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Office of Human Resources: Illinois State University

Civil Service Reviews

Civil Service positions at Illinois State are grouped into titles using a classification system. Through the State Universities Civil Service System, classification specifications are developed which delineate the basic responsibilities, minimum experience and knowledge requirements of positions assigned to each title. The Office of Human Resource has been granted the authority to assign a title to each position. To change the title of an existing position, a position review is performed.

To initiate a review

A position review may be requested by the incumbent, supervisor or area administrator. A memo of request (send via email to your HR Partner) accompanying the information outlined below will initiate the process. It is recommended that the employee and supervisor prepare for the review together. If a salary increase is recommended, the department is responsible for funding the change.  

Information required for a review

  • Log on to www.jobs.ilstu.edu/hr.  If you do not have a User Account, please create an account requesting to become a Hiring Manager and/or a Department Head and submit to HR for approval.
  • Upon approval, login to the system and under Job Descriptions, choose “Begin New Action,” then “Update Existing Position.”  You may Search for positions by either Position Number or incumbent’s name.  If after searching, there is not a template job description for the employee, cancel the action and use “Create New Position”.
  • If you have a current job description saved in Microsoft Word, you may copy and paste information into the appropriate fields. 
  • Signatures of the incumbent and immediate supervisor are not required. The memo of request (sent via email) from the supervisor acts as his/her signature.  Also, each time an action is completed on a position description, there is a history of user name, time and date recorded.
  • Read the position description guidelines closely, as they help ensure compliance with the Americans With Disabilities Act.
  • The average percentage of time allocated to each of the duties that make up the position.
  • An organizational chart of the department or unit must be attached to the position description in the Online Application & Job Description system.
  • A completed Summary of Changes in Duties and Responsibilities must also be attached to the position description in the Online Application & Job Description system.

Steps in review process

Once the required information is submitted to the Office of Human Resources, a classification analyst will set a meeting with the incumbent to discuss the position. This is commonly known as a "desk audit." The information submitted will be reviewed along with pertinent examples of work assigned to the position. The audit normally lasts 1 1/2 to 2 hours, but will vary for each position. Following the audit, the analyst will meet with the supervisor to obtain his/her perspective on the position.

The analyst will compare the accumulated information and audit notes against the specifications available and determine which title best reflects the position.

Possible outcomes of a review

A position may be retained in its current classification title, reallocated to a different promotional line or reclassified to a higher level within the same promotional line. In instances where the position is reassigned to a higher paygrade, a promotional increase will accompany the change of title.