Recruitment

Hiring Exception Request Process

Updated March 2025 

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

Hiring Exception Documents  

• Hiring exception request form and COM requisition form

  • Cannot post a higher-level position than requesting.  

• Signatures required by PI & FMA or GMA. Central finance will be necessary if funding is external to grants/startup.

• This step will happen during the hiring exception meeting.  

• Full-time staff require a completed staff position description (replaces the JRW)  

• College of Medicine faculty roles NO longer require FCWC approval  

• Email completed documents to askCOMHR@pennstatehealth.psu.edu.

• Documents must be received via email by noon EST on Thursday to be reviewed at the following week's meeting.  

Workday Process: complete in parallel with the Hire exception documents  

1. Create requisition in Workday  

2. Upload – College of Medicine hiring exception/requisition & staff position description SPD (if staff role)        a. If posting a multi-level posting, you will need a JRW/SPD for each level  

3. Documents will route through the Workday approval process in parallel with the hiring exception process.  

4. College of Medicine Human Resources will pause posting until Hiring Exception Approval is received. You will be notified via Workday once roles are posted.

Additional Information

• 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. Please contact Aleisha O’Connell for assistance (AMO15@psu.edu).

• Staff Position Descriptions (SPD) are not necessary for part-time, faculty, or postdoc roles.

• Workday recruitment module training (available at https://lrn.psu.edu/).

• Ensure all tasks in Workday are completed/approved.

Recruiting Support

• Faculty and Staff - Patty Shoener (PTS11@psu.edu)

• Postdocs - Renee Karstetter (RLK102@psu.edu)

Candidate Selection

• Review/disposition candidates in Workday, and move selected candidate “offer” once selected.  

Staff

• All staff positions must be posted for a minimum of 7 days before an offer can be made.

• When the Workday status is set as offer and College of Medicine HR Recruiter has received via email the job requisition #, interview notes, disposition spreadsheet, and reference check information a salary recommendation for departmental approval will be provided 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). Do not discuss salary with candidates until you consult with your recruiter.

Faculty & Postdoctoral

1. All Faculty postings must be posted for at least 30 days before an offer can be made

2. Orientation is virtual and scheduled every two weeks. All clearances are necessary before an individual may start. Please review the clearance guide to ensure there is enough time for receipt. See page 3 of clearance process tab.

3. Faculty (tenure/non-tenure) Please follow the instructions on the Faculty Affairs website: https://faculty.med.psu.edu/faculty-affairs/recruitment-appointments/basicscience-facultyrecruitment-approval-routing

4. Postdoctoral roles will be offered at the department level. If you need assistance in determining years of service, please contact Renee Karstetter at rlk102@psu.edu.

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.