Entrance Procedures for Civil Service Employees

The Human Resources Employment Examinations Office will ensure that new Civil Service employees complete all necessary paperwork, including: Before your first day of work you must complete new hire paperwork. If a background investigation, pre-employment plan, or drug screen are required for your job, it must be resolved before you can begin work. Be sure to bring your driver's license and birth certificate or your passport to complete the I-9. If you do not have these documents, you can check for a list of documents we can accept. Also, bring a voided check with your banking information.

Employment Forms

  • Equal Employment Opportunity Information Sheet
  • Personnel Data Card
  • Statement of Student Loan Default
  • Disability Data Form (if applicable)
  • Confidentiality Statement 
  • Employee Rights under FMLA
  • Employment Eligibility Verification (Form I-9)
    The University is required to have a completed Form I-9 on file no later than the first day of work .
  • Statement Concerning Social Security
  • Background Investigation Form (if required)
    Background investigations will be conducted for all employees hired into "positions of trust". 
  • Mandated Reporter DCFS Form

These forms must be completed at the Employment/Examinations Office (Old Main, 2020).


Once all entrance forms have been completed, the Employment Examinations Office will direct a new employee to:

Payroll Office

All new employees will be asked to complete two forms:

  • Employee's Withholding Allowance Certificate (W-4)
  • Authorization Agreement for Electronic Funds Transfer (to set up electronic funds transfer)

Benefit Services

New employees and their eligible dependents must enroll in the State group insurance program within 10 calendar days from their initial employment date. Eligible employees failing to enroll within the 10-day period will automatically be enrolled in basic insurance coverage.

Ethics Training

As soon as possible, but not later than 30 days after you begin employment, you must complete Ethics Training.  Fines may result for failure to complete this requirement. 

Probation

During your first 6 to 12 months of employment, you will be on probation. During your probation, you should do your best to learn your new job and communicate closely with your supervisor. Your supervisor will complete periodic evaluations to make sure you are going to succeed in your new job. The probationary period is sometimes considered an extension of the hiring process. Until you have successfully passed your probationary period, you are not eligible for promotional scores within your promotional line.  In addition, during your initial probation, you may not be able to take vacation, and may not be covered by certain programs. Once you have completed your probation in your initial employment, you will complete probation again, anytime you change job classifications.