Penn State University Libraries - Staff Vacancy Procedure

Upon identifying need, whether filling or creating a new position, a Request to Fill form should be completed and submitted through the appropriate approval path.  If a waiver of hiring hold is being requested, explanatory documentation should be attached.

Once the Request to Fill form has been signed by approvers, LHR will send the supervisor a previous posting for revision and submission for vacancy announcement.  If the job is new and no previous posting exists, LHR will send guidelines for creating the posting.  At the time of submission of the posting, the hiring supervisor should also advise if any additional people should be given access to the posting in the Electronic Vacancy Management System.  Positions will be posted on Penn State's psu.jobs website within two days of receiving posting language, and will be posted for at least one week, or will remain posted if other advertising sources are being used.

In accordance with Policy HR74, Staff Vacancy Announcement Procedure, all vacant Standing and Fixed-Term I staff positions must be posted. 

"The University at all times desires to fill all open positions with the best qualified persons available.  To be considered for an open position, an individual expressing interest in a position must meet the listed qualifications.  The college or administrative unit will then review qualified candidates' submitted materials to determine if further consideration, such as an interview should take place.

The college or administrative unit will be responsible for the final selection of each staff employee hired.  The Dean or administrative officer whose area has the vacancy shall be responsible for ensuring steps are taken to uphold the University's commitment to affirmative action in employment."

Once the vacancy closes, LHR will advise that the materials are complete and ready for review.  Only applicants with complete materials (cover letter and resume) can be considered.  Applications are not required in order to be interviewed, but must be completed prior to hire.  To receive approval for interviews, the supervisor should contact LHR with a short list of applicants who meet minimum qualifications and are most qualified.  LHR will review the list and respond with approval to proceed with interviews, or with any concerns about the applicant pool.  At this time, a list of those who are not qualified or are no longer being considered should be submitted so that LHR can close off those candidates.  Candidates closed out will receive a system-generated email notification that explains they are no longer under consideration.

Once interviews have been completed and the area is ready to make an offer, the hiring supervisor should submit a completed Staff Vacancy Applicant Documentation Form to LHR.  LHR will review the form and either contact the hiring supervisor with concerns, or advise that the offer will be made to the final candidate, contingent on completion of a satisfactory background check.  At this time, the hiring supervisor should advise LHR of the desired start date.

Background Checks

In accordance with Policy HR96, Reference and Background Checking for Other-Than-Academic Appointments, all final candidates meeting the following qualifications must complete the background check process:

• Standing and first-time Fixed Term I or Fixed Term Multi Year positions
• First-time Fixed Term II, non-student wage payroll, visiting, or adjunct positions any of which are four months or longer
• First-time Fixed Term II, non-student wage payroll, visiting, or adjunct positions of any duration which involve sensitive assignments, such as those involving money, child care, student living areas, or confidential and/or cirtical information

LHR will be responsible for determining if a background check is needed, communicating the offer and background check contingency to the candidate, and coordinating the background check process with the applicant.  Keep in mind that once the applicant has submitted consent to the Office of Human Resources, it may take at least one week before LHR is notified of the results of the background check.  Please keep this in mind when planning the start date.

Upon completion of the background check, LHR will contact the hiring supervisor and the successful applicant to finalize employment details.  LHR will also notify the hiring supervisor when other candidates should be notified.  LHR will provide sufficient time (typically 24 hours) for the hiring supervisor to make this contact before closing off applicants in the Electronic Jobs Management System, so that they may be notified by phone before receiving the automated close-off notification.

NOTE: The background check investigates the criminal and educational history of the applicant.  It does NOT take the place of reference checking, but serves as an additional safeguard to ensure a successful hire.  It is still the responsibility of the unit to complete thorough reference checks to determine the applicant's past performance and fit for the position.