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What is civil service

Human Resources Requirements for Staff Hiring/ Retention Robert A. Crouch Assistant Vice President for Human Resources. What is civil service.

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What is civil service

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  1. Human Resources Requirements for Staff Hiring/ RetentionRobert A. CrouchAssistant Vice President for Human Resources

  2. What is civil service • The Illinois State Universities Civil Service System (The System Office) was created in 1952. This System Office is charged with developing, maintaining and administering a comprehensive and efficient program of human resource administration for the higher education community. • The System Office provides requirements for human resources practices to all Illinois campuses and creates procedures focused on maintaining an employment process that is fair, legal, and ethical for all candidates. • Civil Service positions may be in clerical, crafts and trades, managerial, paraprofessional, professional, service, and technical areas. • Non-academic employees at UIC fall under the jurisdiction of the Civil Service System.

  3. What is a civil service classification • A classification is a specific job within a specified occupational area. • Each classification is defined by a specification which includes: • class title • position functions • characteristic duties and responsibilities • minimum acceptable qualifications (including any special licenses or certificates required by state or federal laws) • additional desirable qualifications • The System Office is required to maintain written specifications for each classification. • There are more than 1,000 classifications covering over 70 Work Areas within 16 Occupations categories. • UIC currently utilizes over 600 classifications.

  4. The civil service hiring process

  5. The civil service hiring process: hiring department responsibilities • Complete Job Description. • Complete Position Authorization Form. • Submit Job Description and Position Authorization Form to UIC HR Compensation via HireTouch System. • Work with UIC HR Compensation and HR Officer from UIC HR Employment Services to communicate additional information or specialty factor(s). • Once notified of approved Job Description, authorize Register freeze date. If no register exists, create a job posting with UIC HR Employment. • Interview all eligible, interested candidates on the Register. • Make a hiring decision and inform UIC HR Employment. • Authorize a job offer or cancel the Employee Requisition. • Provide department orientation for employee. Ensure that the employee attends Campus new employee orientation. • Evaluate new employee performance during probationary period. • Make final decision whether to hire or dismiss the employee prior to the end of the probationary period.

  6. The civil service hiring process: Compensation responsibilities • Review Job Description to verify Civil Service class specification of the position. • Ensure duties match the position classification. • Forward approved Employee Requisition and Job Description to UIC HR Employment Services via Hire Touch System.

  7. The civil service hiring process: Employment Services responsibilities • Contact Hiring Department to coordinate hiring process. • Determine if there is additional information, specialty conditions or specialty factor(s) pertaining to vacant position. • Request authorization from Hiring Department to assign a Register freeze date or create job posting if no register exists. • Review and test/qualify candidates. • Obtain certified, eligible candidates from the Register. • Coordinate an interview schedule with the Hiring Department. • After Hiring Department has selected a candidate, extend or confirm job offer and establish a start date. Notify Hiring Department of outcome. • Ensure that new hire paperwork is completed in NESSIE. • Submit an HR Front End transaction to UIC HR Shared Services/Records. • Provide evaluation forms to Hiring Department for new employee performance during the probationary period. • Confirm completion of required paperwork and upload information into HR Front End. • Prepare and forward the probationary evaluations to Hiring Department.

  8. The civil service hiring process: Shared Services/Records responsibilities • Apply HR Front End transaction received from UIC HR Employment Services. • Establish an electronic employee record file. • Send reminders of probationary evaluation requirement to the Hiring Department at one month, three months and before the end of the new employee’s probationary period. • Contact UIC HR Employment Services if employee is not going to pass probationary period to determine next steps.

  9. Civil service hiring process:UIC Human Resources support Contacts

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