Application Process - Frequently Asked Questions (Civil Service Employment)
APPLYING:
How long will my Application for Civil Service Employment stay on file?
The Office of Human Resources retains applications by calendar year. So that we may always have current and accurate credentials to consider and to refer to our hiring departments, we ask that a new Application be filed with our office in January of each year.
May I submit a resume with my application?
Yes, resumes may be submitted as a supplement to the Application for Civil Service Employment, but may not replace the Application. Transcripts, DD214 forms, and letters of reference should also be submitted at the time of application.Should I tailor my application to the specific job for which I am applying?
No, we want to know your complete education and employment history. Once completed, your Application will remain on file for the rest of the calendar year so you may continue to use it to apply for future positions in which you are interested.
If my employment or demographic information has changed, how do I update my Application?
You may download the Application Update form, complete and return it to the Office of Human Resources. We will use this to update our automated system accordingly.
I already have an Application on file and recently saw a vacancy listed that I am interested in. How do I apply?
| Once you have completed and submitted an Application it will remain active for the rest of the calendar year. If you would like to apply for additional vacancies, simply call the Office of Human Resources and ask that your Application be pulled and reviewed to determine whether or not you would be a viable candidate to sit for the Civil Service examination. |
TESTING:
What score do I need to achieve in order to pass the exam and be placed on the active register?
A minimum score of 70 is needed to pass any examination, unless there is a screen-out element on the examination.
What is a screen-out element?
A screen-out element is any portion of the exam that must be individually passed in order to pass the entire exam. For example, the screen-out could be a pass/fail words per minute typing requirement. Therefore, you would have to achieve an exam score of 70 or above AND pass the screen-out element(s) to pass the overall exam.
I am a military veteran. Can I receive additional points on my exam?
If you are a veteran and can supply the Office of Human Resources with a copy of your DD214, DD215 or NGB22 form or other appropriate documentation that shows your branch of service, dates of service and character of discharge, you may be eligible for additional points. Veteran's preference points are only added to passing exam scores.
When and how will I be notified regarding the results of the examination?
Examination results are typically sent by mail to the latest address on file with the Office of Human Resources. In some cases, exam results may be communicated by email. If you have not received your examination results within 2 weeks of testing, you are encouraged to contact our office at 217-545-0223, to inquire about the status of your test.
Can I get an explanation of my exam score?
Yes, you may contact the Office of Human Resources to inquire about the breakdown of your exam score. If the exam is comprised of various components, we should be able to tell you how you scored based on each of these components. However you will not be able to see your scored examination.
Can I retake an exam?
Yes, you are allowed three rewrites per twelve-month period following completion of the original exam. In most cases, 30 calendar days must have elapsed between rewrites.
INTERVIEWING:
How are individuals referred for interviews?
After you pass an exam your name will be placed on the active employment register for that job title, in order by score. When there is a vacant position for a specific title, candidates are referred to the employing department for an interview, in order of their ranking.
What is an employment register?
An employment register is simply a list of every candidate that has passed a civil service exam for a specific job title, in order by numerical exam score. Every Civil Service classification has a separate employment register.
If I am one of the candidates in highest standing on the register, how soon will I be contacted to interview?
The Office of Human Resources can not predict this; once candidates have been referred to the hiring department, they coordinate the scheduling of interviews based upon the interview teams availability.
If I am contacted for an interview, where can I find a copy of the position description to review in preparation for the interview?
The position description may still be available for viewing on our Civil Service Position Description Archive page.
If I decline an interview for a position, will it harm my chances for being contacted for other positions that are open?
No, it is our desire to make excellent job matches and we can only do this with your help. If you are contacted regarding an interview opportunity and you decide that you are not interested, you may turn down that interview without affecting your ability to be contacted for future vacancies within that classification.
If I need to cancel a job interview, who should I contact?
If you are unable to attend a scheduled job interview with a hiring department, you should contact the interviewing department. If you do not have the necessary contact information, please contact Human Resources at 545-1477.
After interviewing, I decided that the position is not for me. What should I do?
If you interview for a position and, after hearing more about that specific vacancy, determine that you are not interested in being considered for hire, please contact the interviewing department or the Office of Human Resources at 545-1477. Removing your name from the candidate pool for this vacancy will not impact your ability to be referred for future vacancies in that same classification; however, waiting until a hire decision is made and then declining the job offer may.
APPLICANT STATUS:
How long will my name remain on the active employment register?
In general, your score will remain active on the register as long as:
1) you respond to any contacts made by Human Resources or a hiring department representative to determine your continued interest or to schedule an interview by the deadline given, 2) there are no changes made to the examination or the minimum qualifications by the State Universities Civil Service System, and 3) you keep Human Resources informed of your current contact information via the Application Update form.
I received a letter in the mail saying that my name was removed from the register. Can I be reinstated?
If you are removed from the employment register due to failure to respond to an interviewing notice or letter of interest, you may request in writing to be reinstated to the register within one year of the removal date. The request should be sent directly to the Office of Human Resources at: P.O. Box 19601, Springfield, IL 62794-9601.
I am on the register. Do I need to reapply when there is another opening in the same classification?
No, once your name is active on the employment register you do not need to reapply for a future vacancy within the same title. When there is a vacant position, candidates are referred to the employing department for an interview, in order of their ranking. The only time you would need to reapply to be considered for a current vacancy is if you wish to rewrite the examination in an attempt to improve your score.
I have taken a job elsewhere and am no longer interested in employment with the School of Medicine. Whom should I contact?
If you are no longer interested in employment opportunities at the School of Medicine, contact the Office of Human Resources at 545-1477 and ask to be removed from the active employment register. You can request reinstatement to the register, in writing, up to one year after the removal date, provided that the qualifications and/or exam have not changed.
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