Recruitment Process for Academic Hourly & Extra Help Positions

Last updated: 7/7/2023

1. Determine which type of position is needed, Academic Hourly or Extra Help. Both types of positions are for temporary work and employees working these positions cannot be currently enrolled as a student with the U of I.
   • Academic Hourly
     • Job duties must have a focus on research or teaching
     • Pay rate is determined by the supervisor/department but should typically fall between the current minimum wage and the current graduate assistant rate
   • Extra Help
     • These positions are based on the Civil Service classifications. The supervisor will need to determine which Civil Service title fits the position best by reviewing the responsibilities for each title below.
       • Library series: https://www.sucss.illinois.gov/pages/classspec/ViewSeries.aspx?tblCS_SeriesID=22
       • Office Support series: https://www.sucss.illinois.gov/pages/classspec/ViewSeries.aspx?tblCS_SeriesID=8
       • Distribution Clerk: https://www.sucss.illinois.gov/pages/classspec/ViewSpec.aspx?tblCS_SeriesID=106
       • All Civil Service classifications: https://www.sucss.illinois.gov/pages/classspec/
     • Each title has a set pay rate, please email the Hourly Employment Coordinator (information below) for the current rates
     • Some Extra Help positions will have a 20% upcharge to be paid by the unit. Extra Help adds, maintains, and ends positions with an upcharge, they also process payroll for these positions.
     • 900 hour limitation: employee can work up to 900 hours before they are required to take a break from working as Extra Help or their position. For more information on this rule, please view the Extra Help section of the Hourly Employment Policies and Guidelines.

2. Confirm that funds are available for the position. Since there is not a special funding source for Academic Hourly or Extra Help positions, units should use their student budget allocation or other unit discretionary funds (like endowments).
3. Academic Hourly and Extra Help job descriptions must be approved by campus and percentages for each job duty (or group of job duties) are required.
   • If the unit has a job description that has been approved in JDXpert within the last 3 years and that accurately describes the work the employee will be completing please move to step 4. Approved Academic Hourly and Extra Help job descriptions can be reviewed on the “Approved Job Descriptions” tab of JOYCE https://quest.library.illinois.edu/Joyce/Home/JobDescriptions. Please email the Hourly Employment Coordinator if you would like to view a past job description.
   • If the unit does not have an approved job description that accurately describes the work the employee will be completing, the supervisor should develop a job description using this template and email it to the Hourly Employment Coordinator (information below) so it can be submitted through JDXpert for approval.
4. If the supervisor would like the position posted on the Library Employment page please follow the directions below. If someone has been chosen for the position, the job description does not need to be posted, move to step 6.
   • If the job description was previously approved: please contact the Hourly Employment Coordinator so it can be posted.
   • If the job description needs to be approved: the Hourly Employment Coordinator will reach out once the job description has been approved to begin the process of posting the position.
5. Review applicants, conduct interviews, and select top applicant(s).
6. Offer the position to the applicant(s).
7. Once the applicant has accepted the position it is time to move on to the hiring process. Please view the Hourly Employees section of the hiring page for instructions on how to request the position.

Important: New positions must not start until the supervisor identified in JOYCE has received an automated email from HourlyEmpHR@library.illinois.edu stating that the position has been approved. Once the supervisor has received this email, the employee is cleared to start working as soon as the effective date on the Library Hourly Employment Record in the email.

Please reach out Library HR libraryhr@library.illinois.edu if you have any questions regarding JOYCE or hourly employment processes.