SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE
ADMINISTRATIVE PROFESSIONAL STAFF PROCEDURES MANUAL
TABLE OF CONTENTS
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These procedures and policies do not alter, abridge, or abrogate any rights or responsibilities created by virtue of any applicable law, statute, rule, regulation, collective bargaining agreement or policies of the Board of Trustees of Southern Illinois University and shall be interpreted consistently with the existence and exercise of such rights and responsibilities. Violations of University policies and procedures may result in disciplinary action up to and including termination.
Employees, supervisors and managers are expected to be familiar with these policies, procedures and information. University policies and procedures supersede departmental policy or procedure. Questions or concerns regarding the interpretation or application of these policies or procedures should be directed to the Office of Human Resources.
For additional information please visit that the Office of Human Resources website: http://www.siue.edu/humanresources/.
Faculty - An employee who holds academic rank of lecturer, instructor, assistant professor, associate professor, professor, or distinguished professor and who is exempt from the State Universities Civil Service System. Some exceptions exist within the administrative professional and professional staff. This definition applies to these policies only.
Employment decisions are made according to these principles. All employees are expected to know and understand their roles in achieving positive results. Employees are also expected to be aware of the University's commitment to equal opportunity and are expected to comply with these policies and procedures.
Responsibility for this area is assigned to the Office of Equal Opportunity, Access & Title IX Coordination. The Director for Equal Opportunity, Access & Title IX Coordination is charged with developing and maintaining the necessary programs, records and reports to comply with applicable state and federal statutes and regulations and with carrying out the goals and objectives of this Affirmative Action Plan.
Anyone seeking more information concerning SIUE's Affirmative Action Plan should contact the Director for Equal Opportunity, Access & Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL, 62026-1025, (618) 650-2333.
For additional information regarding SIUE's Affirmative Action Plan, please visit http://www.siue.edu/eoa/.
The business needs of the division, department, and University will continue to be the primary focus and must guide the various arrangements as well as the number of employees who will be eligible for participation in the alternative work program.
Decisions on proposals are determined on a case-by-case basis and are based upon appropriate supervisor and department head approval.
For additional information on alternative work schedules, please visit http://www.siue.edu/humanresources/policies-alternate-work-schedule.shtml.
At the end of five (5) years of continuous, full-time service, an administrative professional staff employee on a term appointment may be transferred to a continuing appointment after notice of such appointment is requested and approved by the respective Vice Chancellor and received by the Office of Human Resources. The criteria for change in status before five (5) years of service will be based on quality of service as determined by the performance appraisal process and the employee's contribution to the University.Term Employees who have completed five years of continuous full time service and are not converted to a continuing appointment shall be notified that the appointment will not be renewed beyond the sixth year of service as a term appointment except under the following circumstances:
For additional information regarding workplace drug testing, please visit http://www.siue.edu/humanresources/employment/workplace_drug_testing.shtml
To ensure confidentiality and protect the privacy of its employees, the Office of Human Resources will only release employment status and/or salary information to authorized individuals. To verify employment information with the University, the employee/former employee and/or requestor must provide the Office of Human Resources with the following:
Verification of employment status and salary information for graduate assistants is completed by the Graduate School.
Verification of employment status and salary information for student employees is completed by the Student Employment Office.
For additional information regarding SIUE's equal opportunity employment policy, please visit http://www.siue.edu/eoa/ or contact the Office of Equal Opportunity, Access & Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL, 62026-1025.
Requesting Social Security Numbers (SSNs)
Receiving Social Security Numbers (SSNs)
The Use or Disclosure of Social Security Numbers (SSNs)
Records Retention Schedule/Destruction of Social Security Numbers (SSNs)
SIUE Point of Contact Concerning the Identity-Protection Policy - Bill Misiak, Manager of Employee Relations, Office of Human Resources at 618 650-2159/ firstname.lastname@example.org
If this were your SSN, how would you want your personal information handled?
Please also refer to the Identity Protection FAQs.
Performance improvement plans do not apply to probationary employees. Employees who have received a performance improvement plan in the last 12 months are not eligible for consideration for another position without the approval of the Director of Human Resources.
In addition, applicants for Safety sensitive positions are subject to a pre-employment drug and alcohol test. Safety sensitive positions are positions that have responsibilities including but not limited to:
Applicants are required to fill out and sign a consent form authorizing the release of any information relative to the existence or nonexistence of any criminal record which might exist. This does not include a final judgment which has been sealed, impounded, or expunged. If any applicant refuses to sign the form, he/she will automatically be ineligible for consideration for that particular position.If an applicant has a conviction that meets or exceeds the pre-established threshold of concern, the Office of Human Resources will make all decisions regarding employment eligibility. The Office of Human Resources will determine an applicant's suitability for the position based on the following:
If a conviction for a violent crime such as assault with a deadly weapon, rape, sexual assault, murder, crimes committed against children, violence in the workplace, armed robbery, and/or other violent crimes is revealed, this will most likely make this applicant ineligible for consideration. Convictions such as these may be seen as posing an unnecessary and unacceptable risk to the safety of our campus community.
Depending on the circumstances, the Office of Human Resources reserves the right to ask the applicant to provide additional details regarding his/her conviction(s) and to consult with University Legal Counsel and the appropriate Dean.
When appropriate the Office of Human Resources may confer or seek counsel from other appropriate university personnel including University Legal Counsel. If the criminal record does not reflect convictions for those offenses that according to state or federal law preclude employment at SIUE, the Office of Human Resources will determine employment eligibility.
If the criminal record contains convictions for those offenses that according to the state or federal law preclude employment at SIUE, the applicant will be informed of the discovery and his/her rights of appeal will be explained to him/her. The applicant will be provided a copy of the reporting agency's record, a letter from the Office of Human Resources, and a copy of the Fair Credit and Reporting Act.
If it is discovered that the applicant falsified or omitted facts during the application process, or failed to truthfully answer questions on the waiver form, his/her candidacy will be terminated. The applicant will be informed of the discovery and his/her rights of appeal will be explained to him/her.
If the applicant is hired as an employee no record of the criminal background check will remain in his/her file unless state or federal licensing requires maintenance of such a record. If the applicant is denied employment then a copy of the background report will be maintained in the Offices of Human Resources for 36 months or until legal counsel determines a record is needed.
All criminal background results are considered part of the application process and these results are only released to the Director of Human Resources and/or a designee.
For additional information and guidelines for the Statement of Economic Interest, please visit http://ethics.siu.edu/.
If an employee will be late for work, the employee must contact the respective supervisor or designated contact prior to the start of the work shift, or as specified in collective bargaining agreement or work rules, and provide the anticipated time of arrival. Disciplinary action may be taken if an employee fails to adhere to the University's attendance requirements.
An employee's performance of assigned duties, activities and other related responsibilities for the University must be given priority over any concurrent employment outside the University.
Employees should not engage in business, accept employment outside the University or otherwise engage in any non-University activity when such business, employment or activity creates a conflict of interest or a conflict of commitment.
A conflict, as prohibited by this policy may occur as a result of either a conflict of interest or a conflict of commitment. A “conflict of interest” generally encompasses any situation wherein an individual employee influences University business, teaching, research or other decisions in ways that leads or could lead to any form of personal financial gain for their individual or his/her family or that gives or appears to give improper advantage to others to the detriment of the University. A “conflict of commitment” encompasses any situation wherein non-University activities undertaken by individual employees are sufficiently demanding of the individual’s time and attention as to interfere with assigned duties or with his/her responsibilities to students or to the University. It is the responsibility of employees to manage external activities so that they do not interfere with University obligations.
All University employees must follow the disclosure requirements and rules for externally sponsored projects. Additional information and guidance on conflict of interest can be found at, http://www.siue.edu/policies/1q9.shtml.
University employees are permitted to accept employment outside the University provided that such employment does not interfere with an employee's assigned duties. Before engaging in any activity that may reasonably appear to directly affect the employee’s University responsibilities, Administrative staff are required to complete and submit Disclosure Report of Proposed Non-University Activities and Financial Interests seeking approval for such activity from their respective dean or director. The dean or director is encouraged to seek guidance and information from the SIU Ethics Officer or Director, Office of Human Resources, regarding a potential conflict of interest or conflict of commitment and should approve or disapprove outside employment within fourteen calendar days of the request.
Employees may accept outside employment pending approval or appeal of a denial as long as the employee acknowledges that he/she will immediately cease the outside employment if disapproved or if the appeal process is exhausted.
Dean or director disapproval of any proposed non-University activity may be appealed in writing by the employee to the respective vice chancellor. The appeal must contain the employee’s detailed rationale for seeking approval. Disapproval of the proposed non-University activity by the respective vice chancellor may be appealed by the employee, in writing, the Chancellor who will be responsible for the final institutional decision.
Conflict of Interest
The following are examples of conflicts of interest requiring disclosure. These examples are illustrations only and are not meant to be exhaustive:
The following are examples of activities that are not normally considered conflicts of interest. They are exempt from disclosure, unless they are so extensive in time and effort that they constitute a potential conflict of commitment. Though these activities do not require disclosure under this Policy, the State Officials and Employees Ethics Act restricts the acceptance of honoraria from prohibited sources:
Conflict of Commitment
The following are examples of conflict of commitment requiring disclosure. These examples are illustrations only and are not meant to be exhaustive:
Employees assigned to units reporting directly to the Chancellor must obtain the approval of the Chancellor.
In addition, employees are not permitted to use University facilities, personnel, resources, funds, or equipment not available to the general public in furtherance of their outside employment unless authorized by the appropriate Vice Chancellor and provided that such use is permitted by the State Officials and Employees Ethics Act.
The following resources and agencies were utilized in the development of this policy: Eastern Illinois University, Internal Audit Policies and Procedures #22, Supplementary Personal Services; Southern Illinois University Carbondale policy, Conflict of Interest: Non-University Activities and Financial Interests; University of Illinois, Policy 16.01, Conflict of Interest; University of Illinois Policy on Conflicts of Commitment and Interest; Indiana University Conflicts of Interests Policy; University of Vermont, Policy V.1.2.1, Conflict of Interest and Conflict of Commitment; Seton Hall University, Conflict of Interest and Commitment Policy
For additional information regarding government research, please visit http://www.siue.edu/policies/1q5.shtml.
For additional information regarding SIUE's Drug and Alcohol policy, please visit the following pages:
Employees may obtain information and referral services regarding drug and alcohol abuse from the Employee Assistance Program at http://www.siue.edu/humanresources/benefits/employee_assistance.shtml.
Restrictions on accepting gifts or Gift Ban
Political activities during work
Lobbyist activity and service on boards and commissions
Employment by outside vendors of ex-State employees who were formally involved in procurement decisions
Protection for "whistle blowers"
Communication on procurement activities
The law requires that each employee complete, at least annually, ethics training conducted by the University.
For a description of the Act's requirements or for additional information, please visit http://www.siue.edu/humanresources/ethics.shtml. Employees seeking further information may contact the SIUE Ethics Officer at (618) 650-2190.
The following process will be followed:
Employees shall not be discriminated or retaliated against for exercising their rights under this grievance/problem resolution policy.Any situation, question, rule, point, issue, or matter not directly provided for in this grievance procedure but which arises under this procedure will be resolved by the Hearing Panel in consultation with the Director, Office of Human Resources. The Director, Office of Human Resources may consult with the University's Office of the General Counsel and/or the respective Vice Chancellor.
Since safe transportation to and from the campus depends on many factors, such as distance, specific road conditions in home areas, etc., individuals are urged to exercise discretion and sound judgment with regard to travel.
When extreme conditions are judged to exist, all or parts of the campuses of the University may be closed for a specified period of time. Announcements regarding the closure or delayed opening of all or parts of the University will be made on local radio and television stations. Employees may also receive text messages, or may check the SIUE website or work voice mail for information relevant to a University closure. Every attempt will be made to make a decision by 5:00 a.m. regarding closure.
An employee and/or the employee's designated union representative, if authorized in writing by the employee, shall have the right to inspect the employee's official personnel file. Reasonable requests for copying materials in the official personnel file will be honored. The University complies with the Personnel Record Review Act, as amended.
Employees who have received a written warning in the last 3 months are not eligible to be considered for a job change including a promotion. Employees who have been suspended in the last 12 months are not eligible to be considered for a job change or promotion without the approval of the Director of Human Resources.
Employees have the right to appeal discipline decisions. For information on the appeal process, employees should contact the Office of Human Resources.
For additional information concerning SIUE's sexual harassment policy, please visit http://www.siue.edu/eoa/ or contact the Office of Equal Opportunity, Access & Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL 62026-1025.
For additional information regarding solicitation and distribution, please visit http://bot.siu.edu/leg/policies.html.
Personal calls shall be limited in time and number and shall not interfere with work. Personal calls whether on a University provided phone or personal cell phone (including incoming calls) should be limited to a few minutes in any one day. An Employee may be responsible for the costs of longer calls of a personal nature and all personal calls outside the local commuting area. Fiscal officers are responsible for reviewing monthly phone bills to enforce this policy. Employees using a University phone to place calls outside the University should be aware that all calls are tracked by the employee's access code. Employees are encouraged to safeguard their access codes to avoid misuse.
A network of emergency phones is in operation across campus. A campus map, web accessible at http://www.siue.edu/parking/pdf/Emergency_Phone_Map__1-10-08_.pdf, provides an illustration of the location of all exterior emergency phones.
For additional information regarding the use of University phone services please visit http://www.siue.edu/its/network/.
For additional information on the Weapons Policy, please visit the SIUE workplace violence policies and procedures website at http://www.siue.edu/policies/2c6.shtml.
The University Policy on Pets and Animals Pets in University Buildings Policy is available at http://www.siue.edu/policies/6f1.shtml.
The above forms are to be completed and submitted to SIUE, Office of Human Resources - Benefits Services, Campus Box 1040, Edwardsville, IL 62026. Employees should request that all medical providers send bills directly to this address. Failure to comply with these procedures may result in a denial of a work-related claim.
Employees receiving workers compensation benefits for a work-related injury or illness at the University may not work elsewhere except when outside employment has been approved by the Director, Office of Human Resources. Requests for approval for outside employment need to be submitted in writing to the Director, Office of Human Resources.
For additional information on workers' compensation, please visit http://www.siue.edu/humanresources/benefits/workers_comp.shtml.
For additional information regarding workplace safety, regulatory standards and procedures, please visit http://www.siue.edu/emergencymanagement.
For additional information on workplace violence, please visit http://www.siue.edu/policies/2c6.shtml.
Employees supported by external funding such as federal or state grants will be compensated in accordance with the funding levels set by said grants.
Compensation for employees covered under a collective bargaining agreement will be determined through the collective bargaining process and will be based on the classification of each employee.
The appropriate salary grade for non-represented staff positions will be determined by the Position Management Committee (PMC) working with a completed Position Description Questionnaire. The Committee is composed of representatives from each Vice Chancellor's area. A Position Description Questionnaire (PDQ) will be used by the PMC to determine the appropriate salary grade for each position. Salary grades for non-represented staff positions shall be established in accordance with job requirements and will be based on compensable factors.
Any position that is not ranked by the Position Management Committee for compensation purposes must be approved by Chancellor's Council.
Increases for outstanding performance are recommended by the respective dean or director and must be approved by the respective Vice Chancellor and Chancellor.
Unused compensatory time is nontransferable. When an employee is transferring from one department to another and has a balance of unused compensatory time, the employee is required to use all compensatory time before the effective date of transfer. When this is not possible, the transferring employee shall receive payment in full for the accrued compensatory time from the employee's former department. This requirement will also be enforced should the employee's position be reclassified from non-exempt to exempt status. Such payout shall occur with the final paycheck from the department in which the compensatory time was earned or the final check associated with the non-exempt position. Such payout will be based on the rate of pay for the position from which the employee is transferring, not the rate of the new position.
When an employee is terminating employment, the employee is required to take all compensatory time before termination unless approved by the respective Vice Chancellor.
For additional information on direct deposit, please visit http://www.siue.edu/humanresources/faq.shtml#payroll.
Non-exempt Status - Employees whose positions do not meet specific tests established by the Fair Labor Standards Act and who are entitled to receive overtime compensation and/or compensatory time off.
The basic office hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday, with one hour off for lunch. However, exceptions to this general rule may be approved to meet the specialized needs of departments. Employees will have a basic work week of thirty-seven and one-half (37½) hours, except as stipulated by agreement, or in local prevailing practice.
The terms "exempt" and "non-exempt" refer to the provision for payment of overtime compensation to employees for certain hours of overtime work. Exempt employees are excluded from this provision. Non-exempt employees must be paid for those hours.
Maximum hours of work, overtime compensation and compensatory time off will be calculated in compliance with the Fair Labor Standards Act (FLSA) as amended. Employees in non-exempt positions, not tied to a negotiated or prevailing rate, will be compensated for overtime at the rate of time and one-half for hours in a pay status in excess of thirty-seven and one-half (37½) hours per week. By agreement or understanding with their supervisors prior to the performance of the overtime work, these employees may receive compensatory time off at the rate of time and one-half for overtime hours worked in lieu of payment. Employees in exempt positions may receive compensation or compensatory time off only for emergency or excessive overtime when approved by the Chancellor or designee.
For a schedule of current year pay dates, please visit http://www.siue.edu/humanresources/payroll.
Every report will be fully investigated and corrective action will be taken. The University will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the University’s investigation of such reports.
For additional information on salary deferral, please visit http://www.siue.edu/humanresources/payroll/.
If an order of withholding is issued by a court of law, the employee will receive a notice from the agency or court that wages will soon be garnished. When Payroll receives such an order, it will contact the employee and inform him/her of the upcoming deduction. The employee will see the deduction amount withheld on his/her pay stub. If an employee has a concern with a withholding, he/she should discuss the issue with the agency or the court. Payroll may not stop an order and must comply with the law by withholding the required amount.Garnishments that may appear as payroll deductions may include but are not limited to:
In some cases employees may agree to a voluntary payroll withholding to satisfy a debt owed to the Internal Revenue Service or for state or federal taxes. Employees will need to provide information and authorize Payroll to establish a voluntary payroll withholding when this is necessary. Only federal and state taxes and state agencies are accepted by the University for Voluntary Payroll Withholdings. SIUE is unable to honor any employee requests for voluntary wage assignments for other purposes.
The State Collection Act of 1986 requires State of Illinois agencies to submit names of debtors to the Comptroller's Offset System when a debt becomes past due. Once a name is received, the Illinois Comptroller Offset System adds that name to an Offset list and directs a state employer to withhold certain amounts in order to satisfy an outstanding debt to the affected State of Illinois agency. If an employee owes an unpaid or past due debt to any state agency, he/she may appear on the Comptroller's Offset System list. Wages may be garnished to recover funds owed to the state agency. In the event of such an occurrence, the employee will receive a notice from the agency that the debt was turned over to the Offset System. When Payroll is notified that an existing employee is on the Offset list, it will contact the employee and inform him/her of the upcoming deduction. The employee will see the deduction amount withheld on his/her pay stub.
Under Illinois law, SIUE is a state agency employer and is thereby required to comply with the Offset System by deducting a set amount from all payrolls and all affected employees, student workers, and graduate assistants in order to repay the State of Illinois. The amount withheld is remitted to the Illinois Bureau which applies the payment to the debt. If an employee believes this offset is in error, he/she should contact the Illinois Comptroller's Office. Please be advised that the University has no authority to remove an employee's name from the offset list, nor may the University contact the Comptroller on behalf of an employee to discuss the debt. There may be other repayment options available to an employee through the state agency to which the debt is owed. Such information can be provided by the Illinois Comptroller's office.
In accordance with the Child Bereavement Leave Act, as amended, employees who suffer the loss of a child are eligible for up to ten (10) days of bereavement leave within 60 days after notice of the death of a child. Employees who suffer the loss of two or more children in a twelve (12) month period are entitled to up to six (6) weeks of bereavement leave during this twelve month. Bereavement leave can be taken to attend the funeral or alternative to a funeral of a child, to make arrangements as necessitated by the deal of the child or to grieve the death of a child. This period of bereavement leave is inclusive of Temporary Leave With Pay allowed for funeral leave.
Child Bereavement Leave may be paid or unpaid depending on the employee’s available sick, vacation and Temporary Leave With Pay balances.
Leave beyond specified amounts based on an employee's classification may be approved under special circumstances but shall be charged against accrued sick leave or vacation, as appropriate, by the immediate supervisor. In the event the employee is without sufficient accrued leave time, a leave of absence without pay may be granted.
Acknowledgements: The following resources and agencies were utilized in the development of this policy: Western Illinois University, Blood and Organ Donor Leave Policy; University of Illinois-Champaign, Blood or Blood Platelet Donor Leave Policy
Acknowledgements: The following resources and agencies were utilized in the development of this policy: Western Illinois University, Blood and Organ Donor Leave Policy; University of Illinois-Champaign, Organ or Bone Marrow Donor Leave Policy
To add a spouse, same sex domestic partner or civil union partner to insurance coverage, a copy of the marriage certificate must be provided to the Office of Human Resources and the employee must complete a change in insurance form. If adding children/step-children, additional insurance forms must be completed and a copy of the child's/children's birth certificate(s) is/are required. The Benefits Department can assist an employee upon request.
Employees who have spouses, same sex domestic partners, or civil union partners and dependents covered under a University benefits plan, including tuition waivers, must notify the Benefits Department in the Office of Human Resources at the time of dissolution of the marital relationship, same sex domestic partnership or civil union partnership.
A divorce decree is required in order to remove a former spouse from a benefits plan. A former spouse should be removed from the benefits plan(s) as soon as possible to ensure refund of premiums. Failure to do so may be considered insurance fraud.
Additional information and FAQs regarding benefit coverage for these individuals can be found at http://www.siue.edu/humanresources/benefits/civil_union.shtml.
A former employee or Qualified Beneficiary must notify a Benefits Counselor within 60 days of the date of the event or the date on which coverage would end, whichever is earlier. If COBRA continuation of coverage is elected, coverage is reinstated retroactive to 12:01 a.m., the date following termination of coverage. Failure to notify within 60 days will result in disqualification of COBRA continuation coverage.Covered employees and their dependents must be enrolled in the group health plan the day before the qualifying event occurs. The following individuals may be eligible:
Employees are responsible for the premiums if coverage is continued. For University employees, COBRA applies to the State health, dental, and vision coverage. Continuation for COBRA qualified dependents shall be identical to the employee's coverage at the time coverage was lost. Covered dependents retain COBRA eligibility rights even if the employee chooses not to enroll in COBRA. Employees who have opted out of health, dental and vision insurance coverage and their dependents are not eligible to participate in COBRA.
For additional information regarding COBRA benefits, please visit http://www.siue.edu/humanresources/benefits/cobra.shtml.
Employees may choose coverage for themselves only or may also include eligible dependents. Employees have the option to participate in the Quality Care Dental Plan (QCDP) or they may elect not to participate. If an employee chooses not to participate, any enrolled dependents will also not have dental coverage.
For additional information regarding dental plan benefits, contacts, and/or claim information, please visit http://www.siue.edu/humanresources/benefits/overview-eligibility.shtml.
If an employee would like to add coverage for a same-sex partner after June 1, 2011, they must apply under the Civil Union category. Additional information can be found at http://www.siue.edu/humanresources/benefits/civil_union.shtml .
Employees will be directed to counseling services outside the University to assist them with anger management, anxiety, conflict at work or home, domestic violence, elder-care issues, family/parenting issues, feelings of worry or the blues, financial concerns, grief/loss, pre- and post-natal concerns, problems with alcohol or drugs or stress. All calls and counseling sessions are confidential, except as required by law. No information will be disclosed unless written consent is given by the employee.
For additional information on the Employee Assistance Program, please visit http://www.siue.edu/humanresources/benefits/employee_assistance.shtml.
Eligible employees may take up to 26 weeks of unpaid leave during one 12-month period for the employee to care for a spouse, child, or parent who is a service member undergoing medical treatment, recuperation or therapy, is on out-patient status or is on the temporarily disabled, retired list for a serious injury or illness. In addition, eligible employees may take up to 12 weeks of unpaid leave during any 12-month period for "any qualifying exigency" when the employee's spouse, civil union partner, child or parent is on active duty or is notified of an impending call or order to active duty in the Armed Forces (including the Reserves and National Guard in support of a "contingency operation").
Family and medical leave may be paid or unpaid according to existing paid leave provisions and the employee's available paid leave balances. If the purpose of the leave is to care for a sick family member or one's own serious health condition, the employee may take the leave intermittently. An employee's paid and unpaid leaves will run concurrently with any sick leave and are subject to all applicable rules and regulations of the employee's department and the University.
To apply for leave, an employee should contact the Benefits Department to request forms and inquire about any additional information and documentation requirements. The employee may be required to provide advance leave notice and medical certification. Leave may be denied if requirements are not met.
For additional information regarding the Family Medical Leave Act, please visit http://www.siue.edu/humanresources/benefits/leaves/fmla/index.shtml.
For additional information regarding flexible spending accounts, please visit http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/FlexibleSpendingAccounts.aspx.
There are two types of health care plans available: an indemnity plan called the Quality Care Health Plan (QCHP), and two managed care plans consisting of a Health Management Organization Plan (HMO), and an Open Access Plan (OAP). Plans vary in rates, provisions, and levels of coverage. If a plan selection is not made within the first 10 days of employment, employees are automatically defaulted into the QCHP.
For additional information regarding health plan costs, benefits, contacts, and/or claim information, please visit http://www.siue.edu/humanresources/benefits/health_dental_vision.shtml.
In order for employees to be eligible for benefits, the employee must work or must be in a continuing pay status the scheduled work day preceding and following the holiday, unless absence on either or both of these work days is approved by the departmental fiscal officer and the Director of Human Resources. Continuing pay status is defined as a continuing period of time between the last scheduled work day and the next scheduled work day unbroken by any absence without pay.
In the event that work is required on a University holiday listed above by non-exempt employees, compensation will be at time and one-half (1½) the regular rate of pay. Negotiated employees will be compensated in accordance with the terms of the applicable collective bargaining agreement. Prevailing rate employees will be compensated in accordance with the prevailing practice in the area which will ordinarily be established by a multi-employer area collective bargaining agreement.
Extra help and temporary employees are not eligible for holiday pay.
In the event that work is required on a University holiday listed above by exempt employees, the employee will receive an alternative day off to be taken upon a mutually- agreed time between the supervisor and employee. Alternative time earned for this purpose should be used within the current fiscal year. Any exception to this must be approved by the Director of Human Resources.
When a holiday falls on a Saturday, the day preceding it will be recognized as a holiday. When a holiday falls on a Sunday, the day following the holiday will be recognized as a holiday.
Employees who normally work other than a Monday-through-Friday schedule, and who are not scheduled to work on a recognized holiday, will receive, with Vice Chancellor approval, based upon operational needs, either (1) the scheduled day off nearest the recognized holiday, or (2) an additional day's pay at the regular rate.
Full time employees who work a regular schedule beyond 7.5 hours per day, who are regularly scheduled to work on the day of the week that a recognized holiday occurs, will not be scheduled to work on the holiday and will receive 7.5 hours of holiday pay. The employee will be allowed to either work additional hours during the work week of the recognized holiday or, at the request of the employee, use available vacation to make up the difference between their holiday pay and regularly scheduled hours.
Part-Time employees who work a regular schedule up to 7.5 hours per day will receive pro-rated holiday pay based on their appointment percentage.
Part time employees who work a regular schedule beyond 7.5 hours per day, who are regularly scheduled to work on the day of the week that a recognized holiday occurs, will not be scheduled to work on the holiday and will receive pro-rated holiday pay based on their appointment percentage. The employee will be allowed to either work additional hours during the work week of the recognized holiday or, at the request of the employee, use available vacation to make up the difference between their holiday pay and regularly scheduled hours.
Any other holiday or emergency time off shall be subject to the discretion and approval of the Chancellor.
For a list of the current paid holidays, please visit http://www.siue.edu/misc/holiday-admin-closure-sked.shtml.
No reduction in the amount of the employee's regular pay shall be made for an employee who has been granted a leave of absence for jury duty or witness service. In granting a leave of absence for jury duty, consideration will be given to the hours which the employee may be required to return to work for a portion of the employee's work shift when the employee is not required in any jury attendance. Employees shall present a copy of the appropriate notice to appear to their immediate supervisor at least three (3) working days prior to the date the employee is to be absent from work. Upon returning to work, employees shall present appropriate documentation to confirm the jury duty or witness appearance.
Benefits-eligible employees may also choose to apply for and purchase optional life insurance for themselves and/or their eligible dependents. Spouse term life and/or child term life insurance coverage is also available.
A supplemental life insurance plan may be purchased for employees. Employees may also apply for spouse and child life insurance. This life insurance is portable so employees have the option of keeping the coverage to age 70 and can convert the policy to a whole life insurance plan.
Accidental death and dismemberment (AD&D) insurance is available to both employees eligible for benefits and their eligible dependents.
For additional information regarding life insurance enrollment and benefits, contacts, and/or claims, please visit http://www.siue.edu/humanresources/benefits/life_insurance.shtml.
LTD benefits become payable after employees have been continuously disabled through the elimination period, which is the greater of 90 days or the expiration of sick leave following accidental injury, sickness or pregnancy. Benefits under the plan are coordinated with any SURS disability payments.
For additional information on Long Term Disability Insurance, please visit http://www.siue.edu/humanresources/benefits/long_term_dis.shtml.
Unpaid medical leave may begin only after all accumulated sick leave has been used for injury or illness other than a work related injury or illness. Paid and unpaid leaves will run concurrently with any FMLA leave and are subject to all applicable rules and regulations of an employee's department and the University.
For additional information regarding medical leave of absence, please visit http://www.siue.edu/humanresources/benefits/leaves/fmla/index.shtml.
During such leaves, an employee's seniority and other benefits shall continue to accrue.
During leaves for annual training, an employee shall continue to receive his or her regular compensation. During leaves for basic training and up to 60 calendar days of special or advanced training, if such employee's compensation for military activities is less than his or her compensation as an employee, he or she shall receive his or her regular compensation as an employee minus the amount of his or her base pay for military activities. The deduction of military pay from the salary of an employee will be reflected in the first payroll prepared after verification of the amount of the employee's military pay.
An employee serving as a member of the National Guard (or other State military component) who is called to temporary active duty in case of civil disturbance or natural disaster declared to be an emergency by the Governor may receive a combined wage from the University and the military equal to but not exceeding the employee's straight time daily rate for work days absent. If the daily rate received for temporary active duty exceeds the daily rate of the employee from the University, an employee may elect to accept the higher rate in which case the employee shall receive no compensation from the University. The amount of compensation received for temporary active duty shall be reported to the University within thirty days after release from temporary active duty. Appropriate adjustment to offset the amount received shall be made on the next regular payroll or as soon as practical thereafter. Time used for temporary active duty shall not be deducted from the time allowed for regular military training periods in accordance with this section.
Employees are entitled to the right of continued employment or reinstatement after performing military service as provided under federal and state law.
For additional information regarding military leave, please contact Benefits at (618) 650-2190.
Application for professional development leave shall be submitted to the immediate supervisor of the employee, the dean (if appropriate), and the appropriate vice chancellor, or the chancellor for those employees not reporting to a vice chancellor. A written report summarizing what was accomplished during the leave shall be submitted to the appropriate vice chancellor or the chancellor, as applicable, within six months following the completion of a professional development leave.
A recipient of a professional development leave shall be permitted to receive additional financial assistance from sources other than the University, provided that specific arrangements concerning such assistance have received administrative approval by the chancellor prior to the granting of the leave.
An employee on a fiscal year appointment and approved for professional development leave will be paid the rate of compensation equal to the regular monthly rate of the employee at the time of the leave. The employee is not eligible to accrue vacation during the period of the leave. The individual is expected to take vacation during the leave in accordance with University vacation policy for fiscal-year employees.
A staff member who fails to return following the leave or who fails to serve the full period as described above must reimburse the University for a percentage of salary equivalent to the percentage of time remaining in the obligated period of service.
New employees have the choice between three different retirement plans: Traditional, Portable, and Self-Managed. Employees receive information directly from SURS about the three options and have six months from their first day of employment to choose one of the three plans. Employees are initially enrolled in the Traditional Benefit Package and if an election is not submitted within six months, participation in the Traditional Benefit Package will continue. Choosing a plan is an irrevocable, one-time decision that cannot be changed at a later date.
Employees seeking to increase retirement funds may also participate in a 457 plan or the 403b plan. Please see those sections for additional information.
For additional information regarding retirement, please visit http://www.surs.org or http://www.siue.edu/humanresources/benefits/index.shtml.
For additional information regarding supplemental retirement plans, please visit http://www.siue.edu/humanresources/benefits/retirement/403b.shtml.
The Deferred Compensation Plan is a voluntary plan operated by the State of Illinois and is designed to have tax-favored status under IRS Code Section 457. Employees may choose to make pre-tax contributions through payroll deduction. Employees may select from a list of approved vendors and direct their contribution investments. Investment earnings accumulate on a tax-deferred basis until retirement. There is no employer or state matching with the Plan.
For additional information regarding deferred compensation, please visit http://www.state.il.us/cms/2_servicese_ben/defcomp.htm.
Employees may participate in both the Supplemental Retirement Plan and the State of Illinois Deferred Compensation Plan.
The following sick leave policies are applicable to all employees regardless of their classification:
In accordance with Illinois Public Act 83-976, employees who terminate for any reason and have a sick leave balance accrued and unused from January 1, 1984 through December 31, 1997 shall be paid for one-half of the balance. In the event of death, such payment will be payable to the estate of the deceased employee.
For additional information regarding sick leave for Professional Administrative staff, please visit http://www.siue.edu/humanresources/benefits/leaves/sick-leave.shtml.
In accordance with the definitions appearing below, employees may be granted a leave of absence for a period not exceeding two weeks. Approval must be obtained from the Office of Human Resources. Additional documentation supporting the need of leave will be required for approval. If applicable, employees may be required to take leave under the Family Medical Leave Act.
The following definitions shall apply to requests for temporary leave with pay:
If an employee's initial date of employment is on or before the first day of classes for the given academic term, tuition will be waived by the University for employees who meet the academic requirements of the University and enroll in courses, provided the employees maintain "Good Standing" in the University. Employees may not receive a waiver of tuition for medical, dental, law, aviation, pharmacy or other special tuition programs. Employees must be employed for the complete duration of the semester session to be eligible for the tuition waiver.
Dependents of terminated employees receiving tuition waivers may retain the tuition waiver through the end of the semester session but will not receive any further benefit. Certain student fees may be waived. Employees with classifications represented by bargaining units may have restrictions, limitations, or additional requirements for this benefit and should refer to the appropriate union contract. Non-represented civil service employees, faculty and professional/administrative staff employees should refer to the procedures addendum specific to their classification.
For additional information and to review tuition waiver polices for employees, dependents, retirees, and others, please visit http://www.siue.edu/humanresources/benefits/tuition_waiver.shtml.
To obtain the waiver, applicants must submit the appropriate form to the Office of Human Resources for approval and processing. Forms may be downloaded at http://www.siue.edu/humanresources/forms/ under "Tuition Waivers."
Please note the University reserves the right to deny any tuition waiver not submitted in a timely manner.
A listing of institutions with reciprocal course tuition waivers is available in the Office of Human Resources.
The following vacation polices are applicable to all employees regardless of their classification:
For additional information regarding vacation for Professional Administrative staff, please visit http://www.siue.edu/humanresources/benefits/leaves/index.shtml.
Seek medical attention for, or recovery from, physical or psychological injuries caused by domestic or sexual violence to the employee or employee’s family or household member;
Obtain victim services for the employee or employee’s family or household member;
Obtain psychological or other counseling for the employee or the employee’s family or household member;
Participate in safety planning, including temporary or permanent relocation or other actions to increase the safety of the victim from future domestic or sexual violence; or
Seek legal assistance to ensure the health and safety of the victim, including participating in court proceedings related to the violence.
There is no length of service requirement for an employee to take VESSA leave. VESSA leave may be taken intermittently or on a reduced work schedule. The employee must provide at least 48 hours’ advance notice of the need to take leave unless it is not practicable to provide such notice. This leave is granted in accordance with State Law and University procedures. Employees need to submit documentation that VESSA leave is to be taken for one of the purposes listed above and that the employee or employee’s family or household member is a victim of domestic or sexual violence. Documentation includes a sworn statement by the employee and one of the following:
Documentation from a victim services organization, attorney, member of the clergy or medical or other professional from whom the employee or the employee’s family or household member has sought assistance; or
A police or court record: or
Other corroborating evidence.
An employee who has been absent for VESSA leave will be restored to the position held by the employee when the leave commenced, or to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. If the University would not otherwise have employed the employee at the time reinstatement is requested, the University may deny restoration to employment (for example, if the employee would have been laid off at the time of return due to an academic break). Benefits coverage will continue while an employee is on a paid VESSA leave. Employees on paid leave will continue to have the employee-paid portion of their insurance contributions deducted from their paycheck. Employees on unpaid leave will need to pay the employee- paid potion of state and optional insurance benefits directly to the insurance vendor. If employees do not make the required payments, coverage will be terminated by the insurance provider. Employees should contact SURS directly in order to determine the effect of VESSA leave on State Universities Retirement System (SURS) service time. If an employee or a dependent is utilizing an approved Tuition Waiver, the waiver will continue while on approved leave. For additional information regarding VESSA leave, including application forms and documentation requirements, please contact the Benefits Department or visit http://www.siue.edu/humanresources/forms/index.shtml.
For additional information regarding the vision plan, please visit http://www.siue.edu/humanresources/benefits/overview-eligibility.shtml.
Acknowledgements: The University acknowledges and credits the following universities in the development of this document: Owens Community College, St. Francis Xavier University, Southern Illinois University Carbondale, SUNY College of Environmental Science and Forestry, University of Illinois Urbana-Champaign, The University of West Florida