Human Resources Policies

HR108 Position Vacancies

Policy Status: 


Subject Matter Expert: 

Lori Yacisin, 814-865-9343,

Policy Steward: 

Vice President for Human Resources

POLICY'S INITIAL DATE: December 1, 2023






To outline how vacant and/or new full-time staff, administrator, and executive positions are posted and filled. 


Penn State is an equal opportunity, affirmative action employer, and has affirmed a policy of nondiscrimination in all of its employment practices. The University is committed to ensuring that all persons shall have equal access to employment without regard to characteristics not related to ability, performance or qualifications as determined by university policy, contract, or state or federal authorities. The University prohibits discrimination against any person because of their actual or perceived age, race, color, ancestry, national origin, sex, sexual orientation, gender, gender identity, physical or mental disability, religion, creed, service in the uniformed service (as defined in state and federal law), veteran status, marital or family status, pregnancy, pregnancy-related conditions, genetic information, or political ideas. 


Units must consult with Talent Acquisition to determine whether a search should be posted internally to the Penn State employee community, or nationally. All positions must be advertised in Workday for seven calendar days. 

There may be times when a search only within a specific department or unit is warranted; these searches must be approved by the Vice President of Human Resources, or designee, and the Associate Vice President for Equal Opportunity and Access, or designee. 

A national search is defined as a job vacancy that is open to both current Penn State employees and prospective employees. A national search should include broad advertising, outreach with the specific intention to source a qualified pool of diverse candidates and/or advertising in publications appropriate to the specific position. The Hiring Executive may or may not decide to retain the services of a search firm. If a search firm is used, Human Resources will work in collaboration with the unit to engage an executive search firm, if appropriate. 


Search committees are not required but are strongly encouraged in specific circumstances. A search committee is not needed when the position is an individual contributor role, or if the position's responsibilities do not require extensive stakeholder involvement. However, it is expected that hiring managers will take proactive steps to source a diverse candidate pool and include individuals in the interview process who can provide feedback and assist in the selection process to ensure an equitable search. 

Search committees are strongly encouraged for management positions or when conducting a national search. Search committee members should be identified by the hiring manager prior to the posting, and may include, but are not limited to, faculty, staff, student members of the college/unit, and/or members outside the unit who have direct interest in the selection process. 

All search committees should include a diverse representation of members to ensure that various perspectives are considered when recruiting and evaluating candidates throughout the search process. In addition, consideration should be given to representation from multiple departments and/or locations within an outside of the unit/college. 


There may be circumstances by which a direct appointment to a vacant or new position is required. Unit Executives must work with their Human Resources Strategic Partner to assess the justification for all direct appointments. The Human Resources Strategic Partner will forward the request to the Vice President for Human Resources, or designee, and the Associate Vice President for Equal Opportunity and Access, or designee, for approval. 



AD29 - Statement on Intolerance 

AD85 - Title IX Sexual Harassment 

HR11 - Affirmative Action in Employment at the Pennsylvania State University 

HR99 - Background Verification Requirements 




Date Approved: 

December 1, 2023

Date Published: 

December 1, 2023

Effective Date: 

December 1, 2023