Hiring for Different Classifications

The hiring process varies depending on how the position is classified. Many hiring tasks are completed online in PeopleAdmin.

In order to meet affirmative action and equal opportunity (AAEO) requirements, departments must document the search process, and members of faculty and SPS search committees must take annual implicit bias training. Learn more about AAEO and documentation.

Please note: SURS retirees must be out of the payroll system for at least 60 days before they can be rehired. Refer to the return to work policy.

Civil Service

The State Universities Civil Service System provides descriptions and advancement tracks for non-faculty jobs at Illinois public universities. Referred to as civil service, these jobs include clerical, skilled trades, managerial and other positions. View civil service classifications.

  1. Department submits job description and other required information in PeopleAdmin for approval.
  2. HRS determines position classification and if it’s hourly or salaried and discusses with department.
  3. HRS advertises position on HRS website for at least five days. HRS may also assist with external advertising.
  4. HRS screens applicants to determine if they meet minimum qualifications for the position. Department may assist.
  5. HRS gives tests to qualified applicants and scores them, then provides names to department for interviews. Department may use a search committee.
  6. Department selects candidate and submits hiring proposal.
  7. If approved, HRS offers job to candidate, starts background check/medical clearance and registers them for employee orientation.

Supportive Professional Staff

Some jobs are exempt from civil service and can be classified as SPS. They must fit in an exemption category:

  • Primary administrator 36e(2): those with final decision-making authority on campus
  • Principal administrative 36e(3): those with a high level of administrative responsibility
  • Teaching, research and extension faculty 36e(4): includes postdoctoral scholars and those who provide instructional support or academic/career counseling

Departments must use search committees for SPS positions, as outlined in the guidelines for supportive professional staff searches and appointments.

  1. Department submits job description and either the names of search committee members or a search waiver request in PeopleAdmin.
  2. If approved, HRS advertises position on HRS website.
  3. Optional: Department may use an external search firm for highly skilled administrators. Read the external search firms policy (PDF).
  4. Department selects final candidate. If approved by HRS in PeopleAdmin, an employment offer can be made, contingent on a background check. Read the background check policy.

Faculty

Faculty positions are classified as follows:

  • Tenure/tenure-track faculty: regular appointment; follows university procedures regarding promotion and tenure
  • Visiting faculty: temporary appointment of less than one year; ineligible for tenure
  • Adjunct faculty: annual or semester-based appointment; ineligible for tenure
  • Instructor: temporary, non-continuous appointment; candidates generally don’t need a doctorate; not eligible for tenure

Departments must use search committees for tenure or tenure-track positions, as outlined in the guidelines for faculty searches and appointments.

  1. Department submits justification for filling the position in PeopleAdmin. Refer to the guidelines for justification for filling faculty positions.
  2. Department submits either names of search committee members or a search waiver request in PeopleAdmin. Department also provides description of position qualifications.
  3. If approved, HRS advertises position on HRS website.
  4. Department selects final candidate. If approved by HRS in PeopleAdmin, an offer of employment can be made, contingent on a background check. Read the background check policy.

Extra Help

Extra-help employees can work up to 25 hours a week for up to 900 hours in any consecutive 12-month period. They can work multiple extra-help jobs (at the same time or one after the other) until they reach the limit. They must then wait 30 days before working again.

Extra-help positions are organized into general categories:

  • EDP software
  • Clerical
  • Professional services
  • Technical assistant
  • Laboratory assistant
  • Custodial
  • Food services
  • Transportation
  • Stores
  • NEC (licensed prof/other)

  1. Department submits position request, including job description, in PeopleAdmin (on orange “Positions” side).
  2. HRS determines position classification and works with department to recruit candidates. This includes referring candidates from existing hiring pools and/or civil service registers.
  3. If needed, HRS creates job posting for review in PeopleAdmin (on blue “Hire” side). If approved by department, posting appears on HRS website for at least three days.
  4. HRS reviews applicants and refers qualified candidates to department.
  5. Department interviews candidates and selects who they want to hire. Department changes applicant's status in PeopleAdmin to "Recommended for Hire" and submits hiring proposal, which is routed to department head and college/unit for approval before coming to HRS.
  6. Department asks applicant to complete background check form. Read the background check policy.

Extra-help employees must have an application on file for each position they're hired/rehired for. They must submit Declaration of Status and DCFS Mandated Reporter forms every time they're rehired. If the position has physical demands, they may need to have a pre-employment medical check.

Job Code Class Title Hourly (minimum) Hourly (maximum)
9001 EDP Software (Programming/Systems Analysis) $14.00 $20.00
9002 Clerical (Typing, Registration, Data Entry, Bookstore) $14.00 $15.00
9003 Professional Services (Artist, Publ Editor, Translator) $14.00 $30.00
9004 Technical Assistant (Counselors, Research Assts, Photographers, Broadcasting) $14.00 $15.00
9005 Laboratory Assistant $14.00 $15.00
9006 Custodial $14.00 $15.00
9007 Food Services $14.00 $15.00
9008 Transportation $14.00 $15.00
9009 Stores $14.00 $15.00
9010 Licensed professionals/Authorized NEC $14.00 $100.00

Students

Departments/units can hire undergraduates for jobs/internships in the following categories:

  • Clerical (1100): general office work, greeting and assisting customers
  • Professional Services (1101): duties that make use of a professional or trained skill, such as personal training, assisting a payroll specialist or designing illustrations
  • Technical, Laboratory Assistant and Supervisor (1102): technical duties like working in a computer or science lab, performing research or assisting with web design
  • Service (1103): duties such as food service, library work, custodial, housing, transportation and university programming/activities
  • Recreation (1104): supervising activities/trips, scheduling intramural leagues and other duties at the Recreation Center
  • Auditorium Technical Staff (1106): using and maintaining technical equipment at the Convocation Center, such as sound/lighting systems and set construction
  • Internship (1107)
  • Intern (1108): used for interns earning academic credit
  • Undergraduate Student Instructional Assistant (1109): used for undergrads who offer instructional support

  1. Department creates job/internship description and posts it on Huskies Get Hired.
  2. Department reviews resumes and conducts interviews. The same person should interview all candidates, asking the same questions.
  3. Department selects student and hires them. Be sure to submit required hiring documents before their start date, so they’ll be paid on time.
  4. Department notifies students who were not selected.
  5. If position is designated security-sensitive under the Campus Security Enhancement Act, a pre-employment criminal background investigation is required.

Job Code Class Title Hourly (minimum) Hourly (maximum)
001100 Clerical
(Cashier, Clerk, Lab Attendant)
$14.00 $13.00
001101 Paraprofessional
(Archaeologist, Cartographer, Interpreter, HR Assistant, Personal Trainer)
$14.00 $14.00
001102 Technical
(Audio-Visual, Computer Assistant, Lab Assistant Supervisor, Interns, Research Assistant, Tutor)
$14.00 $30.00
001103 Service
(Custodial, Food Service, Transportation, Housing, Library, UP&A)
$14.00 $13.00
001104 Recreational $14.00 $14.00
001106 Auditorium Technical Staff
(used for the Convocation Center)
$14.00 $15.00
001107 Intern
(used for interns not earning academic credit)
$14.00 $15.00
001108 Intern
(used for interns earning academic credit)
$14.00 $15.00
001109 Undergraduate Student Instructional Assistant
(used for Undergrads who offer instructional support)
$14.00 $20.00

Graduate Assistants

The following classifications are available for graduate assistant employment positions:

  • Graduate Staff Assistant (6138): assist with tasks other than teaching or research, such as serving as resident adviser, counselor, academic adviser, office support or library assistant
  • Graduate Research Assistant (6139): conduct experiments/research, analyze data, present findings or collaborate in preparing publications
  • Graduate Teaching Assistant (6140): instruct/tutor students, proctor/grade tests and assignments, develop instructional materials or accompany/coach artistic performances

  1. Department creates job description and posts it on Huskies Get Hired.
  2. Department reviews resumes and conducts interviews. The same person should interview all candidates, asking the same questions.
  3. Department selects student and hires them. Be sure to submit required hiring documents before their start date, so they’ll be paid on time.
  4. Department notifies students who were not selected.
  5. If position is designated security-sensitive under the Campus Security Enhancement Act, a pre-employment criminal background investigation is required.

Academic Year 2022 (Effective July 1, 2021)
Job Code Classification Title Minimum Full-time (0.50 FTE) Minimum 3/4-time (0.375 FTE) Minimum Half-time (0.25 FTE) Rate Type
6138 Staff Assistant $18.36 $18.36 $18.36 Hourly
6139 Research Assistant $795.50 $596.63 $397.75 Semi-monthly
6140 Teaching Assistant $795.50 $596.63 $397.75 Semi-monthly
Academic Year 2023 (Starting Fall 2023) - Ph.D. Programs Only
Job Code Classification Title Minimum Full-time (0.50 FTE) Minimum 3/4-time (0.375 FTE) Minimum Half-time (0.25 FTE) Rate Type
6138 Staff Assistant $25.63 $25.63 $25.63 Hourly
6139 Research Assistant $1025.00 $768.75 $512.50 Semi-monthly
6140 Teaching Assistant $1025.00 $768.75 $512.50 Semi-monthly
Academic Year 2023 (Starting Fall 2023) - All Other Programs
Job Code Classification Title Minimum Full-time (0.50 FTE) Minimum 3/4-time (0.375 FTE) Minimum Half-time (0.25 FTE) Rate Type
6138 Staff Assistant $21.30 $21.30 $21.30 Hourly
6139 Research Assistant $852.00 $639.00 $426.00 Semi-monthly
6140 Teaching Assistant $852.00 $639.00 $426.00 Semi-monthly
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