University Administration New/Revised Search, Search Waiver, and Appointment Guidelines

1. University AdministrationNew/Revised Search, Search Waiver, and Appointment Guidelines October 2009 1

2. Employee Groups & Appointment Structure • Academic • Academic Professional • Notice Rights based on funding source and years of service. • Min Bachelor’s Degree. • Visiting Academic Professional • UIUC – Unionized. • No Notice Rights (UA requires min 2-month notification). • Temporary Need – no more than 3 total years. • Faculty • Civil Service • Negotiated – represented by a union; contractual increases (typically on anniversary date and another designated date). • Open Range – increases based on annual salary program. • Hourly/Temporary • Extra Help Clerical • Extra Help Professional • Student • Grads • Academic Hourly

3. State Universities Civil Service System • An “Academic Professional” is defined as an employee who is: • charged with high level administrative responsibilities, • whose decisions are based on administrative polices, and, • who exercises discretion and independent judgment.  • An AP performs these duties with only general administrative supervision or direction, e.g. Director, Associate or Assistant Director.  • AP can be defined as an employee who is in a position requiring knowledge of an advanced type in a field of science or learning customarily acquired by a prolonged course of specialized intellectual instruction and study (as distinguished from a general academic education) and which requires the consistent exercise of discretion and judgment, e.g., physician, attorney, engineer, architect (36e(3) exemption).

4. State Universities Civil Service System • “It is important to remember that there was never any intent to permit or condone the conversion of traditional civil service jobs to exempt status merely by virtue of the fact that the position duties and responsibilities may appear to correspond to the general function statement of any [AP] title. The prominence of position duties and responsibilities must directly correspond to the position standards contained in the general PAA title used in order to validate the exemption. ”  • Following are the approved 36e(3) position titles (in order of promotion progression): Executive DirectorDirectorAssociate DirectorAssistant DirectorCoordinatorSpecialist • Other approved position titles under the 36e(3) exemption: • Physician, Attorney, Engineer, Architect • Executive Assistant to President/Chancellor

5. SUCSS – Audit Process • Bi-Annual Audit Process • Audits personnel programs and procedures at each University and State Agency to ensure compliance with the Civil Service Statutes/Law. • Non-Compliance could lead to loss of authority to exempt positions from the Civil Service system, and potential criminal consequences if willfully violating the CS rules and procedures. • UIC Campus 2008/2009 Audit Results • Improper exemption as AP’s for positions that should be classified as Civil Service. • Improper exemption as AP’s for Academic Hourly positions that should be classified as Civil Service. • UIUC Audit Results expected in November.

6. UIC Audit • 108 Jobs (140 incumbents) selected for review. • SUCSS agrees that 38 of the 108 Jobs should be AP (35%). • 51 Jobs UIC Holds that Exemption is Valid • 19 Jobs UIC Error in Exempting as AP • UA jobs identified by SUCSS that should be Civil Service: • 14 Academic Professionals • 9 Specialists • 2 Coordinators • 3 Assistant Directors • 1 Academic Hourly • UA Holds that Exemption is Valid for at least 60% of UA Jobs identified in UIC audit.

7. FY 2010 UA AP Placement Goals • Underrepresented Job Groups – Goals Set • Executive Administration • Business and Finance Management • Information Technology Management • General Management • General • Job Groups with Adequate Representation – No Goals • Business and Finance • Information Technology https://hr.uillinois.edu/HRServices/UATraining/Recruiting/eeo-guidelines.html

8. UA Appointment Structure Changes • Academic Hourly • New Positions • Extra Help Clerical • 900 Hour Rule Strictly Enforced • Outside Agency • Return to Same Unit • Extra Help Professional • 900 Hour Rule Strictly Enforced • Surcharge • Civil Service Job Descriptions

9. UA Hiring Process • ER/HR Website • Recruiting/Staffing https://hr.uillinois.edu/HRServices/SearchRecruit/index.cfm • Forms https://hr.uillinois.edu/HRServices/UAForms/index.cfm • Recruiting E-Book https://hr.uillinois.edu/HRServices/EReference/index.cfm • UA Hiring Freeze • Status • Exception Forms

10. UA Search/Search Waiver Changes • Academic Professional Search • Internal University Search • Option available from 8/16/09 through 8/15/10 for positions that are deemed to require knowledge of University of Illinois operations. • Posting for Two-Weeks on UA Jobs Website and Campus distributions. • Only current AP and status CS employees eligible to be appointed. • Visiting Academic Professionals • Appointed before 8/16/09 – may be appointed to a regular AP position through an Internal Search after one-year of VAP employment. • Appointed on/after 8/16/09 – must be Visiting for minimum of 18 months before appointed to a regular AP position through Internal Search. • Academic Professional Search Waiver • One-step AP promotion • Available to appoint regular AP on NNR for budgetary or programmatic reasons who meet minimum qualifications.

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