though the Workday approval process in parallel with the hiring exception process.
   4. College of Medicine Human Resources will pause on posting until Hiring Exception Approval is received.

• The College of Medicine hiring exception committee typically meets on Monday afternoons.
• When requesting a hiring exception, ensure that you have the manager established with the correct supervisory organization (JM/PM) in Workday. This step needs to be completed before the Workday process can be done.
• Job responsibility worksheets are not necessary for part-time, faculty or postdoc roles.
• Workday recruitment module training available at lrn.psu.edu.
• Ensure all tasks in Workday are completed/approved.

• Patty Shoener (faculty and staff) – pshoener@pennstatehealth.psu.edu
• Renee Karstetter (postdocs) – rkarstetter@pennstatehealth.psu.edu

• Review/disposition candidates in Workday, move selected candidate “offer” once position has been posted for a minimum of 7 days (staff positions).
  • All faculty postings must be posted for a minimum of 30 days before an offer can be made.
• Email corresponding College of Medicine HR Recruiter (listed above), selected candidate information with job requisition number, interview notes, disposition spreadsheet and reference check information.
• When the Workday status is set as offer and COM HR Recruiter has received via email all interview notes, etc., a salary recommendation for approval within 3 business days.
• Orientation is virtual and is scheduled every two weeks; all clearances are necessary before an individual may start.
• College of Medicine recruiter offers all staff roles (part time/full time).
• Faculty (tenure/non-tenure) and postdoctoral positions will be offered at the department level for part-time and full-time. Please ensure enough time is provided to allow for receipt of clearances.
• Route via the established PawPrint process and email Patty Shoener the submitted hiring packet.

• Requirements when submitting an Offer:
• Mark all candidates that were interviewed in Workday
• Move selected candidate to offer
  • Email disposition spreadsheet, interview notes and completed references information to Recruiter. No salary recommendation or offer made until this information is received.
• College of Medicine HR recruiters:
  • Staff and faculty: Patricia Shoener – pshoener@pennstatehealth.psu.edu
  • Postdoctoral fellows and scholars: Renee Karstetter – rkarstetter@pennstatehealth.psu.edu

Contacts for Visitors, Volunteers and Research Internships at the College of Medicine

Download this information in a PDF flow chart

Is it a paid internship?

• Yes – Follow Hiring Process (including approvals) and consult with Graduate Education
• No – Continue below

Not a paid internship:

• High school student?
  • Yes – Consult with Graduate Education
• Undergraduate student?
  • Yes – Consult with Graduate Education
    • Visa required?
      • Yes – Global Programs

• Graduate student?
  • Yes – Consult with Graduate Education
    • Visa required?
      • Yes – Global Programs
• Not matriculated?
  • Not permitted; contact volunteer office
• Visiting scholar Visa needed?
  • Yes – Visiting scholars process/ORA and Global Programs
  • No – Visiting scholars process/ORA

Note: HR does not handle internships or unpaid opportunities.

2024 College of Medicine New Employee Start Dates and Offer Timeline

Deadline to receive offer materials via email to recruiter by 5 p.m.:

• In state – 5 weeks
• Out of state – 11 weeks

* Denotes dates related to a holiday that may cause delays.

• Policy AC 13 – posting
• AC 21 for faculty
• Search Committee Guidelines (Sharepoint document; Penn State Access ID login required)