State Universities Civil Service System
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2.3 Verification of Experience Requirements

Manual: Examination Procedures

Subsection: Admission of Applicants

The employer is responsible for obtaining a signature from the applicant (i.e., Application form) that the answers on the application are true and correct and that misrepresentation or omission of facts requested on the application may cause rejection of the application.

Disabled Applicant
Each disabled applicant shall be considered on an individual basis; the University System staff shall assist on questions relating to any phase of the examining procedures for these applicants.

The applicant shall be asked to complete as much of the examination as possible. An explanation of the reason for omitting any part of the examination shall be included with the examination material.

The employer is responsible to make any and all reasonable accommodations for a disabled applicant who meets the minimum qualifications for a specific classification in accordance with the Americans With Disabilities Act (ADA), the State Universities Civil Service Act, and 80 Ill. Adm. Code 250.

Out-of-State Applicant
For classes within the professional (01), semi-professional (02), or managerial (03) occupational areas, out-of-state candidates may compete as all other candidates.

Once a final employment offer is completed, the out-of-state candidate must establish Illinois residency within 180 calendar days of the start date for the designated position. It is the employer’s responsibility to monitor this requirement.

Residency

Penalty

  • Failure to produce the required documentation will result in immediate termination of employment.
  • Status employees may be admitted to any examination based on their current status appointment and seniority within their class, irrespective of their current residence.

Pre-graduation Applicant
The DER may permit the recruitment, examination, and commitment for employment prior to actual time of graduation. The candidate is prohibited from beginning employment until the requirements for graduation have been completed. However, employment on a provisional basis is acceptable if a standard register does not exist.

Compensatory Qualifications
An applicant who lacks a minimum qualification for examination must have a compensating qualification.

  • Education over and above the minimum required may compensate for lack of the minimum required experience.
  • Experience over and above the minimum required may compensate for lack of the minimum required education.

NOTE: Request for Prior Approval of Compensatory Qualification(s) for Examination form shall list only that education or experience which is being used to compensate for the lacking qualification. In many cases, the applicants may have excess education or experience over and above what was used as a compensating factor for which they might receive additional credit on the score for the examination.

A form for approval of compensatory qualifications is available from the University System Office. See Example 2.3a. A request for Prior Approval of Compensatory Qualification(s) for Examination form shall be submitted in duplicate to the University System Office for approval by the Executive Director. One copy of the form will be returned to the DER.

The University System Office requests the DER to personally sign a Request for Prior Approval of Compensatory Qualification(s) for Examination.

The Executive Director's review of the request will include the total number of available candidates on the register, regardless of whether a candidate's position is being reclassified or reallocated. If the Executive Director does not approve the request, the DER shall notify the applicant.

Prior approval by the Executive Director is required before such applicants are admitted to an examination. No approval of compensatory qualifications will be given by telephone.

The University System Office shall be notified in writing if the examination for which the Employer has an approved request is not administered.

Waiver of Qualification(s)
If the Reemployment, Promotional, or Original Entry registers for the classification do not provide a candidate who is interested in employment in a specified position, a Request for Prior Approval of Waiver of Qualification(s) for Examination form shall be used to request the admission of an unqualified applicant for that specific vacancy.

Prior approval by the Executive Director is required before such applicant is admitted to an examination. No approval of a waiver shall be given by telephone.

The University System Office shall require complete justification and recommendation for approval signed by the DER for its use prior to granting approval.

A waiver shall be submitted to the University System Office for approval by the Executive Director. One copy shall be returned to the DER.

The Request for Prior Approval of Waiver of Qualification(s) for Examination form is available from the University System Office. See Example 2.3 b

If the Executive Director does not approve the waiver, the DER shall notify the applicant. Once the vacancy is filled, all candidates for which a waiver was approved shall be removed. If an applicant rewrites an examination for which a waiver is required, a new waiver must be submitted.


Renumbered and Revised 5/11/2016