Step 1. Review the Recruitment & Hiring Guidelines and the Search Process Toolkit to ensure awareness of all requirements of a search process.

Step 2. Ensure all approvals to hire have been completed.

Step 3. Submit staff vacancy workflow in JDXpert.

Step 4. Illinois Human Resources (IHR) evaluates the job description and classifies the position. Positions that have been classified within the last year and have no changes will be processed via express workflow.

Step 5. IHR works with the unit to determine recruitment needs, posting length, reviews the posting, and posts to jobs.illinois.edu.

Step 6. Applicants apply to a posted position via jobs.illinois.edu. Applicants must complete the online application and submit documents as noted in the posting, usually a cover letter, resume and references.

Step 7. IHR reviews and qualifies all applicants in accordance with State Universities Civil Service System (SUCSS) rules. IHR scores all qualified candidates which serves as the SUCSS required exam. For overtime exempt positions, IHR and the unit go through a collaborative review of applicants. IHR refers candidates to the hiring unit for interview according to Civil Service Statute and Rules.

Step 8. The search committee must interview all referred candidates. This can be accomplished in several ways including, a structured email with questions sent to all referred candidates, use of a web-based interviewing tool, etc. Candidates must be notified of the response deadline, and that completion of this step serves as the initial interview.

• Candidates who do not respond by the deadline do not move forward in the interview process.
• The search committee can determine who advances to a virtual or in-person interview from the candidates who responded.

Step 9. Upon completion of interviews, the hiring manager identifies the candidate to be hired. Hiring unit contacts the intended appointee to notify them of the intent to contact references. Hiring unit conducts reference checks, regardless of whether the intended appointee is a current university employee or an external applicant.

Step 10. Hiring unit makes a verbal, contingent offer to the proposed appointee with salary and start date.

Step 11. Hiring unit updates the status of all referred candidates. Please reference the status disposition. Please note IHR must be notified if all positions are not filled in a multi-hire vacancy search.

Step 12. Hiring unit completes Hire From Search Appointment Form and submits for approvals.

Step 13. Hiring unit receives Hire From Search approval and provides proposed appointee the written offer via Cornerstone On Demand (CSOD) which allows the proposed appointee to electronically accept the offer. Units who choose to send the offer outside of CSOD must utilize the Contingent Offer Letter Template and get the signed acceptance in another fashion.

Step 14. Hiring unit receives accepted and signed offer letter. Hiring unit updates proposed appointee disposition status in CSOD to background check. This initiates the required background and sexual misconduct check process.

Step 15. Hiring unit is notified of the background and sexual misconduct check outcome. If the proposed appointee is cleared, the unit proceeds to the new hire process in the HR Front End. If the proposed appointee is not cleared, the hiring unit must inform the proposed appointee that the offer is being rescinded due to inability to clear the background and sexual misconduct process.

• If the position requires preemployment testing, IHR will manage that process. The classifications that require preemployment testing can be found here.
• Unit will direct the new hire to contact IHR to schedule the preemployment testing when applicable.
• Preemployment testing is conducted only after successful clearing the background check. For new hires that need to complete pre-employment testing, after the background check is cleared, you will then contact Illinois Human Resources (IHR) at (217) 333-2137 to schedule a pre-employment screening. After successfully passing the pre-employment screening, contact IHR to confirm they have received your results. Then contact your department for the next step in the process.

Step 16. Unit ensures all qualified applicants who were interviewed and not selected are notified of the search outcome.