The hiring process varies depending on how the position is classified. Many hiring tasks are completed online in PeopleAdmin.
Please note: SURS retirees must be out of the payroll system for at least 60 days before they can be rehired. Refer to the return to work policy.
Civil Service
The State Universities Civil Service System provides descriptions and advancement tracks for non-faculty jobs at Illinois public universities. Referred to as civil service, these jobs include clerical, skilled trades, managerial and other positions. View civil service classifications.
- Department submits Refill Request with job description and other required information in PeopleAdmin for approval.
- HRS determines position classification and FLSA status and then discusses with department.
- HRS advertises position on HRS website for at least five days. HRS may also assist department with external advertising.
- HRS screens applicants to determine if they meet minimum qualifications for the position. HRS encourages departments to assist in the screening process as subject matter experts.
- HRS conducts testing for qualified applicants, scores them, and provides prescribed number of names to department to interview. Departments are encouraged to use a search committee.
- Department selects candidate as Recommended for Hire and submits hiring proposal for approval via PeopleAdmin.
- Upon approval, the Hiring Manager should offer job to candidate on the contingency of a clear background check. Upon the candidate’s acceptance of the contingent offer, the department requests a background check. If a Motor Vehicle Records check is necessary, please contact the HRS Service Center to place the background check order.
- Upon background check clearance, HRS invites the candidate to complete the virtual onboarding and orientation process.
- Upon completion of onboarding and orientation, HRS will produce final confirmation of the job and other related documentation and distribute all items accordingly.
Supportive Professional Staff
Some jobs are exempt from civil service and can be classified as SPS. They must fit in an exemption category:
- Primary administrator 36e(2): those with final decision-making authority on campus
- Principal administrative 36e(3): those with a high level of administrative responsibility
- Teaching, research and extension faculty 36e(4): includes postdoctoral scholars and those who provide instructional support or academic/career counseling
- Department submits job description and either the names of search committee members or a search waiver request in PeopleAdmin.
- If approved, HRS advertises position on HRS website.
- Optional: Department may use an external search firm for highly skilled administrators. Read the external search firms policy (PDF).
- Department selects final candidate. If approved by HRS in PeopleAdmin, an employment offer can be made, contingent on a background check. Read the background check policy.
Faculty
Faculty positions are classified as follows:
- Tenure/tenure-track faculty: regular appointment; follows university procedures regarding promotion and tenure
- Visiting faculty: temporary appointment of less than one year; ineligible for tenure
- Adjunct faculty: annual or semester-based appointment; ineligible for tenure
- Instructor: temporary, non-continuous appointment; candidates generally don’t need a doctorate; not eligible for tenure
- Departments should begin wth the submission of the Faculty Hiring, Retention and Success Plan Form.
- Department submits either names of search committee members or a search waiver request in PeopleAdmin. Department also provides description of position qualifications.
- If approved, HRS advertises position on HRS website.
- Department selects final candidate. If approved by HRS in PeopleAdmin, an offer of employment can be made, contingent on a background check. Read the background check policy.
Extra Help
Extra-help employees can work up to 25 hours a week for up to 900 hours in any consecutive 12-month period. They can work multiple extra-help jobs (at the same time or one after the other) until they reach the limit. They must then wait 30 days before working again.
Extra-help positions are organized into general categories:
- EDP software
- Clerical
- Professional services
- Technical assistant
- Laboratory assistant
- Custodial
- Food services
- Transportation
- Stores
- NEC (licensed prof/other)
- Department submits position request, including job description, in PeopleAdmin (on orange “Positions” side).
- HRS determines position classification and works with department to recruit candidates. This includes referring candidates from existing hiring pools and/or civil service registers.
- If needed, HRS creates job posting for review in PeopleAdmin (on blue “Hire” side). If approved by department, posting appears on HRS website for at least three days.
- HRS reviews applicants and refers qualified candidates to department.
- Department interviews candidates and selects who they want to hire. Department changes applicant's status in PeopleAdmin to "Recommended for Hire" and submits hiring proposal, which is routed to department head and college/unit for approval before coming to HRS.
- Department asks applicant to complete background check form. Read the background check policy.
Extra-help employees must have an application on file for each position they're hired/rehired for. They must submit Declaration of Status and DCFS Mandated Reporter forms every time they're rehired. If the position has physical demands, they may need to have a pre-employment medical check.
| Job Code |
Class Title |
Hourly (minimum) |
Hourly (maximum) |
| 9001 |
EDP Software (Programming/Systems Analysis) |
$15.00 |
$20.00 |
| 9002 |
Clerical (Typing, Registration, Data Entry, Bookstore) |
$15.00 |
$15.00 |
| 9003 |
Professional Services (Artist, Publ Editor, Translator) |
$15.00 |
$30.00 |
| 9004 |
Technical Assistant (Counselors, Research Assts, Photographers, Broadcasting) |
$15.00 |
$15.00 |
| 9005 |
Laboratory Assistant |
$15.00 |
$15.00 |
| 9006 |
Custodial |
$15.00 |
$15.00 |
| 9007 |
Food Services |
$15.00 |
$15.00 |
| 9008 |
Transportation |
$15.00 |
$15.00 |
| 9009 |
Stores |
$15.00 |
$15.00 |
| 9010 |
Licensed professionals/Authorized NEC |
$15.00 |
$100.00 |
Students
Departments/units can hire undergraduates for jobs/internships in the following categories:
- Clerical (1100): general office work, greeting and assisting customers
- Professional Services (1101): duties that make use of a professional or trained skill, such as personal training, assisting a payroll specialist or designing illustrations
- Technical, Laboratory Assistant and Supervisor (1102): technical duties like working in a computer or science lab, performing research or assisting with web design
- Service (1103): duties such as food service, library work, custodial, housing, transportation and university programming/activities
- Recreation (1104): supervising activities/trips, scheduling intramural leagues and other duties at the Recreation Center
- Auditorium Technical Staff (1106): using and maintaining technical equipment at the Convocation Center, such as sound/lighting systems and set construction
- Internship (1107)
- Intern (1108): used for interns earning academic credit
- Undergraduate Student Instructional Assistant (1109): used for undergrads who offer instructional support
| Job Code |
Class Title |
Hourly (minimum) |
Hourly (maximum) |
| 001100 |
Clerical
(Cashier, Clerk, Lab Attendant) |
$15.00 |
$15.00 |
| 001101 |
Paraprofessional
(Archaeologist, Cartographer, Interpreter, HR Assistant, Personal Trainer) |
$15.00 |
$15.00 |
| 001102 |
Technical
(Audio-Visual, Computer Assistant, Lab Assistant Supervisor, Interns, Research Assistant, Tutor) |
$15.00 |
$30.00 |
| 001103 |
Service
(Custodial, Food Service, Transportation, Housing, Library, UP&A) |
$15.00 |
$15.00 |
| 001104 |
Recreational |
$15.00 |
$15.00 |
| 001106 |
Auditorium Technical Staff
(used for the Convocation Center) |
$15.00 |
$15.00 |
| 001107 |
Intern
(used for interns not earning academic credit) |
$15.00 |
$15.00 |
| 001108 |
Intern
(used for interns earning academic credit) |
$15.00 |
$15.00 |
| 001109 |
Undergraduate Student Instructional Assistant
(used for Undergrads who offer instructional support) |
$15.00 |
$20.00 |
Summer Hours
Graduate Assistants
The following classifications are available for graduate assistant employment positions:
- Graduate Staff Assistant (6138): assist with tasks other than teaching or research, such as serving as resident adviser, counselor, academic adviser, office support or library assistant
- Graduate Research Assistant (6139): conduct experiments/research, analyze data, present findings or collaborate in preparing publications
- Graduate Teaching Assistant (6140): instruct/tutor students, proctor/grade tests and assignments, develop instructional materials or accompany/coach artistic performances
- Department creates job description and posts it on Huskies Get Hired.
- Department reviews resumes and conducts interviews. The same person should interview all candidates, asking the same questions.
- Department selects student and hires them. Be sure to submit required hiring documents before their start date, so they’ll be paid on time.
- Department notifies students who were not selected.
- If position is designated security-sensitive under the Campus Security Enhancement Act, a pre-employment criminal background investigation is required.
Academic Year 2024 (Starting Fall 2024) Minimums
Doctoral and Ph.D. programs only
| Job Code |
Classification Title |
Minimum Full-time (0.50 FTE) |
Minimum 3/4-time (0.375 FTE) |
Minimum Half-time (0.25 FTE) |
Rate Type |
| 6138 |
Staff Assistant |
$26.91 |
$26.91 |
$26.91 |
Hourly |
| 6139 |
Research Assistant |
$1,076.25 |
$807.19 |
$538.13 |
Semi-monthly |
| 6140 |
Teaching Assistant |
$1,076.25 |
$807.19 |
$538.13 |
Semi-monthly |
Academic Year 2024 (Starting Fall 2024) - Minimums
All other programs
| Job Code |
Classification Title |
Minimum Full-time (0.50 FTE) |
Minimum 3/4-time (0.375 FTE) |
Minimum Half-time (0.25 FTE) |
Rate Type |
| 6138 |
Staff Assistant |
$22.37 |
$22.37 |
$22.37 |
Hourly |
| 6139 |
Research Assistant |
$894.60 |
$670.95 |
$447.30 |
Semi-monthly |
| 6140 |
Teaching Assistant |
$894.60 |
$670.95 |
$447.30 |
Semi-monthly |
Summer Hours
Graduate assistant contracts should adhere to the following appointment dates.
- Academic Year: August 16 to May 15 (18 pay periods)
- Fall Semester: August 16 to December 31 (9 pay periods)
- Spring Semester: January 1 to May 15 (9 pay periods)
Questions about stipend amounts and pay schedules can be sent to GradAssistantshipEmp@niu.edu.