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Penn State University Libraries

Campus HR Liaison and Supervisor Information

Contact

Libraries Human Resources
511 Paterno Library
University Park, PA  16802
(814) 863-4949
(814) 863-5592 - Fax
UL-lhrwebsite@lists.psu.edu

Staff Directory

This website contains information and forms relating to part-time employees (non-student, student, work-study) to be used by HR Liaisons and supervisors at campus locations.  Any questions can be directed to Libraries Human Resources.

Requesting to Post Part-Time Vacancies
Hiring New Employees
Rehiring Employees
Terminating Employees
Information to be Provided to New Wage/Work-Study Employees
Additional Information for Supervisors


Requesting to Post Part-Time Vacancies

All part-time (wage payroll student and non-student) vacancies must be posted on psu.jobs.  To request a part-time vacancy be posted, please contact Wendy Stodart, 814-863-4949.


Hiring New Employees

To comply with the Pennsylvania Child Protective Services Act, employment at Penn State University Libraries is contingent upon the successful completion of the following clearances: 

    - Pennsylvania State Police Criminal Backgound Check (SP4-164)
    - Pennsylvania Child Abuse History Clearance Form (CY-113)
    - Federal (FBI) Fingerprint Background Check (Criminal History Report)

All employees will need to have completed background checks and clearances before beginning employment. Please remember when offering employment to mention that it is contingent upon satisfactory background checks and the individual cannot begin working until the results are received. To initiate the process, please contact LHR, who will also notify the hiring supervisor when the results have been received. 

Note: If pending employee needs a PSU ID number, please contact Libraries Human Resources, (814) 863-4949.

The following forms should be completed by HR Liaisons or supervisors for all new employees. 

List of forms for supervisor use. select this button for any of the following resources in an alternative format
Form/Document Name Instructions for Supervisors
Where to Send
Information Form for Part-Time Employees, Interns, and Voluneers
Please complete all applicable sections of the form. Email, fax, or mail to Wendy Stodart in LHR
Penn State Access Account Application (if pending employee doesn't already have an active account)

Give the following policies to new employees when the employee signs the form.

-AD20 Computer and Network Security
-EDUCOM Statement

Original to ITS Accounts Services Office (204 Wagner Building). Must have new employee and supervisor signatures.
Online Account Request System (Formerly Libraries Application for Computer Access)
Complete the online form to request access for: Workflows, Desk Tracker, etc. Requests for access are then sent automatically to appropriate account managers.
Authorization for PSU ID Card Complete all sections of the form, selecting Wage Payroll as the appointment type. Give original to employee for processing at the campus ID+ office.

All new employees should complete the following forms at the time of hire.

List of forms for new employee use.
Form/Document Name Instructions for Supervisors
Where to Send
I-9 Employment Eligibility Verification

For additional guidance, please review the instructions included with the Form I-9 and/or visit the USCIS I-9 Central Home Page.

-If hiring someone that was previously employed by Penn State, please contact LHR for guidance on how to handle completing the I-9.

-If an international student, please contact LHR for I-9 Instructions or read Hiring an International Student.

Original is retained at the campus location in a separate I-9 file.  Send a copy of I-9 documentation (which includes: pages 7 and 8 of the I-9 form and front and back copies of identification provided), to LHR.
W-4

Have the employee use a permanent address, not a temporary school address.

Must have the I-9 #22 stamped on the form, which indicates to Payroll that the I-9 has been completed.

Original to Payroll (101 James Elliott Building), send a copy to LHR
Salary Deposit Request Attach a voided check or supply complete bank account information. Original to Payroll (101 James Elliott Building), send a copy to LHR
University Intellectual Property Agreement HR Liaison should sign as a witness for the new employee. Original to Intellectual Property (113 Technology Center), send a copy to LHR

Workers' Compensation

-Employee Notification Form
-Information Form

HR Liaison should sign as employer representative. Original to LHR
Clery Notification Distribute to all new employees.
No signature necessary.  Employee should retain copy for their reference.
Affirmative Action Data Card (optional) Employee has the option of completing this form. Original to LHR
Voluntary Self-Identification of Disability (optional) Employee has the option of completing this form. Original to LHR
Voluntary Self-Identification of Protected Veteran (optional) Employee has the option of completing this form. Original to LHR
Emergency Contact Form All employee must complete this form. Original is retained at the campus location

In addition to the forms above the following must also be completed for non-students.

Retirement Status Questionnaire (Staff Only)

 

Notice to Part-Time Non-Student Employees 

Employee should fill out the form accurately.  If any response is "yes," please contact Wendy Stodart immediately.

 

 

Employee must sign this form. 

Originals to LHR

In addition to the forms above the following must also be completed for full-time students.

Notice to Full-Time Students Working at Penn State

Employee must sign this form.
Original to LHR

In addition to the forms above the following must also be completed for Permanent Residents:

Alien Information Request Form and a W-9 Form

For additional information, please contact LHR or read Hiring an International Student. Originals to Payroll (101 James Elliott Building), send copies to LHR

In addition to the forms above the following must also be completed for International Students:

Alien Information Request Form

For additional information, please contact LHR or read Hiring an International Student.  Be sure to include a copy of the I-94 card from passport.
Original to Payroll (101 James Elliott Building), a send copy to LHR


Rehiring Employees

If the returning employee has a completed background check on file or has worked for the University within the past six months, a background check does not need to be completed.

The following forms should be completed by HR Liaisons or supervisors to rehire returning employees:

List of forms for rehiring employees. Request resource in an alternative format or let us know if there are any accessibility issues that need to be addressed
Form Instructions for Supervisors
Where to Send
Information Form for Part-Time Employees, Interns, and Volunteers

Please complete all applicable sections of the form. Original to LHR
Online Account Request System (Formerly Libraries Application for Computer Access) Complete the online form to request access for: Workflows, Desk Tracker, etc. Requests for access are then sent automatically to appropriate account managers.


Terminating Employees

Please complete the following forms on or shortly after the employee's last day of work.

List of forms for terminating employees. Request resource in an alternative format or let us know if there are any accessibility issues that need to be addressed
Form Instructions for Supervisors
Where to Send
Notice of Separation Form for Part-Time Employees, Interns, and Volunteers

Please complete all sections of the form. Original to LHR
Transfer/Separation Checklist As per HR102 Separation and Transfer Protocol, supervisors are required to complete all sections of the form.
Original to LHR
Online Account Request System (Formerly Libraries Application for Computer Access) Needed to successfully delete access to Libraries resources.
Request for deletion of access is then sent automatically.


Information to be Provided to New Wage/Work-Study Employees

Please go over the information listed below with all new employees.  If preferred, copies of the information provided under each link can be given to new employees.  In addition, please also refer new employees to the Campus Wage/Work-Study Employees website

Labman for Employees

ESSIC (Employee Self-Service Information Center)

FAQ's for Wage Payroll/Work-Study Employees

Schedule of Bi-Weekly Pay Periods

Federal Work-Study Information

Workers' Compensation Information

Harassment and Discrimination

Civility Statement

Diversity at the University Libraries

Drug Free Workplace Policy

Policies, Safety, and U

Arrest and Conviction Self Disclosure Form

Resources for Reporting Wrongdoing

Local Services Tax Information and Exemption FormRequest resource in an alternative format or let us know if there are any accessibility issues that need to be addressed

Please point out the specific links and give copies of the following documents (according to the employees’ status), for example: all non-students should be given the information found under the Non-Student Employees link.

Student Employees

Non-Student Employees


Additional Information for Supervisors

Labman for SupervisorsFederal Work-StudyInternshipsVolunteers

Hiring International Students

Schedule of Bi-Weekly Pay Periods

Work Schedules (Breaks and Overtime)

Earned Time, Holiday, and Weather Day Guidelines

Penn State Policy Manual (GURU)

    -HR103 Employment Conditions for Part-Time, Intermittent/Short-Term & Full-Time Student Employees