Administrative Services

Intern Program

What is the Intern Program?

The Intern Program was established by the State Universities Civil Service System (SUCSS) to supplement an applicant pool in order to provide a cross-section representation of gender, racial, ethnic, and cultural groups.

Western Illinois University uses the following criteria, as outlined by SUCSS, to determine if a Intern appointment will be beneficial to both the department and the candidate:

  • The candidate lacks one or more of the minimum qualifications for the class;
  • Recruitment efforts have failed to attract qualified candidates;
  • Operating needs warrant ongoing training programs to supplement staffing recruitment efforts.
  • There is a recognized need for a specialized training program in a technical or professional field.

Intern Programs are utilized for those classifications that have an educational, experience, and/or skill requirement. The Intern program allows the University to hire individuals who possess career potential giving an individual an opportunity to receive on-the-job training and or experience.

What are the hiring stipulations for Interns?

An Intern can earn no more than 95% of the base salary for the classification in which they are hired. In addition, they do not accrue seniority until after the completion of the Intern Program and probationary period. Seniority is then retroactive to the date the employee was certified to the classification.

The program length varies depending on the classification and the current qualifications of the applicant. A program is written for a minimum of 3 months and can be a maximum of 24 months; however, certain positions that require special skills may exceed a 24 month period. An Intern employee is entitled to the same insurance, educational, and leave benefits as a status employee.

Who determines if a vacancy will be filled with an Intern?

A department supervisor determines if a vacancy will be filled with an Intern, as long as there are no current employees on the promotional register for the classification to be filled, and that the University will not exceed 10% of Intern employees in the current class.

An appointment with Intern status may be made by an employer with approval of the Executive Director (State Universities Civil Service System) to any position in which the employer indicates acceptability of an Intern, except a recognized trade or craft class.

An Intern applicant must complete an application for civil service employment and submit a resume.

Information for Applicants

How can I become an Intern applicant?

After completing an application and submitting it to the Human Resource Office, your application can be evaluated to determine your qualifications and skills. Once this process has been completed, you can request to be an Intern applicant. An applicant’s qualifications or skills determine eligibility for a specific Intern Program. You must submit a resume to become an Intern applicant.

Once you are an Intern applicant, your name will be added to the Intern interest list. Notifications of Intern Program opportunities are emailed to those on the list. The email will tell you the details of the vacancy and what to do to be considered for the opening. You will typically either need to meet criteria established by the hiring department, and/or submit some information in addition to your resume (i.e., a statement on why you would be a good candidate for the position). The information provided will be used to help refer candidates to the hiring department for interviews.

How many Intern vacancies are available?

There is no way to predict the number of Intern vacancies available in a given year.

In what classifications are most Interns hired?

A majority of Interns are hired in the clerical support and building service classifications. However, Intern employees cannot exceed 10% of the total positions in a class.

Can current University employees participate in the Intern Program?

Current Western Illinois University employees can participate in the Intern Program if they meet the outlined requirements. To participate in the Intern Program, an individual must lack one of the minimum qualifications for that classification and meet the criteria established by the hiring department.

Information for Employers

When can I use the Intern program to fill vacancies?

An appointment with Intern status may be made by an employer with approval of the Executive Director (State Universities Civil Service System) to any position in which the employer indicates acceptability of an Intern, provided all of the following criteria have been met:

  • No qualified candidates are available from a reemployment register or promotional register for the class;
  • A predetermined and scheduled program of development, training or experience has been established and approved for the candidate;
  • A compensation program has been developed that provides for progressively increasing salary levels payable upon completion of defined phases of training. The Intern's starting salary shall not be more than 95% of the minimum of the approved pay range for the class. The Intern's salary, after increases have been awarded, shall not exceed 95% of the mid-range of the approved pay range for the class; and
  • The employer can verify that one of the following factors exists:
    • The candidate lacks one or more of the minimum qualifications for the class;
    • Recruitment efforts have failed to attract qualified candidates;
    • Operating needs warrant ongoing training programs to supplement staffing recruitment efforts;
    • There is a recognized need for specialized training programs in technical or professional fields.

A department may chose to use the Intern program, if applicable, or hire from the register. If a department has attempted to fill a vacancy from the register and was unable to find a successful hire, a 30-day waiting period is required before re-access to the register. This 30- day period is not required should the department select to utilize the Intern program at that point. Additionally, no 30-day requirement is necessary should a department be unsuccessful in initially filling a vacancy with the Intern program and subsequently utilize the register.

How many Intern applicants can I interview?

A department may choose how many applicants they would like to interview. Human Resources will work with the department based on the pool of applicants available.

When hiring an Intern employee, how does the program work?

Each program is written and proposed to the State Universities Civil Service System based on the employee's specific training needs. Human Resources will work closely with the department to help facilitate necessary training and provide tools needed for the Intern employee. The overall goal of the program is the retention of the employee as a status employee.

Once an Intern has met the requirements based on work experience and/or training, the employee may then become a status employee. The employee must complete the 6 or 12 month probationary period required for the classification.