Recruitment & Hiring
Academic Professional

1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).
   
   
2. An Academic Professional position must correspond with a matching campus approved job description. Academic Professional positions are except for Civil Service.  As part of UIC’s audit compliance commitment, all Academic Professional jobs will be analyzed so that they are appropriately documented and a job description exists for each.
   
   
3. Academic Professional positions require that a Search be conducted to fill the position. To initiate the Search process the hiring unit can work with DOM-HR to draft an appropriate position advertisement, select a search committee, and discuss publication sources. The following will be addressed to initiate a search process.
   • Draft of Ad
   • Search Committee (include name, gender, ethnicity, and email)
   • Funding Source that will cover the cost of advertisement
   • Publications(s)
     
     
4. This information will be reviewed and sent to the College of Medicine HR Office and the Office of Access and Equity (COM/OAE) via a Position Notice form routed through the Hire Touch system.
   
   
5. Once approved the position will be advertised. The applicant fullest consideration date must be at least 21 days from the posting date. After the fullest consideration date has passed the ad can either be extended if there were insufficient applicants, or the ad will close so that the interview/hire process can begin.
   
   
6. During the time the position is posted and at the time of closing, the search committee can review applications via Hire Touch. Click Here for instructions on how to review applications.
   
   
7. When the ad closes, DOM-HR will work with the hiring unit to evaluate applications. DOM-HR will submit a list of qualified applicants to OAE. Once OAE approves the list, the hiring unit may begin interviews and may select a finalist to fill the position. An offer can then be extended to the selected candidate. Click here for a sample letter of offer.
   
   
8. To initiate the hire process the hiring unit will work with DOM-HR to draft an offer letter; hiring unit will need to provide the following:
• signed offer letter
• FOAPAL # to charge salary (if not already noted on the RAHA)
• selected candidates CV/Resume
• selected candidates social security number
• selected candidates e-mail address
• 3 letters of recommendations
  
  
9. DOM-HR will set up an appointment with the selected candidate to complete the following New Hire Transactions. The candidate will need to provide appropriate identification.
   

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form W4 Direct Deposit Edu Loan Default Orientation Enrollment Benefit Enrollment Drug Free Statement I9	Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter	d. Email Activation

   
   
10. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.

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Recruitment & Hiring
Faculty

The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).

1. Recruitment & Hiring of Junior Faculty. (Instructor / Asst. Professor)
   
   
2. Recruitment & Hiring of Faculty. (Assoc. Professor / Professor)
   
   
3. Salary Range Reference:AAMC Report on Medical School Faculty Salaries
   
   
4. A More intricate list of Faculty Policy, Procedures, and Guidelines are available on the Office of the Provost and Vice Chancellor for Academic Affairs site.
   Click here to visit this site.

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Recruitment & Hiring
Academic Professional (Visiting)

1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).
   
   
2. An Academic Professional position must correspond with a matching campus approved job description. Academic Professional positions are except for Civil Service.  As part of UIC’s audit compliance commitment, all Academic Professional jobs will be analyzed so that they are appropriately documented and a job description exists for each.
   
   
3. Academic Professional (Visiting) positions do not require a Search, but if a search is needed please contact DOM-HR to initiate.
   
   
4. Once the RAHA has been approved DOM-HR will initiate a search if needed, or initiate the hire process with the hiring unit. The hiring unit will work with DOM-HR to draft an offer letter; the following must forward the following to DOM-HR:
   • signed offer letter (see sample offer letter)
   • FOAPAL # to charge salary (if not already noted on the RAHA)
   • selected candidate's CV/Resume
   • selected candidate's social security number
   • selected candidate's e-mail address
   • 3 letters of recommendations
     
     
5. DOM-HR will set up an appointment with the selected candidate to complete the following New Hire Transactions. The candidate will need to provide appropriate identification.

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form W4 Direct Deposit Edu Loan Default Orientation Enrollment Benefit Enrollment Drug Free Statement I9	Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter	d. Email Activation

   
   
6. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.
   

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Recruitment & Hiring
Postdoctoral Research Associate

1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).
   
   
2. Postdoctoral Research Associate positions do not require a Search, but if a search is needed please contact DOM-HR to initiate. Please note that Postdoctoral Research Associates must have received their doctorate degree no later than 5 years prior to starting their position.
   
   
3. Once the RAHA has been approved DOM-HR will initiate a search if needed, or initiate the hire process with the hiring unit. The hiring unit will work with DOM-HR to draft an offer letter; the following must forward the following to DOM-HR:
   • signed offer letter (see sample offer)
   • FOAPAL # to charge salary (if not already noted on the RAHA)
   • selected candidate's CV/Resume
   • selected candidate's social security number
   • selected candidate's e-mail address
   • 3 letters of recommendations
     
     
4. DOM-HR will set up an appointment with the selected candidate to complete the following New Hire Transactions. The candidate will need to provide appropriate identification.

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form W4 Direct Deposit Edu Loan Default Orientation Enrollment Benefit Enrollment Drug Free Statement I9	Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter	d. Email Activation

   
   
5. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.
   

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Recruitment & Hiring
Extra Help - 900hr.

1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).
   
   
2. Once the RAHA is approved, the hiring unit must submit the following to the Department of Medicine (DOM-HR):
   • Completed Extra Help Requisition Form
   • Completed Health Service Registration Form
   • Candidate's Resume
     
   
   
3. The candidate must complete an employment application via the UIC Employment web site.
   
   
4. DOM-HR will review the employees resume and propose an appropriate position classification. DOM-HR will submit an electronic requisition and RAHA to Campus Extra Help Services and have an appointment scheduled for the candidate to complete hire paperwork with a Campus Extra Help Services representative and visit University Health Services. The candidate will need to bring appropriate identification to their scheduled appointment to complete new hire paperwork.
   
   
5. Generally the candidates first day of employment can be as early as their appointment with Campus Extra Help Services. Extra Help employees who work in the clinic can not begin work until they have been cleared by the Health Services. Criminal Background checks must also clear before employment begins.
   
   
6. The candidate will complete new hire paperwork as follows with the Campus Extra Help Office. The candidate will need to provide appropriate identification.
   

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form W4 Direct Deposit Edu Loan Default Drug Free Statement 19	Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter	d. Email Activation

   
   
   
   

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Recruitment & Hiring
Civil Service Staff

1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA).
   
   
2. Once the RAHA is approved, the hiring unit will work with DOM-HR to create a job description by reviewing the Civil Service Classification Specifications and utilizing the job description template:
   • Civil Service Classification Specifications
   • Job Description Template (See Guide to Writing Effective Job Descriptions)
     
     
3. DOM-HR will forward an electronic requisition via Hire Touch. The requisition will route through the COM HR Office, the Campus Compensation Office, and then finally to the Campus Employment Office.
   
   
4. The Employment Office will contact DOM-HR to schedule interviews. Interviewer will be able to interview the top 3 candidates on the positions specific register.
   
   If the hiring unit has a preferred candidate it is important to make sure that the preferred candidate has completed 1. employment application 2. tested for civil service position, 3. ranks in the top 3 candidates on the register before DOM-HR submits a requisition to open the position. DOM-HR will guide the hiring unit and the preferred candidate through this process. For information on how to apply and test for a Civil Service position please have candidates apply online: jobs.uic.edu.
   
   
5. Once a candidate is selected DOM HR will work with the Campus Civil Service Employment Office to initiate hire. Candidate will meet with an Employment Office representative to complete new hire paperwork. The candidate will need to provide appropriate identification.

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form W4 Direct Deposit Edu Loan Default Orientation Enrollment Benefit Enrollment Drug Free Statement I9	Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
   c. I-Card Authorization Letter	d. Email Activation

   
   
   

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Recruitment & Hiring
Graduate/Research Assistant

1. The University of Illinois at Chicago is currently under a hiring freeze. However hiring units can work with DOM-HR in reviewing the Hiring Freeze Policy to see if a particular position qualifies for an exception. A request for an exception to the hiring freeze can be submitting by completing a Recommendation for Hiring Approval Form (RAHA). In addition to the RAHA, attending college endorsement is required. Currently the College of Medicine is not approving request for MD students.
   
   
2. Once the RAHA is approved, the section will work with DOM-HR to draft an offer letter; the following must forward the following to DOM-HR:
   
• Offer Letter - sample offer letter
• Candidate's CV/Resume
• FOAPAL # to charge salary (if not already noted on the RAHA)

• If this is a College of Medicine MD student an approved SAEF form is also required. This form is to be approved by the Office of Student Affairs. Currently the College of Medicine is not approving request for MD students.
  
  
• If you are appointing for the summer term: graduate students who held an appointment of 50% or more for the prior academic year (fall & spring) and who exceed 2/9ths summer @ 67% rate will need to complete a Summer Exception Form.
  
  A Graduate Assistantship or Research Assistantship (depending on title) and Waiver Acceptance form is required to be completed and sent to DOM-HR . It is also required to be completed by current graduate assistants every fall. The only exception to this rule is for those who are COM MD students and have submitted the SAEF form.DOM-HR will set up an appointment with the selected candidate to complete the following New Hire Transactions. The candidate will need to provide appropriate identification

a. NESSIE Electronic Forms	b. Completion of Paper Forms
Employee Info Form W4 Direct Deposit Edu Loan Default Drug Free Statement I9	Staff Directory Form Education Credentials Health Clearance Appointment Criminal Background Check Conditional Hire
c. I-Card Authorization Letter	d. Email Activation

Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.

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Recruitment & Hiring
Faculty Non-Salaried Appointments

1. The hiring unit will work with DOM-HR to draft an offer letter; the hiring unit must submit the following to the Department of Medicine (DOM-HR):
   • Signed Offer Letter - sample offer letter
   • Candidate's CV/Resume
   • Candidate's SS# & Birth date
   • Three Original Letters of Recommendation
     
     
2. DOM-HR will provide the hiring unit with the following information/forms. The hiring unit is responsible for having the non salaried candidate complete the following:
   
   

   a. NESSIE Electronic Forms	b. Completion of Paper Forms
   Employee Info Form Edu Loan Default Drug Free Statement	PH & E Staff Directory Form
   c. Credentialing Packet (if applicable)	d. I-Card Authorization Letter

   
   
3. Once all information is collected the DOM HR office will enter the position in the HRFE and route for approval. The HRFE transaction will be applied to BANNER.

Resignations

An employee must resign from a position by submitting a resignation letter to their supervisor. The resignation letter should indicate last day worked and should also indicate reason for leaving (example:accepted an offer from another department/institution, moving to a different state, etc.)

If the person resigning is on a visa, a Departure Form will need to be completed.

The hiring unit is responsible for forwarding the resignation letter, time-sheets/green sheets, departure form (if applicable) and the separation checklist to the Department of Medicine, Human Resources Office (DOM-HR).

If the resignation letter is not completed by calc date, there is a possibility of the employee being over paid. To avert this, resignation letters, wherever possible, should be forwarded to DOM-HR immediately upon receipt.

The hiring unit is responsible for referring the employee to their Benefit Counselor (6-6471) to discuss how this will effect their benefits.

Once all the information has been received DOM-HR will process the separation via the HR Front End system which will include a terminal benefit pay-out if applicable.

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Recruitment & Hiring
UIC Student Employee

1. If you do not have a preferred candidate you may contact DOM-HR to post an advertisement on the UIC Student Careers site.
   
   
2. If you have a preferred candidate please submit the following to the Department of Medicine - Human Resources (DOM-HR).
   • Student Employee Requisition
   • Candidates Resume
     
     
3. DOM-HR will approve the requisition and send the candidate to Student Employment for Work Clearance. If the student is not already an active student employee, the student will be considered a New Hire and will need to provide appropriate identification and complete New Hire paperwork with the Student Employment office. Work Clearance is then emailed to DOM-HR by the Student Employment Office.
   
   
4. Once the work clearance is received by DOM-HR the position is entered in the HRFE and routed for approval. The HRFE transaction will be applied to BANNER.
   

For more information on student employees please visit the Student Employment web-site. You will be able to search for job titles, job descriptions, wage plans and more.

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