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4.4 Transfer of State Personnel Code Employee to Registers

Manual: Employment and Separation Procedures

Subsection: Other Employment Transactions

The Employer is responsible for the determination of whether the class from which the State employee is coming, and the class under the System to which he/she is seeking transfer, are sufficiently comparable to merit the privilege of transfer. If the Employer wishes, upon request of the employee, the System staff will advise on the "comparability" of classes.

The Employer writes the State employee of acceptance or rejection of a request to have the employee's name placed on a register of the System, and if a rejection, the reasons. The accepted name shall be placed on the Original Entry register with a blue card by service as certified to the Employer by the State Central Management Services as of the date of acceptance.

A State employee may have two or more service records -- one of which is a service to the State, the other, a service related to the class from which the employee is transferred. It is quite possible that these two service records will be identical; likewise, it is equally possible for them to be different. The record of total service to the State affects the benefits which the transferee has available upon employment by an Employer under the System. Also, the DER must accept the transferee's total years of service for accrual of vacation benefits. Service credit in the class as certified by the State Central Management Services at the date of transfer affects the transferee's place on the register.

Both records may be obtained from the State Central Management Service, Springfield, Illinois or other State agencies.

If the transferred State employee has completed a probationary period in a comparable class, a second probationary period is not required. If the State employee has not completed a probationary period in a comparable class, he/she shall be required to serve the balance.

The effect of the Statute is limited to granting the transferred employee the same status under the University System as attained under the State of Illinois Civil Service and/or the Personnel Code. "Status" relates to completion of the probationary period and the effect of such service or seniority on benefits, as provided by an Employer under the University System.

Such transferees become eligible for referral to an appropriate vacancy in accordance with the provisions of the Statute and Rules.

For privilege of transfer, a State employee must be "an employee of the State of Illinois Personnel Code Department" immediately prior to date of employment by any Employer under the System. If there is a termination of employment with the State prior to employment by the Employer under the System, the transfer privileges are no longer present, and the individual becomes subject to Original Entry examination.

It is the intent of the use of the words, "immediately prior", that the two periods of employment shall be as contiguous as possible within the realm of reasonableness (i.e., 30 days).

Not all employees of the State are covered by the Personnel Code. The Employer should verify that employment is under the Code; otherwise, individuals seeking employment under the System, who are not under the Code or other State agencies, become subject to the Original Entry examining program of the System.


Reference Civil Service Rule 250.100(d)
Issued 1/1/1999