Civil Service

Hiring Civil Service

UIC non-academic employees are employed under the jurisdiction of the State Universities Civil Service System (SUCSS). The Civil Service System designates requirements for human resources practices to all campuses, and oversees hiring to safeguard the integrity of the hiring process. The System Office provides direct guidance and services in support of Civil Service hiring by creating procedures focused on keeping the hiring process fair, legal, and ethical for all candidates under their jurisdiction.

The steps involved in the Civil Service Hiring Process include:

Writing the Job Description

Job descriptions are written by the hiring organization, department or unit. Forms to help create accurate job descriptions may be found in the Classification and Compensation section of this website.

The job description outlines the criteria for the position, identifying minimum qualifications and skills. Positions belong to a class specification. Civil Service Class Specifications may be found on the System Office website.

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 that is above and beyond the Minimum Acceptable Qualifications (MAQs) already set for the classification which is basic and essential for satisfactory performance of the position. UIC Human Resources Compensation must approve new job descriptions and may evaluate new specialty factors against Civil Service guidelines before the Position Authorization Form is approved.

Submitting a Position Authorization Form

The hiring manager will submit a “Position Authorization Form (PAF)” within the HireTouch system. Along with this form, the hiring manager will attach the Job Description. UIC Human Resources Compensation will review the Position Authorization Form and the Job Description for approval.

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 title. When an applicant applies for a position, they are qualified against the criteria outlined by the System Office class specification for the position’s classification. The information contained in the employment application, not the resume, is the information used to determine if the applicant meets the MAQs for the position. Qualified applicants are tested (or their credentials are assessed) and placed on the register as candidates, and ranked according to their exam score. The exam required for each position title is described in the ”Class Spec Details” page on the Civil Service website. This can be accessed from the Class Specification page by clicking on a title.

Depending on the title, the candidates with the top three scores are invited to interview for an open position.

Once the details of the open position have been established UIC Human Resources Recruitment and Staffing unit 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 by the System Office class specification for the position’s classification, or title. The information contained in the employment application, not the resume, is the information used to determine if the applicant meets the minimum qualifications for the position. Qualified applicants are tested (or their credentials are assessed) and placed on the register as candidates, and ranked according to their exam score. The exam required for each position title is described in the ”Class Spec Details” page on the Civil Service website. This can be accessed from the Class Specification page by clicking on a title.

Depending on the title, the candidates/ with the top three scores are invited to interview for an open position.

Interviewing Candidates

All candidates who respond to the invitation to interview as being interested in the position must receive an interview. Candidate interviews must be free of bias and focused on determining the most qualified person for the position. See Behavioral Interviewing for a helpful guide and resources for conducting a successful interview.

Making the Selection

Once the interview process is complete the hiring manager notifies Recruitment and Staffing of the candidate selected.

Extending the Job Offer and Establishing the Hire Date

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.

Onboarding A New Employee

The hiring manager should prepare to welcome the new employee by establishing guidelines to discuss within the first week of employment and Creating Expectations.

Hiring a Retiree

If the candidate is a retiree, they will be subject to review and approval in accordance with the State University Retirement System return to work rules and corresponding UIC policies, to be effective September1, 2013.  For more information, view Hiring UI Retiree Or SURS Annuitant.