Wage Payroll, Postdocs, Visiting Scholars, and J-1s
Information on hiring Wage Payroll or Postdocs and sponsoring Visiting Scholars or J-1 Interns
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- Any hiring manager can create a job posting in Workday once they have verified funding, have the correct budget numbers (contact the Finance office, if needed), and have created a job description.
- Use the job requisition guide to create a new job requisition.
- If you previously had a job posted, you can use the copy requisition guide.
- Once a candidate is selected, the manager can fill in the offer details using the job offer guide.
- The University's Human Resources website has guides for part-time job postings, offers, and other processes.
- For any questions or concerns, contact Shan Jackson for wage payroll or Samantha Muller for course development assistants.
Information faculty need to create job posting in Workday
- For questions concerning hourly rate or budget, contact IST's Finance office
- IST professor/supervisor same
- Job Title
- How many open positions
- Short detailed job description
- Requirements, qualifications, and/or competencies
- Hourly pay rate
- Number of hours per week
- Start date
- End date
- Budget number you are planning to pay from
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- Any hiring manager can create a job posting in Workday once they have verified funding, have the correct budget numbers (contact IST's Finance office, if needed), and have created a job description.
- Use the job requisition guide to create a new job requisition.
- If you previously had a job posted, you can use the copy requisition guide.
- The University's Human Resources website has guides for part-time job postings, offers, and other processes.
- For Postdoctoral Scholars, ensure the job posting notes that the new hire must have received their degree by the start date. Postdoctoral Scholars are always 48-week appointments.
- Add a statement to include that the position is appointed for one year: The initial appointment is funded for one year from the hire date with the possibility of re-funding based on funding and performance.
- Postdocs are expected to work on campus.
- The start date should be at least two weeks in advance to allow time for the background screening to process.
- NOTE: If you are hiring a candidate that requires a visa, the start date needs to be at least three months in advance (typically three months and a week) to allow time for processing, (e.g., if the offer is accepted on August 1, the start date should be at least November 1, give additional time if possible).
- Reminder, the employee must have a background check on file prior to beginning to work.
- Once the background screening is completed, the hiring manager, new hire, and MRS will receive the onboarding email which means the employee can start working as of their hire date.
- Once a candidate is selected, the manager can fill in the offer details using the job offer guide.
- Visit the GURU website for a table of stipends for Postdoctoral appointments.
Contact Kathy Wiest for more information.
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Please see our college guidelines for visiting scholars at IST_AC-15: Inviting/Hosting a Visiting Scholar
Sponsoring faculty requests approval of Department Head to begin the process and then provides the following information to administrative assistant, Johey Verfaille:
Please note a Visting Scholar must have their bachelor's degree.
- Administrative host:
- Administrative host email:
- Name of scholar:
- Date of birth:
- Address:
- Phone number:
- Email address:
- Home institution:
- Home intuition's address:
- Detailed purpose/objective of visit:
- Start date:
- End date:
- Duration of stay:
- A copy of their CV (no more than two pages):
- CIP code for this visit:
- Frequently Used IST CIP codes:
- Data Sciences and Artificial Intelligence: 11.0102 Artificial Intelligence
- Privacy and Security: 11.1003 Computer and Information Systems Security/Auditing/Information Assurance
- Human Computer Interaction: 11.0105 Human-Centered Technology Design
- Social and Organizational Informatics: 11.0104 Informatics
- College of Information Sciences and Technology: 11.0401Information Sciences/Studies
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Note: New J-1 Interns that need a visa must have their visa before they can start working for the University. Please allow for a minimum of three months to obtain a visa (e.g., if the offer is accepted on August 1, the start date should be at least November 1). Provide additional time, if possible.
To begin this process, the sponsoring faculty member requests approval of Department Head an then provides the following information to administrative assistant, Johey Verfaille.
- Name of J-1 Intern:
- Email:
- Training/internship field:
- Description of activity:
- Start date:
- End date:
- CIP code for this visit:
- Frequently Used IST CIP codes:
- Data Sciences and Artificial Intelligence: 11.0102 Artificial Intelligence
- Privacy and Security: 11.1003 Computer and Information Systems Security/Auditing/Information Assurance
- Human Computer Interaction: 11.0105 Human-Centered Technology Design
- Social and Organizational Informatics: 11.0104 Informatics
- College of Information Sciences and Technology: 11.0401Information Sciences/Studies
- Department/institute: Penn State University
- Department website URL:
- Does this intern have sufficient English skills to participate in the internship?
- Does this person have less than 5 years of work experience?
- Number of hours per week (min 32/max 40):
- Will this intern be paid?
- Will this internship include any clerical activities?
- Will this internship require any patient, elder or childcare?
- Has the supervisor read and agreed to the requirements regarding interns (including the focus on cultural exchanges) as listed in the Hosting International Interns brochure?
Program Information
Please provide a summary of the internship goals (e.g., Learn research techniques in X subject area):
- Description of trainee/intern's role for this program or phase:
Specific goals and objectives for this program or phase1: **
- Phase 1 date start/finish:
- List the names and titles of all supervisors providing daily oversight (including the host supervisor) and their qualifications to teach the planned learning:
- List specific examples of how the J-1 Student Intern will participate in American culture during this experience (e.g., field trips, social activities, local events, etc.):
- List specific knowledge, skills, or techniques that will be learned:
- List specific tasks, activities, and training methods for the above skills to be learned:
- List how these new skills and competencies will be measured:
- Specific goals and objectives for this program or phase1:
Specific goals and objectives for this program or phase2: **
- Phase 2 date start/finish:
- List the names and titles of all supervisors providing daily oversight (including the host supervisor) and their qualifications to teach the planned learning:
- List specific examples of how the J-1 Student Intern will participate in American culture during this experience (e.g., field trips, social activities, local events, etc.):
- List specific knowledge, skills, or techniques that will be learned:
- List specific tasks, activities, and training methods for the above skills to be learned:
- List how these new skills and competencies will be measured:
- Specific goals and objectives for this program or phase 2:
- Will the intern be enrolled in Penn State courses?
- Will the intern be a Penn State employee? No. If yes, explain
**Phases may last up to 6 months:
- Months 0 to 6 are one phase
- Months 7 to 12 are another phase or more. This requires another submission of this form.
For example, you are required to submit this form twice for an intern spending eight months at Penn State: once for months 0 to 6, and once for months 7 and 8.
A phase change reflects a change in the internship’s process or development.
Questions? Contact us.