Faculty and Staff

Extra Help Hiring Process

Determining Extra Help Eligibility for Staffing

1. Extra Help assignments are used for positions the employer attests to be casual or emergent in nature.
2. Extra Help positions may be utilized for a maximum of 900 hours. 
3. Upon working 900 hours, an Extra Help employee cannot resume employment in ANY Extra Help appointment until 30 days have elapsed.
4. A department is eligible to hire an Extra Help position if they have not previously employment an Extra Help employee performing the same or similar duties with the past 6 months.
5. If a department has had Extra Help in the 6 months and they want to hire another position as Extra Help that will be performing the same or similar type of duties, the department is allowed to hire the position but the new position will assume the previous Extra Help position’s hours used.
6. For example, a department hired an Extra Help Office Support. The position terminated and had used 250 hours.  A new Extra Help Office Support can be hired without observing the 6 month waiting period.  But, the new Extra Help Office Support hire will be the assignment with 250 hours used.  Therefore, the new hire will have a remainder of 650 hours.
7. All Extra Help positions must be posted for a minimum of 24 hours.
   
   

Hiring Unit Responsibilities-Request to Hire process

1. Complete Request to Hire in HireTouch (for access, training and information contact the HireTouch Administrator, Doug James at [email protected])
2. All approvals are obtained through HireTouch. Approvers are sent an email requesting their approval.
3. Once final approval has been given by HR
   1. The position is posted for a minimum of 24 hours
   2. Civil Service applications from all applicants are reviewed by HR
   3. CS applications of all qualified candidates are sent to the hiring department
   4. The hiring department conducts interviews of all qualified candidates
   5. The hiring department records results of the interviews and completes the Hiring Justifications in HireTouch for HR approval.

Hiring Unit Responsibilities-Pre-employment process

1. Once a candidate is selected, HR initiates the background and/or drug screening.
2. An email is triggered and sent to candidate notifying to complete the remaining pre-employment forms:
   1. I-9 form (proper documentation will be provided by candidate in person at time of pre-employment appointment)
   2. Acknowledgement of Mandated Reporter Status
   3. Direct Deposit Authorization Form
   4. Federal and IL W-4
   5. Employee and Graduate Assistant Data Collection Form
3. When forms are completed an HR representative will contact the candidate and schedule an appointment for the remainder of the pre-employment forms (I-9 and W-4’s and Ethics).
4. HR will inform the Hiring Department via email of results of background check and/or drug screening and depending on results, approve the candidate.

***No one shall begin working for any reason before the department has been notified in writing via email by Human Resources that the candidate has completed all steps of the pre-employment process and are approved to begin working.***

Volunteers

No person shall be deemed as a Volunteer until specifically approved by Human Resources.  Please contact Tamika Johnson at extension 2325 if you have questions pertaining to hiring a volunteer. 

Terminating an Extra Help employee

1. When the Extra Help assignment is complete or the candidate has reached over 700 hours and email is to be sent to HR requesting termination of the employee. Please include the effective date.