State Universities Civil Service System
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2.2 Job Descriptions

Manual: Classification Plan Management

Subsection: Classification of Positions

Job descriptions, together with class specifications, are the cornerstone of a classification program, the purpose of which is to insure that the majority of all positions are correctly classified at all times. The following guidelines for the preparation and maintenance of job descriptions shall be followed at all times, and will be the standard against which job description audits shall be conducted by the Audit and Advisory Services of the University System Office:

  1. For encumbered positions, job descriptions shall be prepared, signed and dated by the position's incumbent. The incumbent's supervisor should subsequently review, sign, and date the document indicating his/her concurrence as to the assigned duties.
  2. Job descriptions for newly established or vacant positions must, by necessity, be prepared by the supervisor. Once filled, the incumbent shall, by the completion of the probationary period, review the job description, and acknowledge concurrence of the accuracy of the document by signature and date.
  3. Standard, or generic job descriptions may be prepared by supervisory personnel in the case of positions in which the work of the class is sufficiently prescribed so as to preclude an incumbent from performing duties outside of the class (e.g., craft and trade classes, building service classes, and many food service classes). Such descriptions must be signed and dated by both the incumbent and supervisor.

In all of the above examples, all employees shall be provided with a copy of the current, approved job description of their position. All job descriptions shall be reviewed and updated at least every three years, including the signatures of the incumbent and supervisor.

See Example 2.2a Instructions for Completing Job Description and Job Description Format form which is considered adequate to assess the majority of positions. It is recommended that this form, or one which encompasses the majority of its details, be used in the classification of all positions.


Reference 80 Ill. Adm. Code ยง250.30 (2003)
Revised 2/24/2004