Fill a SCUPA Vacancy

SCUPA logoThese employees typically hold professional positions working in admissions, financial aid, residence life, registrar, or career services.


How do I fill a vacancy?

[printable instructions]

  1. Hiring manager receives separation notice from HR (sender address is "").
  2. Hiring manager submits a SCUPA Position Description form for the initial step of classifying the vacated position. If the vacancy requires another employee to temporarily work out of class, please see the section below, titled "Working Out of Class."
  3. Human Resources will review the position classification and initiates the Exception to Hire form and send to the hiring manager.
  4. Hiring manager completes Section 2 of the Exception to Hire form with the justification details and submits for authorization by the division vice president, Budget and university president.
  5. Once the authorized Exception to Hire form is received, Human Resources initiates a "partner meeting" with the hiring manager to gather the following information for the posting:
    • A three- to five-sentence summary describing the position
    • Names of search committee members who will need access to the candidates' application materials
    • Interview questions to be approved by HR
  6. Human Resources will create and submit the posting to the hiring manager for approval to post on our applicant site and other social media sites. A copy of the posting is emailed to the hiring manager along with:
  7. After the posting closes, Human Resources will refer qualified candidates through the online hiring center to the search committee members. An email from is sent when candidates are referred.
  8. Hiring Manager selects at least three candidates for an on-campus interview from the referred list in the online hiring center. 
    • Names of the selected candidates and interview schedule should be emailed to HR.
    • Phone screenings may be used before on-campus interviews are conducted to reduce the pool of qualified candidates.
  9. Hiring manager emails the name of the selected candidate to hire and the ranking of all interviewed candidates, including "acceptable" or "not acceptable" statuses and the reasons for such, to Human Resources.
  10. Human Resources contacts the selected candidate and makes a verbal offer. ALL offers of employment must be made by HR.
  11. Human Resources will notify hiring manager once candidate accepts the offer.
    • HR will send the candidate an appointment letter and instructions to begin the online onboarding process, which will include the background investigation process. Candidates may not begin working until HR verified all clearance applications are in progress.
    • HR will send "turn-down" notices to all other applicants.
  12. Human Resources will notify hiring manager if candidate declines the verbal offer and provide next steps for the search.

Classification review process

Positions will be reviewed if management, an employee, Human Resources or the Pennsylvania State System of Higher Education (PASSHE) believe there have been substantial changes in a position's permanent job content, not including quality of work, length of service, volume of work or dependability.

Once it is warranted that a substantial change in the position's responsibilities has occurred:

  1. The requester must submit the following documents to the Employment Services manager:
    1. A completed SCUPA Classification Review Request form.
    2. A completed SCUPA Duties List defining the new responsibilities being performed.
    3. An updated department organizational chart.
  2. After reviewing the submitted documents, the Employment Services manager determines if the job content has substantially changed and is eligible for a full review, which includes:
    1. A meeting with the employee to discuss the new duties and job description.
    2. Follow-up discussions with the immediate supervisor, as needed.
    3. A review of the class specifications and any other supporting documentation.
  3. Findings are submitted to the employee's division vice president for review and input.
    1. The vice president can redirect the responsibilities of the reviewed position, particularly work which may warrant upward reclassification, to be distributed differently within the department, to other positions within the department.
    2. Should the vice president agree with the job description and preliminary classification determination, he/she will notify the Employment Services manager to proceed with the formal classification of the position and subsequent personnel actions if any are required.
  4. If a reclassification is in order, Human Resources will make the appropriate changes effective the same date forms were submitted to the Employment Services manager.

Factors that DO count in classification decisions

  • Nature and variety of work
  • Complexity of work
  • Supervision/guidance received
  • Supervision/guidance exercised to others
  • Guidelines available
  • Originality 
  • Nature and finality of decisions
  • Public contact 
  • Knowledge/Skills/Abilities needed to perform the duties

Factors that DO NOT count in classification decisions

  • Length of service 
  • Quality of performance 
  • Pay scale location
  • Financial need 
  • Loyalty to university and/or department 
  • Personal qualifications and/or experience 
  • Volume of work
  • Dependability 

Classification Appeal Process

  1. The professional employee may appeal in writing to the Final Appeal Committee. Such appeal shall be sent to PASSHE's Office of the Chancellor, Labor Relations within thirty (30) calendar days of the date of the Step 1 response. The appeal must include at a minimum a copy of the professional employee's job description under review and a copy of the decision of the university Human Resource Office. 
  2. The appeal will be heard by the Committee within forty-five (45) working days from the date it is date stamped at the Office of the Chancellor and a decision will be rendered within forty-five (45) working days from the date the appeals hearing is considered closed.

Additional information can be found in Article 12 of the SCUPA Collective Bargaining Agreement.

Please also review our Classification FAQ.

How do I report someone working out of class?

An employee is "working out of class" when he/she is temporarily charged to perform duties of a higher rated position/classification within the same bargaining unit, which are separate and distinct from the employee's own position/classification for a period set forth in the employee's bargaining unit. The higher rated position/classification may have been vacated due to illness, retirement, resignation, promotion, or organizational changes.

  1. Supervisor completes an AskHR form to request a "working out of class" assignment. Please choose "Working out of class" for the field What is your question about?
  2. An HR representative will contact the supervisor to review the process and gather further details.