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Office of Equal Opportunity and Access

328 Boucke, University Park, PA 16802
Phone: (814) 863-0471
Email: oeoa@psu.edu

Questions regarding web issues, please contact
Tanya Pasko, tvp2@psu.edu

Recruitment Notifications Instructions

IMPORTANT NOTICE REGARDING RECRUITMENT LIFE CYCLE NOTIFICATIONS

EFFECTIVE IMMEDIATELY–3/24/14

Penn State must provide required notifications to applicants, those offered employment, and new hires.  The following information provides guidance on new and/or updated information that must be provided during the recruitment life cycle.  You are highly encouraged to post all positions on the Electronic Jobs Management System (EJMS) to allow most notices to be provided electronically with only forms required during the New Hire Orientation process having to be completed manually within each unit.

Effective April 2, 2014, EJMS has been updated to allow applicants to apply online for student and non-student part-time positions (wage payroll).

If you are currently using a separate website in your unit that allows applicants to apply online for part-time/wage payroll positions (or any other positions), please provide the website address and information concerning the use of that system to Mary Beahm at mgb12@psu.edu.  Due to the need for centralized reporting to various governmental agencies, and the need for compliance with all of the notifications listed within this document, units should consider whether the use of a separate system is still needed or if EJMS can be utilized instead. 

The information below is provided based on the best available information as of this date.  Should there be updates or changes to the information, we will provide that information as soon as possible.  Information will also be posted on the OHR website under the “HR Professionals” tab. 

Questions should be referred as follows:

Affirmative Action Notices:  Affirmative Action Office, Suzanne Adair or Cindy Harter
Clery Notices:  Clery Management, Gabe Gates 
Electronic Job Management System:  Recruitment, Angela Wharton or Lisa Corman

RECRUITMENT LIFE CYCLE NOTIFICATION

A. EXTERNAL ADVERTISEMENTS:

All external advertisements must include the following updated language for affirmative action and Clery notifications. Penn State’s advertising agency, Job Elephant, will be adding the language automatically to all advertisements placed by them.  We highly encourage all advertisements to be placed with Job Elephant (utilizing EJMS).  If you place advertisements directly, you must use the following language in all advertisements:

  • Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to minorities, women, veterans, disabled individuals, and other protected groups.
  • CAMPUS SECURITY CRIME STATISTICS:  For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.  

B. OPEN POSITIONS:

1) Positions posted on EJMS that allow applicants to apply online will have required notices provided electronically with the exception of those notices required during the New Hire Orientation (see Section C below).

2) Positions posted on EJMS that do NOT allow applicants to apply online (e.g. faculty positions posted prior to the new online capabilities, wage payroll) will NOT have the required notices provided electronically. The following notices must be provided by the unit:

  • New Hire Orientation forms (see Section C below)

    3) Positions not posted on EJMS or positions posted on another system (that does not have automatic notifications) will need to receive all notifications manually from the hiring unit as described in item 2 above.  Unless there is a specific rationale, all new positions should now be posted on EJMS.

    4) All new part-time (wage payroll) positions lasting greater than three (3) days should be posted on EJMS, including student and non-student positions, allowing applicants to apply online.  

    5) Federal work-study positions do not need to be posted on EJMS but may be posted, if desired, noting that all applicants must be approved for work-study for consideration.

    6) Graduate Assistant positions do not need to be posted on EJMS but may be posted, if desired, noting that all applicants must be accepted into the graduate program for consideration.

    7) For part-time positions (wage payroll or FT2) that require hiring on an on-going basis, use of generic job postings is encouraged.  Given the potential for very large applicant pools, periodic postings (i.e., once a month, once per semester, seasonally, etc.) with specific closing dates may be more effective and manageable than simply posting wage payroll positions as open “until filled.”  

    8) Hiring units utilizing various clearinghouses to identify candidates for open positions may continue to do so, but will need to direct any candidates being considered for interview, to apply through the psu.jobs website. Since the applicants’ materials are available in the clearinghouse site, they do not need to duplicate submission of materials; they can either apply without uploading materials or they can provide materials you may want to review such as a cover letter outlining specific interest in Penn State. This will allow all of the required notifications to be provided electronically, with the exception of those required during the New Hire Orientation process.

 

C. NEW HIRE ORIENTATION (all new hires):

In addition to other forms that you provide (I-9, W-4, etc.) the following documents must be added to the new hire orientation information for ALL new hires:

1) Clery Security Crime Statistics Notice (FORM 1)

2) Notification to individual(s) offered employment of the following (both forms must be provided):

You should also add these forms to your unit’s new hire checklist, have the individual providing the information sign and date the checklist, and if possible, request that the new employee sign the form to confirm receipt of the notices.  If the employee does not want to sign the form, signature is not required. 

D. EMPLOYMENT WEBSITES:

Any units utilizing employment websites must have specific language posted on those websites and will need to ensure full compliance with all requirements.  If the website allows applicants to apply directly online for part-time/wage payroll positions (or other positions), additional information must be provided as outlined below.  Please coordinate with your local IT resources to update the websites immediately; websites will need to be updated for all compliance issues in the future as well.  Unless there is a specific reason to continue use of a separate website, units should begin using the EJMS system for all positions as soon as possible. 

All employment websites should have the following statements EFFECTIVE IMMEDIATELY: 

1) NEW Affirmative Action Statement (replaces prior statement): 

  • Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to minorities, women, veterans, disabled individuals, and other protected groups. 

2) NEW Clery Notification (replaces prior statement):

  • CAMPUS SECURITY CRIME STATISTICS:  The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and Pennsylvania Act of 1988 require that crime statistics for Pennsylvania colleges and universities be made available to applicants upon request.  Penn State’s combined Annual Security and Annual Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings owned or controlled by the University, and on public property within or immediately adjacent to and accessible from the campus.  The report also includes institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters.  You may obtain this information for the Penn State campus to which you are applying by accessing the website at www.police.psu.edu/clery/.  A printed copy of the report may be obtained by writing to University Police & Public Safety, The Pennsylvania State University, Eisenhower Parking Deck, University Park PA 16802-6703 or by calling 814-865-1864.

3) NEW Link

Websites that allow part-time/wage payroll applicants to apply directly through that website must have the following updates/notifications:

4) Employment Application must have the following:

NEW Affirmative Action Statement (replaces prior statement): 

  • Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to minorities, women, veterans, disabled individuals, and other protected groups.

NEW Clery Notification (replaces prior statement):

  • CAMPUS SECURITY CRIME STATISTICS:  The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and Pennsylvania Act of 1988 require that crime statistics for Pennsylvania colleges and universities be made available to applicants upon request.  Penn State’s combined Annual Security and Annual Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings owned or controlled by the University, and on public property within or immediately adjacent to and accessible from the campus.  The report also includes institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters.  You may obtain this information for the Penn State campus to which you are applying by accessing the website at www.police.psu.edu/clery/.  A printed copy of the report may be obtained by writing to University Police & Public Safety, The Pennsylvania State University, Eisenhower Parking Deck, University Park PA 16802-6703 or by calling 814-865-1864.

5) Notification to all applicants of Clery Security Crime Statistics Notice (FORM 1)

6) Notification to all applicants of the ability to voluntarily complete an affirmative action form (FORM 2)

7) Notification to all applicants of the following (both forms must be provided):

8) Notification to individual(s) offered employment (post-offer/pre-employment) of the following (both forms must be provided):

9) Notification to affirmation action agencies identified in OFCCP Conciliation Agreement of open positions (contact Recruitment and Compensation for list of agencies)

E. SEARCH FIRMS

If you are utilizing an outside search firm, you should advise the firm that they will be required, as part of their recruitment process, to comply with all of Penn State’s legal notification requirements including but not limited to Clery, Affirmative Action, and notification of the ability to self-disclose as a protected veteran and/or individual with a disability with an opportunity to request a reasonable accommodation.  We will be adding these requirements to the forms provided by Purchasing and Risk Management as well. In the interim, search firms must follow the process outlined in section B.2 above.  However, hiring units will be responsible for providing the appropriate post-offer/pre-employment notices with the offer letter, as well as those required as part of the New Hire Orientation process.