Job Requisition Requests

Job Requisition Requests

PLEASE READ BEFORE MOVING FORWARD!

As you complete this form, please be aware that certain details may require adjustments to align with the University's minimum requirements. These adjustments will not impact your ability to select your preferred candidate.

A member of our HR team will contact you before making any changes to your submission.

Should you have any questions or require clarification, do not hesitate to reach out to your HR Business Partner. And please consult with your budget office to confirm approval and obtain your budget numbers before proceeding. Contact information is available on our website here.

Request Type*

New Position - New headcount. This includes positions that were previously temp roles for which you would now like to hire a regular employee.
Replacement - Backfilling into same position, job profile, etc.
Replacement/Reclassification - Backfill but you would like to significantly change the job responsibilities and qualification and/or job profile.
Temporary - These are temporary hires paid by Penn; you can read more about that here.

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Is this a union position?*

If this is a union position, please use Union > Library/Provost or Union > Museum/Provost for the job family.

These roles have standard job descriptions. If you need to amend the description, please indicate this in the "Instructions for Recruiting" comment box. Changes are not always possible but a recruiter will discuss with you.

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Union Job Family*

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Museum Union Job Profiles*

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Library Union Job Profiles*

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Justification for New Headcount*

In a few sentences, please describe why this new position is needed and what the implications are if it is denied. Please also explain how this position will be paid for (attaching a document instead is also allowed, upload in the same place as the PIQ). If this position was included in the budget for this FY, please provide a copy.

Confidential Posting*

If you are unsure what is an acceptable reason for a confidential posting, please review the policy here.

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Confidential Posting Justification*

Describe why you need this position to be confidential, keeping in mind the policy requirements.

Is this position funded by active grants or restricted funds?*

This question will be used to determine if the position meets the University's definition of critical as part of the staff hiring freeze exception review.

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How is this position critical?*

This question will be used to determine if the position meets the University's definition of critical as part of the staff hiring freeze exception review. If this position is fully funded by an active grant or restricted funds, indicate that in the first question and enter "N/A" here.

What is the impact of leaving the position vacant?*

Please describe any efforts that have occurred to reallocate responsibilities to other staff or explore temporary staffing solutions.*

How does this position affect the student experience?*

How does this position affect service delivery?*

What are the funding sources and financial implications?*

What are the risks to compliance, accreditation, or University operations if the role is unfilled?*

Is there campus space available for this position within the department footprint?*

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Was this approved during the budget review process*

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If yes, please attach documentation below in the same field where you will add the Position Description Form.

Your request will be denied if nothing is attached.

If no, please provide a detailed explanation of how this will be paid this fiscal year and beyond.*

Please add an attachment(s) if needed. You can upload this in the same place you will add the Position Description Form.

Salaried/Hourly*

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Budgeted Salary Amount*

Exempt - $XX,XXX (annual salary)

Budgeted Hourly Amount*

Non-Exempt - $XX.XX (hourly rate)

Center*

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Department (Provost Center)*

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Department (University Life)*

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Submitted By*

Please only put the name of the individual entering this information.

Name of Hiring Manager*

Number of Openings*

If you have more than 1 opening they must have the same PIQ, Job Profile, Qualifications, etc. (if more than 3 openings, please attach a document listing all other incumbents with their position numbers)

Incumbent Name(s)*

Please utilize Workday to collect all required information from the incumbent's summary page. If you have more than one incumbent, you can include all names here.

Incumbent Position Number(s)*

"Position number can be located under "Job Details" on the incumbent's summary page in Workday." If you have more than one incumbent, you can include all position numbers here.

Incumbent(s) Job Profile*

"Job Profile can be located under "Job Details" on the incumbent's summary page in Workday."

Target Hire Date*

The target hire date must be scheduled for after the incumbent has vacated the position, unless prior authorization has been granted.

Is this position dependent upon grant funding?*

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Is this a limited term position?*

Please note - all grant-funded positions should be limited term in nature with end dates based on when the date through which the grant is able to fund the position. Does not apply to ULAR Husbandry positions.

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Target End Date*

Job Description

If this is a direct replacement, you can upload the existing PIQ/Position Description Form; please be sure to use the most recent version of the form here.

If there are any new duties since the position was last reviewed, please revise the form and indicate there which duties are new. You do not need to upload anything for temporary requests.

If this is a new position and you are unsure how to proceed with a job description, please contact your HR Business Partner for assistance.

Job Posting Title*

This is what the individuals business or public-facing title will be. This is also used for advertising purposes so be thoughtful about what you want to communicate to prospective applicants to attract talent.

Also be realistic in this choice, do not call someone a "Director" or "Financial Analyst" if the job profile does not match.

Would you like to post this as a dual posting?*

Could this position have a second job profile? if yes, please attach PIQs for both job profiles.

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Position Description Form*

FOR TEMP REQUESTS - This is where you upload your department approval. You do not need to upload a PIQ.

Also known as a "PIQ" please upload the version of this you would like to use for this role, keeping in mind that details will also be used to craft the job posting/advertisement. The template form can be found here.

PLEASE ENSURE YOUR DOCUMENT IS IN THE LATEST FORMAT AND HAS ALL FORM FIELDS COMPLETED. Incomplete forms will result in delays.

Dual Posting: If you are requesting a dual posting, please upload additional form(s). A dual posting is where we have flexibility to hire into multiple job profiles, based on the individual candidate's background, experience, skills, and education.

Drag and drop files here or

Preferred Qualifications*

The Position Description Form will provide you the opportunity to list minimum requirements (that align with the job profile) but we know that there are other qualifications we would prefer in an ideal candidate.

Please use this section to indicate specific skills, education, experience, certifications, and other qualifications that we would like to advertise as preferred for this role.

Hybrid Eligibility*

Will this role have the opportunity to work from home as part of their regular schedule.

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Remote Eligibility*

Fully remote positions must be approved by executive leadership.

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Time Type*

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Primary Location*

Please use the specific WorkDay location - no nicknames or generalities.

Scheduled Weekly Hours*

Please enter the specific number of hours this position will work per week

ORG NUMBER (XXXX)*

Please check with your budget partner if you don't have this information.

FUND (XXXXXX)*

Please check with your budget partner if you don't have this information.

PROGRAM CODE (XXXX)*

Please check with your budget partner if you don't have this information.

CREF (XX-XXXX)*

Please check with your budget partner if you don't have this information.

Working Conditions*

Select all that apply

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Physical Effort*

Select all that apply

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Financial Access*

Does this position involve significant financial responsibility and/or decision making, including management of grant funds, budgets, salaries or other financial resources or the authority to make payments, transfer money, collect debts, or enter into contracts?

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Vehicle Requirement*

Does this position require the employee to operate a University vehicle or spend a significant amount of working time driving a personal or rental vehicle on University business?

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Works with Minors*

Does this position require the employee to have regular and repeated contact with minors who are not matriculated University of Pennsylvania students? Does this position require the employee to provide care, supervision, guidance or control of minors who are not matriculated University of Pennsylvania students? Related policy here.

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Is this position essential?*

Essential personnel are those that are required to come to work even in the event of a campus closure. Language will be added to all new hire offers to reflect this requirement.

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Comments for Recruiters

Union job descriptions are standard per the collective bargaining agreement. We can on occasion request to edit them to align more closely with preferred skills and/or experience that may better set someone up for success in the role. If you'd like to request such an edit, please indicate that here and your recruiter will follow up with you on what's possible.

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