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UIC non-academic employees come under the jurisdiction of SUCSS. The Civil Service System provides requirements for human resources practices to all campuses, and oversees hiring to safeguard the integrity of the hiring process. SUCSS provides direct guidance and services in support of Civil Service hiring; creating procedures focused on keeping the hiring process fair, legal, and ethical for all candidates under their jurisdiction.
The job description is written by the hiring organization, department or unit. Job Description forms are available on the UIC HR Compensation web site.
The job description outlines the criteria, identifying the minimum qualifications and skills required for the position. Positions belong to a class specification. More than one position can be assigned to a class specification. Civil Service Class Specifications may be found on the SUCSS web site.
Often specialty factors are used to distinguish distinct skill sets required by a position within a class specification. One or more specialty factors can be set as a requirement for the position. A specialty factor identifies a specific requirement, such as a credential or minimum years of experience, which is basic and essential for satisfactory performance of the position. UIC HR Compensation must approve new job descriptions and may evaluate new specialty factors against Civil Service guidelines before the requisition is submitted.
Once the Job Description form is completed, the hiring manager will submit a “Recommendation Authorization for Hiring Approval (RAHA)” form within the HireTouch system. Upon approval of the RAHA the hiring manager will complete the “CS Employee Requisition Form”, attach the Job Description, and forward to UIC HR Compensation for review and approval.
UIC HR Compensation will review the Job Description to verify the Civil Service Class Specification of the position.
Once the details of the open position have been established UIC HR Recruitment and Staffing will contact the hiring manager to coordinate the hiring process.
Registers are kept for each campus to provide a ready pool of qualified candidates when a civil service position opens. Class specifications outline the requirements for each classification, or title. When an applicant applies for a position, they are qualified against the criteria outlined in the class specification for the position’s classification, or title. Successful applicants are queued in the register as candidates, and ranked according to their exam score. The exam required for each title is described in the ”Class Spec Details„ page. This can be accessed from the Class Specification page by clicking on a title.
The top three candidates are invited to interview for an open position.
All candidates that respond to the invitation to interview and are interested in the position must receive an interview. Candidate interviews must be free of bias and focused on determining the best candidate for the position. See Behavioral Interviewing for a helpful guide and resources for conducting a successful interview process.
Once the interview process is complete the hiring manager notifies UIC HR Recruitment and Staffing of the candidate selected.
UIC HR Recruitment and Staffing will extend a job offer to the selected candidate. If accepted, the hiring manager will be contacted to coordinate an effective hire date and be notified of the length of the probationary employment period for the new employee.
The hiring manager should prepare to welcome the new employee by establishing Performance Expectations to discuss within the first week of employment.
Courses on Civil Service Hiring are scheduled on campus semi-regularly. Check the calendar at right to see if any relevant courses are scheduled in the immediate future.
UIC HR Organizational Effectiveness Training Schedule
The Hiring Process for Civil Service employees encompasses the civil service application, qualification, and testing process, how job candidates are referred and selected, and the steps in processing new civil service employees.
UIC employees are separated into three major job classifications based on their job function and credentials in accordance with the State Universities Civil Service System (SUCSS) under the State Personnel Code and University of Illinois Board of Trustees Statutes.
