The hiring process begins once someone has accepted a position until the onboarding process begins.
Academic Professional, Civil Service, & Faculty
The hiring process for these employee groups is completed by the appropriate Library HR search coordinator once the search process is complete.
Graduate Assistants
- Overview for Supervisors is an overview that covers from requesting funding to ending an assistantship.
- Instructions for Hiring a Graduate Assistant goes through each step of the Graduate Assistant hiring process.
- PGA Rates for FY2025 breaks down the salary, monthly rate, and hourly rate for each appointment percentage.
- The Graduate Assistant Request Letter Form needs to be completed for first and reoccurring appointments.
- Handbook for Graduate Students and Advisors covers academic policies and requirements pertaining to graduate students as wells as administrative policy for programs, units and staff.
- Information on tax implications and pay check consequences
Hourly Employees (Academic Hourly, Extra Help, Graduate Hourly, & Student)
- Before hiring an hourly employee, please review the Hourly Employee Policies and Guidelines
- Hourly supervisors submit new request and updates to existing request to hourly positions within the in-house, communication system JOYCE.
- Please review the JOYCE Systems page for more specifics regarding hourly hiring at the University Library.
- New positions and requests MUST WAIT to start until the supervisor – identified in JOYCE – receives an automated email from HourlyEmpHR@library.illinois.edu stating that the position has been approved. The email will include important information including the effective date that the employee is cleared to start working and any essential notes. You may also reference the employment record and notes in the JOYCE System. However, supervisors still need to WAIT for the approval email.
Additional Resources
- A criminal background check is required for Academic Hourly, Academic Professional, Civil Service, Extra Help, and Faculty employees. Please view the Background Checks page for more information.
- As part of the new hire process, incoming employees will complete their electronic I-9 and new hire forms. The Library Human Resources Coordinator for that employee class will reach out to the new employee to schedule a new hire appointment.
- Retirees interested in returning to work at the Library should review the Retiree Rehire Guidelines
Updated 10/2026