Getting Started with Recruiting, Interviewing, and Offering Undergraduate and Graduate Hourly Positions
- 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. Questions regarding funds- please reach out to the Library Business Office.
- Review Hourly Employment Policies and Guidelines
Undergraduate Hourly
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- Determine duties needing accomplished
- Draft Job Description using this template: Undergraduate Hourly
- Confirm funds available within your Unit and/or with the Business Office as necessary
- Determine Pay: Office of Student Financial Aid – Student Employment Classifications and Scale of Biweekly Wages for Student Employees
- Hours Eligible to Work: Office of Student Financial Aid – Student Employment Enrollment Requirement and Maximum Work Hours
- International students may meet with the International Student and Scholarly Services (ISSS) Office prior to interviewing/accepting an hourly position to ensure they understand their Visa Types and their Limitations.
- Recommended: Post Opening to University Library Undergraduate Hourly Positions Job Board
- Email the completed Job Description Template (above) to the Library HR Hourly Employment Coordinator
- Posting expires, or request posting be taken down
- Review applicants, conduct interviews, and select top applicant(s)
- Offer the position to the applicant(s)
- Upon Applicant’s Acceptance
- Send regrets to applicants not selected
- Upon Applicant’s Acceptance – briefly review expectations and what NEXT STEPS to anticipate as part of the hiring process
- Confirm their eligibility to work the expected position hours and any restrictions
- Upon Applicant’s Acceptance
REMEMBER: THEY CANNOT START UNTIL YOU RECIEVE THE AUTO APPROVAL EMAIL FROM JOYCE
REQUIRED FORM NEW EMPLOYEE TO COMPLETE THEIR FORM I-9 WITH LIBRARY HR ON OR BEFORE THEIR START DATE
HELP US REMAIN IN COMPLIANCE WITH FEDERAL LAW; NONCOMPLIANCE RESULTS IN THE UNIVERSITY INCURING SIGNIFICANT FINES AND PENALTIES
- Submit the Hiring Request in the JOYCE System
- 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 the Hourly Employment Coordinator, Grace Flavin (gflavin@illinois.edu) if you have any questions regarding JOYCE or hourly employment processes.
Graduate Hourly
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- Determine duties needing accomplished
- Draft Job Description using this template: Graduate Hourly
- Confirm funds available within your Unit and/or with the Business Office as necessary
- Determine Pay: University Library – Library HR – Graduate Hourly Pay Rate Guidelines for University Library Supervisors
- Review the Campus Administrative Manual (CAM) Policy for Graduate Hourly Appointment and Pay
- Graduate Hourly positions are not eligible for tuition waivers.
- Hours Eligible to Work: Office of Student Financial Aid – Student Employment Enrollment Requirement and Maximum Work Hours
- Recommended to confirm with the student that they have confirmed their eligibility to work the expected hours needed for the position.
- All Graduate Students should be already aware of the Graduate College Handbook & Graduate Policies
- International students may meet with the International Student and Scholarly Services (ISSS) Office prior to interviewing/accepting an hourly position to ensure they understand their Visa Types and their Limitations.
- Recommended to confirm with the student that they have confirmed their eligibility to work the expected hours needed for the position.
- Recommended: Post Opening to University Library Graduate Hourly Positions Job Board
- Email the completed Job Description Template (above) to the Library HR Hourly Employment Coordinator
- Posting expires, or request posting be taken down
- Review applicants, conduct interviews, and select top applicant(s)
- Offer the position to the applicant(s)
- Upon Applicant’s Acceptance
- Send regrets to applicants not selected
- Upon Applicant’s Acceptance – briefly review expectations and what NEXT STEPS to anticipate as part of the hiring process
- Confirm their eligibility to work the expected position hours and any restrictions
- Upon Applicant’s Acceptance
REMEMBER: THEY CANNOT START UNTIL YOU RECIEVE THE AUTO APPROVAL EMAIL FROM JOYCE
REQUIRED FORM NEW EMPLOYEE TO COMPLETE THEIR FORM I-9 WITH LIBRARY HR ON OR BEFORE THEIR START DATE
HELP US REMAIN IN COMPLIANCE WITH FEDERAL LAW; NONCOMPLIANCE RESULTS IN THE UNIVERSITY INCURING SIGNIFICANT FINES AND PENALTIES
- Submit the Hiring Request in the JOYCE System
- 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.
Last updated: 10/2026