HHD HR Procedure - Exceptions to Hiring Freeze

Complete the Hiring Exception Request  Unit Head/Center Director approval is required before a request is entered into the Hiring Exception Request system

Note the following:

In the section labeled “Exception Reason” outline the following:

• Position criticality: safety, student success, compliance, return on investment, or other.
• If the position is co-funded and, if so, the funding outlook from the co-funding college.
• Statement outlining the fallback strategy if an exception is not approved.
• Statement certifying that the submitter has confirmed the approval of the appropriate department head or center director. List all budgets and funding sources which will fund the position including all general funds IOs, SIMBA Grants or Research IOs, or OSP numbers for pending awards.

Complete the Hiring Exception Request  Unit Head/Center Director approval is required before a request is entered into the Hiring Exception Request system.

Note the following:

• In the section labeled “Exception Reason”  outline the following:
  • • Position criticality: safety, student success, compliance, return on investment, or other.
    • a statement describing the current non-tenure track faculty and adjunct tasking within the unit as well as why existing faculty cannot perform the work of the new faculty position.
  • Funding source and, if partially externally funded, outlook for continued funding.
  • A statement outlining the fallback strategy if an exception is not approved.
  • Statement certifying that the submitter has confirmed the approval of the appropriate department head or center director.
  • List all budgets and funding sources which will fund the position including all general funds IOs, SIMBA Grants or Research IOs, or OSP numbers for pending awards.

If funding is from Penn State general funds (fully or partially) - Complete the Hiring Exception Request.   Unit Head/Center Director approval is required before a request is entered into the Hiring Exception Request system.

If funding is 100% from external sources (i.e. Grants) - See "100% Externally-Funded Full-Time Positions" information.

Note the following:

• In the section labeled “Exception Reason” outline the following:
  • • Position criticality: safety, student success, compliance, return on investment, or other.
    • Current funding source and, if partially externally funded, outlook for continued funding.
    • A statement outlining the fallback strategy if an exception is not approved.
    •  Statement certifying that the submitter has confirmed the approval of the appropriate department head or center director.
  • List all budgets and funding sources which will fund the position including all general funds IOs, SIMBA Grants or Research IOs, or OSP numbers for pending awards.
  • Job Posting and Job Responsibilities Worksheet
    • If posting as multi-level, JRWs are needed for each level being requested

If any of the position types above are being created to accommodate a spousal hire for an approved faculty hire, note in the Exception Reason field: “Spousal hire for approved position (DESCRIBE APPROVED POSITION)”

The hiring manager or designee entering the request into the Hiring Exception Request system must obtain Department Head, Center Director, or Unit Leader approval prior to initiating the request and confirm approval has been obtained in the request.

Submitted requests will route to the HR Strategic Partner, Financial Officer, Dean, Interim Executive Vice President & Provost, and Senior Vice President for Finance & Business for review and approval.

Once all approvals are in place, the submitter of the Hiring Exception Request and HHD Human Resources will receive a confirmation of approval via email. Once this is received, the hiring manager or administrative designee can proceed in creating the job requisition in Workday.

Summer graduate assistantships do not require exceptions.

Postdoc positions do not require approval regardless of position funding source(s).

All positions must be approved by the Department Head, Center Director, or Unit Head. Hiring managers must verify all administrative and budgetary approvals for externally-funded positions prior to posting a position. 

All grant funds must be available and in university accounts at the time of posting. Managers must also verify that the correct Budget/IO (funding Source) is listed in Workday. 

Once approval and funding are verified, managers may proceed with posting. All full-time externally funded positions must comply with applicable University policies.  

Please note: If any portion of the position will be funded on general funds (this includes some endowed funds and faculty account funds), the position will need to be approved by the Provost and a Hiring Exception Request needs to be completed using the appropriate guidance.

For budget related questions please reach out to the financial contacts listed below: 

Finance Contact (Grants):  Niki Page 

Finance Contact (Non-Grant Funds)- Nicky Rigg

For HR-related questions please see the following: 

HHD Human Resources  

Full-Time Staff Position Type Classifications

Staff Job Profiles

How to Create a Job Requisition for a Full-Time Non-Academic (staff) Hire

How to Create a Job Requisition for a Full-Time Academic Hire

Employees in the part-time academic employee type are categorized as either teaching (adjunct) or non-teaching. Teaching (adjunct) employees are exempt and may teach a maximum of nine (9) credits per academic semester. 

Teaching part-time academic employees 

Undergraduate teaching positions typically require the following credentials:  

• Ph.D. or Master's degree in a related field; or  
• Baccalaureate degree in related field plus 10 or more years of subject-matter experience; and 
• Demonstrated ability to teach relevant subject matter. 

Note: all undergraduate teaching faculty with a baccalaureate degree must be approved by the Associate Dean for Undergraduate Education and University Faculty Affairs. If you have an instructor with a baccalaureate degree as their highest degree, please complete and submit this form to obtain approval to proceed with the hire before courses are assigned.

Graduate teaching positions typically require the following credentials:  

For teaching 500-level courses: 

• Ph.D. or Master's degree in a related field; and  
• A record of scholarship in the field; or 
• Terminal Master's degree accepted for tenure-line appointments in the field at Penn State; and
• Must be engaged in scholarship in a field relevant to the course for which permission is sought.   

For teaching 800-level courses: 

• Ph.D. or Master's degree in a related field; and
• Relevant professional experience appropriate to the field. 

All individuals teaching at either level should have experience equivalent to teaching at the post-secondary level and evidence of above average teaching ability. Additional approvals may be required. 

World Campus positions 

Prior to extending an offer for a part-time World Campus adjunct faculty position, the C.V./resume must be forwarded for review to the Department Head and the Associate Dean for Undergraduate and Outreach Programs. 

Non-teaching part-time academic employees  

• Exempt non-teaching part-time academic employees may work up to 60% FTE. 
• Non-exempt non-teaching part-time academic employees may work up to twenty-four (24) hours per week year-round and may also work forty (40) hours per week for sixteen (16) consecutive weeks per calendar year. 

Employees in the part-time non-academic employee type may be categorized as either exempt or non-exempt. 

• Exempt part-time non-academic employees may work up to 60% FTE. 

• Non-exempt part-time non-academic employees may work up to twenty-four (24) hours per week year-round and may also work forty (40) hours per week for sixteen (16) consecutive weeks per calendar year. 

All positions must be approved by the Department Head, Center Director, or Unit Head. Hiring managers must verify all administrative and budgetary approvals for part-time positions prior to posting a part-time position. 

For grant funded positions, funds must be available and in university accounts at the time of posting. For general fund positions, appropriate budget approval must be in place prior to posting. Managers must also verify that the correct Budget/IO (funding Source) is listed in Workday. 

Once approval and funding are verified, managers may proceed with posting. All part-time positions must comply with applicable University policies.