Recruitment Process for Hourly Student Positions – Graduate Hourly & Undergraduate Hourly

Last updated: 03/2026

1. Confirm funds are available for the position within your Unit and/or with the Business Office as necessary. Funding for these types of positions typically come from central Library funds distributed through the Library Budget Group or from unit discretionary funds- like Endowments.
2. Review the Hourly Employee Policies and Guidelines.
3. If the Unit/Supervisor does not yet have a job description prepared for the position,
   • Develop a job description for the position using the applicable template: Graduate Hourly or Undergraduate Hourly
     • • Determine number hour(s) expected for the position. Ensuring you follow the appropriate Guidelines & Policies.
       • Determine the appropriate Pay Rate based upon the duties of the position and the Unit’s budget using the applicable guidelines:
         • Undergraduate Hourly: Office of Student Financial Aid – Student Employment Classifications and Scale of Biweekly Wages for Student Employees
         • Graduate Hourly: University Library – Library HR – Graduate Hourly Pay Rate Guidelines for University Library Supervisors
4. Post the opening to the Library Employment website to gather qualified applicants by emailing the updated and formatted job description to the Library HR Hourly Employment Coordinator (contact information below).
5. Review applicants, conduct interviews, and select top applicant(s).
6. Offer the position to the applicant(s).
7. Once the applicant has accepted the position it is time to move on to the hiring process. Please view the Hourly Employees section of the hiring page for instructions on how to request the position.

Important: New positions must not start until the supervisor identified in JOYCE has received an automated email from HourlyEmpHR@library.illinois.edu stating that the position has been approved. Once the supervisor has received this email, the employee is cleared to start working as soon as the effective date on the Library Hourly Employment Record in the email.

Please reach out to Grace Flavin (gflavin@illinois.edu) if you have any questions regarding JOYCE or hourly employment processes.