State Universities Civil Service System
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1.4 Maintenance of Active Registers for Status Appointments

Manual: Employment and Separation Procedures

Subsection: Establishment of Registers, Maintenance of Registers, and Certification from Registers

Accurate maintenance and proper use of registers are a fundamental requirement and an essential element in the standardized civil service employment process.  This responsibility has been delegated to the DER and is reviewed through the biennial audit process.

All register cards/information are prepared in duplicate; one becomes part of the examination record file of the University System; the other is placed on the appropriate employer's register.  Other electronic records and record development processes may be utilized in this respect as well.  Specific electronic register maintenance components are required to be maintained in the electronic E-test System.

Transfer, restoral or reemployment information must be recorded and maintained, but is not required to be transmitted to the University System Office.

Names of candidates accepting nonstatus civil service appointments are not removed from active registers.

The University System recommends that the employer utilize a "register clearing" process at regular intervals to remove candidates from the active register in accordance with regulatory guidelines.  Example 1.4b provides a template for informing the candidate of this process.

Form 1.4c shall be utilized to formally request to close original entry registers in accordance with section 250.50(e) of the Illinois Administrative Code (80 Ill. Adm. Code § 250.50(e)).

  1. Reemployment Registers Affected by Specialty Factors

    Through the utilization of specialty factors in the standard classification plan management protocols, a reemployment register must take into account not only the seniority status of the laid off employee, but also must capture the qualification status of the employee at the time of layoff, or any specialty factors the employee possessed at that time.

  2. Removal of Candidates from Registers

    Employers are strongly encouraged to develop institutional policies regarding the various permissive options for removal of candidates from registers.

    When a candidate is removed from or restored to a register, the date and rule reference must be recorded on the register by the employer.  Documentation or other information verifying these register actions shall be maintained in the employer's file.

    As indicated in section 250.60(i) of the Illinois Administrative Code (Code) (80 Ill. Code §250.60(i)), candidates whose names are removed from Reemployment, Promotional and/or Original Entry registers shall be notified in writing of such removal in accordance with the Act and Code.  Example 1.4a provides a basic template for informing the candidate of their removal from a register.

    If an employer wishes to remove a current active employee's name from a register pursuant to section 250.60(h)(4) of the Code (80 Ill. Adm. Code §250.60(h)(4)), the employer should also attempt to contact the employee through regular internal business communications protocols.

    When defining the classifications to which section 250.60(h)(10) of the Code (80 Ill. Adm. Code §250.60(h)(10)) applies, the University System shall evaluate:  occupation area, employment and turnover rates, pre-employment screening protocols utilized, operational needs and trends, and/or other special circumstances and justification.  Generally, those classifications contained in the professional, managerial, or semi-professional occupation areas will be considered for inclusion under this specific provision. In accordance with section 250.60(h)(10) of the Code, candidates on the registers for the following classifications may be removed from the register upon the expiration of the designated timeframe outlined in the vacancy posting:

    Accounting Associate
    Business/Administrative Associate
    Human Resource Associate
    Information Technology Manager/Administrative Coordinator
    Information Technology Technical Associate
    Information Technology Support Associate
    Program/Student Adviser


Reference Civil Service Rule 250.60(g-j)
Revised 5/11/2016