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Policies for Administrative Professional Staff Employees


SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE
ADMINISTRATIVE PROFESSIONAL STAFF PROCEDURES MANUAL
TABLE OF CONTENTS

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INTRODUCTION
The Southern Illinois University Edwardsville Employee Procedures Manual is a collection of various policies, procedures, and information pertinent to all employees of the University at large and not limited to a particular administrative unit within the University.

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.


OFFICE OF HUMAN RESOURCES
The Director of Human Resources is responsible for the implementation of an effective program of human resources administration for all employees, including but not necessarily limited to the following:
  1. Implementation of the total personnel program for employees within the provisions of statutes (state and federal) as may be applicable.
  2. Recruitment and employment of qualified personnel.
  3. Classification of positions.
  4. Creation and maintenance of a sound program of internal employee and labor relations.
  5. Maintenance and security of all personnel records.
  6. Administration of the University benefit program.
  7. Administration of a wage and salary program.

For additional information please visit that the Office of Human Resources website: http://www.siue.edu/humanresources/.


CHAPTER 1 EMPLOYMENT STATUS

1.1 Definitions of Employment
Approved May 12, 2011
Administrative/Professional Staff - An administrative/professional staff employee occupies a position exempted from the State Universities Civil Service System as principal administrative appointments as further defined in Section 110 ILCS 70, as amended and are not represented by a labor organization under a collective bargaining agreement. This employee occupies a position which is managerial, supervisory, and/or confidential but does not hold faculty rank, other than adjunct. The term "employee" as used hereinafter shall be understood to mean "administrative professional staff employee."
  1. Term Appointments - Term appointments are for a specified period of time and expire at the end of the term stated in the notice of appointment; no separate notice of non-reappointment need be given for such appointments. Term appointments may be given to Administrative/Professional Staff employees.
  2. Continuing Appointments - A continuing appointment is a full-time appointment made for an indefinite period of time where the work is ongoing. Continuing appointments may only be given to Administrative/Professional Staff employees.

Professional Staff - An employee who occupies a position exempted from the State Universities Civil Service System as principal administrative appointments as further defined in Section 110 ILCS 70, as amended.
  1. Regular Appointment - An employee who occupies a position exempted from the State Universities Civil Service System as a principal administrative appointment
  2. Durational Appointment - As defined by the Professional Staff Collective Bargaining Agreement, a professional staff appointment is used for the replacement of a regular appointee on leave or for a specific project of a limited duration.

Civil Service - All staff positions are categorized as civil service unless a position meets the State Universities Civil Service System's requirements for principal administrative appointments. A position designated as Civil Service Open Range is a position that is not covered by a collective bargaining agreement.
  1. Non status Appointment - A civil service appointment made in accordance with the State Universities Statutes and Rules. Examples of these appointments may include: temporary appointments, provisional/apprentice appointments, trainee appointments, learner appointments, and extra help appointments as further defined by IL Rev. Stat. Section 250.70 Non status Appointments, as amended.

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.


CHAPTER 2 EMPLOYMENT POLICIES

2.1 Affirmative Action
Approved February 1982
The University is committed to equal opportunity and affirmative action in all aspects of employment practices. All personnel policies, practices and procedures are administered without regard to an individual's age, color, disability, gender, marital status, national origin, race, religion, sex, sexual orientation or veteran status. The Affirmative Action Plan describes policies and procedures established by SIUE to fulfill these obligations.

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/.


2.2 Alternative Work Schedules
Approved March 17, 2010
Alternative work schedules are mutually agreeable work hours that differ from the standard practice. They are options that enable employees to continue to meet the business needs of departments while allowing the opportunity to complete work within an alternative timeframe.

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.

  1. As an example a standard proposal form, available at http://www.siue.edu/humanresources/forms/pdf/Alt_Work_Schedule_Proposal.dot is included in this policy. It may be used, or departments/employees may create and submit their own proposal. The following elements should be included in proposals:
    • Explain the business rationale or benefit associated with the proposal.
    • Describe how the job will be completed.
    • Explain how regular communication with co-workers, customers, and the manager will be handled.
    • Agree to be flexible and willing to make necessary changes to ensure the success of the schedule.
    • Consider alternative proposals and explain how customer needs arising during the employee's absence will be handled (backup, cell phone availability).

2.3 Appointment Types and Conditions
Approved February 1982
Approved March 23, 1999
Approved and Revised November 10, 2010
Term Appointments - Term appointments are for a specified period of time and automatically expire at the end of the term stated in the notice of appointment. No separate notice of non-reappointment is required to end the employment. Employees on term appointments may be removed prior to the expiration of the term appointment for just cause and/or by appropriate notice as reorganization or retrenchment may require. Change in appointment may only occur after the completion of one year of continuous service on a full-time term contract. This request is subject to the approval of the respective Vice Chancellor and the Director of Human Resources.

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:
  1. Time served in an appointment that is primarily funded by a grants or external contract shall not count towards the status of a continuing appointment.
  2. Payment from short term, intermittent fund sources will not impact the time counted towards the change in status. Short term, intermittent time will be defined as a period of less than six months
  3. In unique circumstances where approved by the appropriate Vice Chancellor and the Director, Office of Human Resources

Continuing Appointments - Continuing appointments are automatically renewed each year unless the appointee is given notice of non-renewal as specified in Chapter 2 of these Policies. Employees may be hired under a continuing appointment upon written approval of the respective Vice Chancellor.
  1. Requests for continuing appointments must be submitted along with the request to fill an open position.
  2. Employees on a term appointment may only be transferred to a continuing appointment upon recommendation by a supervisor and approval by the respective Vice Chancellor.
  3. All continuing appointments are subject to ratification by the Board of Trustees in accordance with the Board's policy on personnel approval.

2.4 Drug Testing
Approved June 30, 2004
Approved and Revised November 10, 2010
Approved and Revised May 2, 2012
The safety and security of personnel, students, visitors and property of the State of Illinois is of vital importance to the University. The purpose of the SIUE Workplace Drug Testing Policy creates and maintains a drug and alcohol-free work environment by identifying existing employees and potential employees who use or abuse illicit drugs and/or abuse prescribed medications. A safe environment is attained by employee screening, employee education and training, surveillance of the work area and the effective management of situations involving drugs and alcohol involving individuals who fall under the purview of University authority. It is the intent of the University through its policy, procedures, and practices to reduce the potential for:
  1. The manufacture, possession, use, sale, distribution, dispensation, receipt, or transportation of illegal substances while on SIUE property or while otherwise engaged in University business.
  2. The theft, unauthorized use, or intentional mishandling, or misuse of any medication and/or substance that is present at SIUE for the purpose of treating patients.
  3. The consumption or abuse of alcoholic beverages, except the limited consumption of alcoholic beverages at University-sponsored events or groups approved by the University.
  4. Being under the influence of substances while on SIUE property or while otherwise engaged in University business or during employment.
  5. Performing duties while under the influence of substances whether on or off University property.

The University will require drug and alcohol testing on current employees for the following reasons:
  1. Random - Employees in safety sensitive positions are subject to random testing for substances. Other employees may be placed on a random sample testing program where circumstances warrant, such as a Last Chance agreement or prior positive test results. Where random testing is prohibited or restricted by applicable state or local statute or regulation, or other legally-binding agreement, the University will conform to all applicable laws, regulations, or agreements notwithstanding the provisions of this policy.
  2. Reasonable Suspicion - The University may require an employee to submit to a substance test if the employee's supervisor and another individual in a management position have a reasonable belief that the employee is using, is Under the Influence of, or is in the possession of a substance or has otherwise violated this policy's prohibition on the use of substances. Several indicators ( see Table 1) are commonly observed with individuals under the influence. At least two or more of these indicators should be observed prior to concluding reasonable suspicion. It is recognized that some individuals exhibiting these symptoms may be under the influence of legally prescribed drugs. Employees will have the opportunity to provide an explanation of observed indicators or observed behavior to their supervisor or member of management prior to being required to submit to a substance test. Refusal to submit to a substance test will be grounds for immediate termination of employment
  3. Post-Accident - Employees involved in an accident while operating State-owned licensed or unlicensed vehicles if the accident results in injuries and/or fatalities or if the employee receives a citation under State or local law for a moving traffic violation arising out of the accident. Employees involved in an accident while operating a State-owned vehicle must notify their supervisor immediately following the accident. Failure to report an accident will results in disciplinary action.
  4. Missing Substance - Employees involved in the health care profession, who have access to controlled substances. When there is a medication administration/handling discrepancy, or when a substance is missing, all staff members who were involved in the handling of, or had access to, the missing substance will be immediately required to submit to a substance test.

For additional information regarding workplace drug testing, please visit http://www.siue.edu/humanresources/employment/workplace_drug_testing.shtml


2.5 Employment Process
Approved March 23, 1999
Approved and Revised May 12, 2011
When a vacancy in an administrative professional staff position can be predicted or when a new position is established, the Office of Human Resources shall publish an announcement and description of the opening, observing proper posting requirements. The appropriate functional area director or designee shall have primary responsibility for recruitment with the assistance of the Office of Human Resources.

In filling new or vacant administrative professional staff positions, consideration shall be given to the qualifications of professional staff applicants currently employed or who have been terminated involuntarily within the preceding two (2) years as a result of reduction in force. It is the responsibility of the affected employee to check the advertised job postings and notify the Office of Human Resources of an interest in a specific new or vacant administrative position which matches the employee's qualifications. The Office of Human Resources will notify the hiring department of the affected employee's interest. This provision shall exclude those who have been terminated for cause.

Applicants shall have a minimum of twenty working days in which to apply after the position is posted unless such time period waived by the Office of Equal Opportunity, Access & Title IX Coordination.  All qualified and timely applicants shall be considered.

A successful candidate shall at the time of their employment sign and receive an employment contract and Position Description Questionnaire which shall include the following information:
  1. Definition of job and responsibility
  2. Salary information
  3. Special information concerning type of contract or appointment, conditions of employment, special limitations and any other information pertinent to the position

2.6 Employment References and Verification
Approved April 16, 2002
Approved and Revised May 12, 2011
Verification of employment status and salary information for the purposes of buying a home or car, leasing an apartment, applying for a loan, etc. will be handled by the Office of Human Resources. Employees are encouraged to submit requests in a timely manner to allow sufficient time for processing.

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:

  1. A Right to Release Information form signed and dated by the employee/former employee, with requested employment data.
  2. Social Security Number or Banner ID Number

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.


2.7 Equal Opportunity Employer
Approved February 1982
SIUE is an equal opportunity employer and will not discriminate against any person on the basis of race, religion, national origin, or gender in violation of Title VII. The University prohibits discrimination against employees, applicants for employment, and students on the basis of age, color, disability, gender, marital status, national origin, race, religion, sexual orientation, or veteran's status.

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.


2.8 Identification Badges and Uniforms
Approved May 12, 2011
Employees are expected to wear uniforms provided by their respective departments, if applicable. University employees are also required to carry on their person their University-issued I. D. card at all times, including after hours and weekends if on University property.

2.9 Identity Protection Policy
Approved February 15, 2012
The purpose of this policy is to provide guidance to the employees of Southern Illinois University Edwardsville who either Request, Receive, Use, Retain, Disclose, or Destroy a document containing an individual's Social Security Number (SSN) in performance of their assigned responsibilities. The specific policy requirements as enacted by the Southern Illinois University Board of Trustees can be found at http://bot.siu.edu/leg/policies.html with the primary objective of the policy to protect the confidentiality of SSNs that are collected, used, and retained by the University in conducting its business affairs.

General

  • SIUE is only authorized to obtain, use, and retain Social Security Numbers (SSNs) as authorized by state or federal law, rule, regulation or otherwise necessary for the University in conducting its business affairs.
  • Utilization of SSNs for purposes not otherwise authorized is prohibited.
  • Access to SSNs will be limited to only those SIUE employees/student employees who have a University business need for the information.
  • SIUE is responsible to provide an appropriate level of security for SSNs which are obtained, disclosed, retained and destroyed.
  • For those employees who are required to have access to SSNs, these employees are to be trained in the proper procedures for handling such information from time of collection through destruction.

Requesting Social Security Numbers (SSNs)

  • SIUE must inform the individual whose SSN is being requested as to the purpose(s) and use in obtaining the SSN. A paper-based statement, electronic statement/notification, or a written statement added to a business form which the individual receives, are acceptable means of disclosure. Departments/units may use the standard Statement of Purpose (SOP) ( [IMAGE: ] attachment) or may modify this statement to meet their specific needs. Questions regarding the modification of the attached Statement of Purpose form are to be directed to the Office Human Resources.
  • SIUE is not required to list specific uses or and/or disclosures. A general statement of purpose will suffice and specific recipients of the information are not required to be disclosed.
  • SIUE shall not request nor require an individual to transmit their SSN over the internet nor should SIUE transmit a SSN over the internet unless the SSN is strictly encrypted. E-mail accounts with standard password accesses are not considered secure connections.

Receiving Social Security Numbers (SSNs)

  • Receiving a SSN from anyone other than the individual whose SSN is assigned is only appropriate if the disclosure is part of the University's business processes.
  • The SSN owner has received a disclosure as to how their SSN will be utilized including any secondary uses/disclosures.
  • SIUE is not required to specifically list those uses or and/or disclosures by specific name or function. A general statement of purpose will suffice and specific recipients of the information are not required to be disclosed.
  • University/internal sharing of SSNs are permissible, so long as the SSN owner has been provided with the appropriate disclosure as to how their SSN will be utilized and the appropriate data security measures have been taken.
  • SIUE shall not request, require, nor receive an SSN over the internet, or through an email service unless the SSN is strictly encrypted.

The Use or Disclosure of Social Security Numbers (SSNs)

  • SIUE may not utilize or disclose a SSN unless authorized by state or federal law, rule, or regulation, or otherwise necessary for the performance of an authorized SIUE function.
  • SIUE may only use the SSN if the purpose has been disclosed to the individual. Specific types of disclosures and purposes are not required, nor do specific recipients need to be identified.
  • Using SSNs requested from an individual shall be accomplished in a manner that makes the Social Security Number (SSN) easily redacted (blackened out) if required to be released as part of a public records request (Freedom of Information Act request).
  • You may not print a SSN on any card to access products or services.
  • You may not display a SSN on materials mailed to the individual, by any delivery means, unless state or federal laws allow it, or if it is part of an application for enrollment, in connection with any tax administered by the IRS or Department of Revenue, or to confirm the accuracy the SSN.
  • The individual must be informed in advance of the release as to why their SSN is being requested and how it will be utilized. SSNs may never be included in an email unless the SSN is strictly encrypted.
  • If for any reason SIUE must disclose a SSN to a contractor or subcontractor, the SIUE entity involved must request and receive a copy of the contractor's or subcontractor's policy on how they will protect the data in their operations or processes.
  • Unless otherwise authorized by law, an individual's SSN will be redacted before releasing the document for public inspection or copying the document.
  • For security reasons and whenever practical, the SSN should be completely redacted, but if not possible than try to limit the display of the SSN to no more than four to five sequential characters, i.e. XXX-X1-2345.

Records Retention Schedule/Destruction of Social Security Numbers (SSNs)

  • University Records Retention Schedule point of contact: Gary R. Dunn, University Records Officer, 618 650-3982/ gdunn@siue.edu
  • As soon as allowable under state, federal or University policy, a document in either electronic or paper format containing a SSN where the need for the information is no longer relevant, should be securely destroyed as per University policy.

SIUE Point of Contact Concerning the Identity-Protection Policy - Bill Misiak, Manager of Employee Relations, Office of Human Resources at 618 650-2159/ wmisiak@siue.edu

Summary

If this were your SSN, how would you want your personal information handled?

Please also refer to the Identity Protection FAQs.


2.10 Job Abandonment
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Any employee who is absent without approved leave for three or more scheduled consecutive working days and/or has not contacted his/her immediate supervisor, and/or is unreachable by phone may be deemed to have resigned from or abandoned his/her job and is ineligible for future employment.

2.11 Nepotism
Approved March 23, 1999
Approved and Revised May 12, 2011
No employee of SIUE shall make a final personnel determination on any matter related to the University employment of a spouse, same sex domestic partner, civil union partner or relative within the third degree of consanguinity (kinship) to said employee. For the purposes of this policy, such relatives include: spouse, same sex domestic partner, civil union partner, parents, grandparents, children, grandchildren, aunts, uncles, brothers, sisters, nieces, nephews, or any relative by marriage comparable to the above listed relationships.

2.12 Performance Appraisal and Evaluation
Approved June 1, 1995
Approved and Revised May 12, 2011
The supervisor shall conduct an oral and written performance evaluation based on the written job description and any mutually agreed upon developmental goals for all employees. This evaluation should be completed during the Spring semester each year. Each employee shall be given a copy of all written review(s). Copies shall be maintained in the individual's official University personnel file located in the Office of Human Resources. Any employee may submit a written response to his/her review to be placed in the personnel file.

2.13 Performance Improvement Plan (PIP)
Approved June 1, 1995
Approved and Revised March 12, 2011
In cases where either overall performance or a specific performance area has been rated less than satisfactory, a performance improvement plan is required and should clearly describe:
  1. What behavior, performance, situations, or conditions must be changed
  2. What is to be done by the employee
  3. What is to be done by the supervisor
  4. When the development will be completed

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.


2.14 Positions and Appointments
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised March 12, 2011
Approved and Revised September 5, 2012
Establishment of an administrative professional staff position requires initial approval by the Office of Human Resources and final approval of the Chancellor's Council. If it is a new position involving a continuing appointment, it may also require approval of the President. In addition, the source and expected duration shall be specified. Approval for the position is contingent on the following:
  1. The position is exempt from Civil Service statute as determined by the State Universities Civil Service System Merit Board.
  2. The minimum qualifications are a university or college baccalaureate degree or equivalent experience.

2.15 Position Reclassification
Approved May 23, 1999
Revised and Approved May 12, 2011
An employee transferred into or out of an administrative professional, faculty or civil service position will accrue benefits at the rate of the new appointment and will not be entitled to any excess benefit. In the event the employee may lose an excess benefit in the new position, the employee must use the excess benefit prior to assuming the new position.

Administrative professional staff personnel transferred into faculty, civil service, or administrative positions shall likewise assume those particular staff classifications. However, administrative professional staff personnel may accept teaching assignments either through a grant of released time from the employing units or by means of overload payment, while still retaining the current classification.

2.16 Pre-Employment Background Checks
Approved December 10, 2008
Revised and Approved May 12, 2011
Revised and Approved February 22, 2012
Effective April 1, 2012, all applicants are subject to background investigations prior to an official offer of employment.

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:

  1. Working with minors or individuals with diminished mental capacity
  2. Providing for the safety of students, faculty and staff
  3. Regular access to controlled substances
  4. Control of University financial resources

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:
  1. Nature of the crime, the relationship between the criminal conduct of the applicant and the job responsibilities
  2. Any aggravating or mitigating factors
  3. Number of offenses and circumstances of each
  4. Age of the applicant at the time the crime was committed and the year of the crime, and the rehabilitation record of the applicant

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.


2.17 Probationary Period
Approved May 23, 1999
Revised and Approved May 12, 2011
All new and existing employees assuming a new position serve a probationary period. Probationary periods are applicable and shall normally not exceed a period of six (6) months. The probationary period may be extended up to twelve (12) months at the time of hire as specified in the employment offer letter based upon prior approval from the appropriate Vice Chancellor and the Director of Human Resources. A probationary period may also be extended due to extenuating circumstances such as a leave of absence or break in service. Administrative Professional staff employees may serve only one probationary period in the same position.

During the probationary period, the supervisor shall conduct an oral and written performance review against the written job description or Position Description Questionnaire at the end of the sixth (6) month and, if applicable, the twelfth (12) month of the probationary period. The employee shall be given a copy of the written review and copies shall be maintained in the employee's personnel file maintained in the Office of Human Resources. The employee may submit a written response to this review which shall be placed in the personnel file.

The appointee on probation may be dismissed for unsatisfactory performance, as determined by the employee's supervisor and in concert with the approval of the Office of Human Resources, providing that proper written notice is given to the employee two weeks prior to termination. Such dismissal or termination shall not be subject to the grievance process.

2.18 Reorganization or Retrenchment, Lay Off, Position Elimination, Non Renewal or Removal for Cause
Approved February 1982
Approved and Revised May 23, 1999
Revised and Approved May 12, 2011
In the event the duties of an administrative professional staff employee on continuing appointment are changed or the position eliminated as a result of reorganization or retrenchment, skills, knowledge, abilities, quality of performance and years of service shall be the principal but not the only factors governing termination or placement in the reorganization process. Given the same range of abilities, knowledge, performance and skills, the continuing administrative professional staff employee with the least years of service shall be affected first in accordance with other University policy guidelines.

The Professional Development Leave Policy may be invoked for those administrative professional staff employees displaced in the event that retraining or skill development may qualify the employee for another position.

An administrative professional staff employee may be dismissed for just cause. Just cause shall be defined as, but not limited to, a substantial shortcoming(s) which renders continuation in office or employment detrimental to the efficiency of the institution, and something which law and sound public policy recognize as appropriate grounds for no longer occupying the office or position. Typically, the actual date of termination shall not be less than two weeks from the date of notice of dismissal to the employee. However, if, the Director of Human Resources determines that the circumstances of a situation warrant, termination and dismissal of the employee may be effective with less than two weeks' notice.

After consultation with the Office of Human Resources, an employee may be dismissed for failure to perform assigned duties in a satisfactory manner. The employee, after evaluation must be given notice of unsatisfactory performance. Following notification, subsequent evaluations must be conducted at appropriate times to provide an opportunity for the employee to improve his or her performance. If subsequent evaluations related to the same or similar or related deficiency or deficiencies are still unsatisfactory, a written letter of dismissal may be initiated. The actual date of termination must not be less than two weeks from the date the dismissal letter is received by the employee.

Notice of non-reappointment of administrative professional staff employees on continuing appointments shall be given in writing as follows:
First (1st) appointment year - No less than three (3) months' notice
Second (2nd) appointment year - No less than six (6) months' notice
Third (3rd) and subsequent appointment years - No less than one (1) year notice

No notice period need exceed the length of the appointment. The notice periods shall be proportionally shortened for appointments of less than an academic or fiscal year.

2.19 Resignations and Separations
Approved February 1982
Approved and Revised May 23, 1999
Revised and Approved May 12, 2011
An employee in an administrative professional staff position shall, whenever possible, give the appropriate authority at least one month's notice of resignation in writing. One month's notice is exclusive of any other leave benefit used by the employee unless approved by the supervisor. The length of the notice requirement may be waived if the employee's immediate supervisor agrees to a lesser amount of notification.

Any employee who does not give sufficient and/or agreed upon notice may forfeit future employment opportunities.

An employee who is absent from duty without having notified a supervisor of reasons for an absence and of the intention to return shall be considered to be absent without authorized leave. Within a period not to exceed three working days from the first day of unauthorized absence, the immediate supervisor will contact the Office of Human Resources who will in turn notify the employee by in writing of the consequences of his/her continued unauthorized absence. This letter shall specify that if the employee does not respond in writing or in person to the supervisor within three working days after receipt of the notice, that employee shall be subject to immediate termination as of the last day of work. Failure to respond as aforesaid shall be treated as acceptance, by the employee, of a notice of immediate termination due to job abandonment and a termination form shall be prepared by the department under the guidance of the Office of Human Resources.

An employee who does not return to the University within three working days after the expiration of a leave of absence and who has not given reasons to the immediate supervisor for absence shall be subject to the same notification and termination procedures as specified above. The effective date of an employee's separation shall be the last day worked. However, an employee may take all accumulated vacation leave prior to retirement or resignation. In the case of resignation and/or retirement, the employee must secure the immediate supervisor's approval of this action. Therefore, the effective date of separation shall be the last day of vacation rather than the last working day. Employees who are retiring may incorporate allowable accumulated sick leave for service credit. Upon completion of employment an employee shall be paid for any accumulated and unused vacation leave up to the allowable maximum at the employee's regular rate of pay as of the last scheduled working day, or if transferring to an eligible successor state employer, such benefits may instead by transferred. Except in cases of retirement or termination, the supervisor shall, whenever possible, provide for an employee to use vacation credits prior to separation. Lump sum payment for accrued vacation will be made to the estate in the event of death of the employee.

2.20 Statement of Economic Interest
Employees in certain positions may be required to complete the Statement of Economic Interest Form required annually by the State of Illinois.

For additional information and guidelines for the Statement of Economic Interest, please visit http://ethics.siu.edu/.


CHAPTER 3 EMPLOYMENT RIGHTS AND RESPONSIBILITIES

3.1 Acceptance of Gifts or Gratuities by Employees
Approved March 23, 1999
Approved and Revised May 12, 2011
The University prohibits employees from accepting gifts or gratuities from individuals and companies with whom the University contracts under the guidelines of the State of Illinois Ethics Act. For additional information please visit the ethics website at http://ethics.siu.edu/.

3.2 Assistance to Employees Affected by Layoff or Reduction in Force
Approved March 23, 1999
Approved and Revised May 12, 2011
Employees affected by layoff or reduction in workforce shall contact the Office of Human Resources immediately to coordinate benefits and explore other employment options within the University relative to the qualifications of said employees. Appointments to other University positions are subject to the approval of the appropriate administrative officers. The establishment and re-establishment of positions and allocation of University resources shall be determined by the University subject to institutional and operational needs.

3.3 Attendance
Approved May 12, 2011
Attendance at work is an essential function of all positions at the University. Employees are expected to be at their respective assigned workstations and ready to work each day from the appointed starting time until the appointed ending time.

Employees are expected to maintain a consistent and regular attendance record by adhering to the following:
  1. If absent from work, the employee must make a reasonable effort to immediately notify the supervisor of the reason for such absence prior to the beginning of the workday.
  2. If the absence is to continue beyond the first day, the employee must notify the supervisor on a daily basis unless other arrangements have been made.
  3. Any employee who is absent three or more consecutive workdays without notifying the supervisor will be considered to have abandoned his or her job.
  4. Absence for three or more consecutive workdays because of an illness may require a "return to work" slip from the attending physician with an explanation relating to the illness/absence. The "return to work" slip must be submitted directly to the Office of Human Resources. The Office of Human Resources will contact the employee's department indicating that the employee is able to return to work.
  5. An employee with a pattern of sick leave use abuse may be required to provide a "return to work" slip from the attending physician after a one day absence. Possible sick leave abuse patterns are: sick leave used the day before and/or after pay day; sick leave taken in conjunction with weekends/holidays; and excessive use of sick leave in general.
  6. Disciplinary action may be taken in regard to attendance issues.

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.


3.4 Cell Phone Use
Approved May 12, 2011
Employees may use personal cell phones for the purpose of receiving emergency calls or for an urgent family matter. Calls should be kept brief and shall not interfere with work performance. Employee's use of personal cell phones during working hours for purposes other than those described herein may lead to disciplinary action.

3.5 Children in the Workplace
Approved May 12, 2011
The University understands that parents/guardians may occasionally encounter difficulties in arranging care for their children and desires to support parents/guardians in their efforts to balance work responsibilities with family obligations.

With prior approval by the supervisor, employees may bring their children to their workplace, subject to the following requirements:
  1. Children must be accompanied by their parent/guardian(s) at all times when present in the workplace. Children are the sole responsibility of the parent or guardian and should never be left under the supervision of a co-worker or a student.
  2. A child in the workplace must not be allowed to disrupt the work or learning environment nor negatively affect the productivity of co-workers.
  3. The employee's supervisor may direct the employee to remove the child from the workplace at the supervisor's discretion.
  4. Children are not permitted in the workplace on a regular basis which includes their school holiday breaks or after school.
  5. The child does not have a contagious illness.

All University departments, when possible, will try to accommodate employee requests for flexibility to meet unexpected family needs.

3.6 Conflict of Interest in Government Research at SIUE
The Government and institutions of higher education, as the contracting parties, have an obligation to see that adequate standards and procedures are developed and applied to inform one another of their respective requirements, and to assure that participating individuals are informed of and apply said standards and procedures.

For additional information regarding government research, please visit http://www.siue.edu/policies/1q5.shtml.


3.7 Dress and Personal Appearance
Approved May 12, 2011
All University employees are expected to portray a professional image to students, parents, and the community at large. An employee's dress and appearance shall be neat and clean. At a minimum, the standard office dress code shall be defined as business casual. Individual departments may establish dress code policies for their respective areas. Apparel needs to be free of slogans or advertisements. In addition, apparel shall not be of an indecent, suggestive, provocative, obscene, or defamatory nature. Employees may wear their SIUE logo shirts. The University may direct an employee to leave work and/or change clothes if he/she is found in violation of this provision.

3.8 Drug and Alcohol Policy
Approved June 30, 2004
Approved and Revised November 10, 2010
Approved and Revised May 2, 2012
The University is committed to maintaining a drug free workplace in compliance with applicable state and federal laws. The unlawful possession, use, distribution, dispensation, sale or manufacture of controlled substances is prohibited on University property.

For additional information regarding SIUE's Drug and Alcohol policy, please visit the following pages:

http://www.siue.edu/humanresources/employment/workplace_drug_testing.shtml
http://www.siue.edu/policies/6c1.shtml
http://www.siue.edu/policies/6c2.shtml

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.


3.9 Electronic Communication (E-Mail) and Internet Use
For additional information regarding Information Technology Policies, please visit http://www.siue.edu/its/policies/.

3.10 Employee Conduct
Approved February 1982
Approved and Revised May 12, 2011
Employees shall perform their work efficiently and effectively acting with prudence and integrity at all times. They shall abide by all policies of the University and of the Board of Trustees. Employees shall not engage in outside activities which conflict with required working hours, job performance or University obligations and responsibilities. Employees shall treat fellow employees, students and the general public with courtesy and respect for human dignity.

3.11 Ethics
As a condition of employment, all employees are required to comply with the State Ethics Act as amended. The State Ethics Act covers but is not limited to:

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.


3.12 Fitness for Duty
Approved March 23, 1999
Approved and Revised May 12, 2011
The University reserves the right to refer an employee for a medical evaluation or examination by a physician of the University's choice for the purpose of determining that person's physical or mental fitness to carry out his or her duties. The Director of Human Resources will approve a referral for a Fitness For Duty examination after consultation with Legal Counsel and the Office of Equal Opportunity, Access & Title IX Coordination. The University will assume the costs of the examination and will advise the physician that the employee has no responsibility for the costs of the examination. Employees will not suffer a loss in their regular compensation due to absence for such examinations during their regularly scheduled work hours. If the employee disagrees with the results of the examination, the employee shall have the right to seek additional medical opinions at his/her expense.

3.13 Grievance Process (Non Represented Employees)
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
It is the University's view that most problems can and should be resolved through informal discussions between the employee and supervisor. However, in some instances this may not be possible and it is appropriate to turn to the formal grievance resolution process contained in this policy. Good faith participation is necessary for this Grievance procedure - to serve its important purpose. Therefore, any retaliatory action taken against a participant to a grievance proceeding is prohibited and should be reported immediately to the Director, Office of Human Resources.

The following process will be followed:

  1. Step 1 is sent to the immediate supervisor.
  2. Step 2 is sent to the dean or director of the unit.
  3. Step 3 is sent to the Office of Human Resources.
  4. Step 4 is sent to the Administrative Professional Staff Grievance Panel.

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.

The Office of Human Resources shall supply all necessary and reasonable support for a grievance proceeding exclusive of attorney's fees and expenses of the grievant.

Definitions are at the end of this process.
  1. Eligibility
    This grievance procedure applies to full-time, non-represented administrative professional staff employees who have completed their probationary period and are not covered by a collective bargaining agreement/union. Newly appointed employees serving a probationary period do not have access to the grievance procedure for issues concerning discipline, layoff, or termination. They may grieve, through Step 3, other issues that are eligible for the grievance procedure. Promoted/appointed unrepresented administrative professional staff employees who are still serving a probationary period are eligible to appeal grievances to Step 4 if the issue(s) are subject to Step 4.

    The subject matter of complaints from former administrative professional staff employees shall be limited to matters pertaining to their separation from employment.

    This procedure supersedes any departmental grievance policy and is the only grievance procedure policy applicable to grievances for Administrative Professional staff employees members, hereafter referred to as employees.
  2. Grievable Issues
    Discipline imposed on an employee pursuant to the University progressive disciplinary process may be grieved. An employee may file a grievance alleging that he or she has been or is being adversely affected by an improper application or interpretation of an employment related rule, regulation, policy or procedure.

    Complaints that attempt to change the language of a policy or procedure or complaints that are subject to other University procedures, such as equal opportunity and affirmative action policies, sexual harassment complaints, emergency management and safety concerns, parking violations, intellectual property determinations, or workers compensation claims/decisions are not grievable.

    Grievances that may be appealed to Step 4 are limited to complaints alleging a violation of an employment related rule, regulation, policy, or a grievance regarding an employee's termination pursuant to the University's progressive disciplinary process.

    A party's dissatisfaction with the outcome of a prior grievance shall not be a grievable matter.

    Complaints against the Chancellor shall not be grievable under this staff grievance policy and must be directed to the Southern Illinois University Office of the President for resolution.

    Grievances falling within the subject matter of this staff grievance policy shall not be suspended if a complaint concerning the grievance is filed external to the University.
  3. Complaints Involving Affirmative Action Policies
    Complaints alleging a violation of the University's affirmative action policies such as the Americans with Disabilities Act, Equal Opportunity/Affirmative Action, Sexual Harassment Awareness Policy, and Work Place Violence Policy must be reported to the Office of Equal Opportunity, Access & Title IX Coordination during any stage of the incident.

    For additional information regarding SIUE's affirmative action policies, please visit http://www.siue.edu/eoa/.
    1. In the event an employee initiates a complaint of alleged violation of these policies within his or her department, or with the Office of Human Resources, the complaint will be referred to the Office of Equal Opportunity, Access & Title IX Coordination for action.
    2. An employee complaint alleging violation of both human resources and affirmative action policies must be filed with the Office of Human Resources and Office of Equal Opportunity, Access & Title IX Coordination. It will be the responsibility of both offices to coordinate their efforts to address and attempt to resolve the issue(s) and to prohibit retaliation against the person who filed the complaint.
  4. Filing a Grievance
    Before a formal grievance may be filed, potential grievance issues must first be discussed by the parties directly involved. If the grievant is not satisfied with the resolution, the grievant may, within five days, begin the grievance process by providing the respondent/immediate supervisor with a written formal grievance and submitting a completed Grievance Form and all relevant documentation.
    1. A grievance naming the Director, Office of Human Resources or the Director's staff as a respondent shall forward to the Vice Chancellor for Administration all grievance responsibilities associated with the Director, Office of Human Resources.
    2. A grievance naming a Vice Chancellor or a member of the Vice Chancellor's Office as a respondent shall return to the Chancellor all grievance responsibilities associated with the Vice Chancellor
  5. Determination of Appropriate Steps for Filing a Grievance
    As previously mentioned, it is the intent of this policy that all issues/grievances be resolved at the earliest step of the grievance procedure as possible. Grievances are to be filed at Step 1 except when the problem involves a termination of employment and the notice of termination is regarded as a final decision of Step 1. If the employee initiates a grievance, he or she must do so within ten (10) working days of receipt of the notice of termination. The grievance goes directly to Step 2. The Office of Human Resources may elevate the initial filing of any grievance to Step 2 or Step 3 if it deems it appropriate to do so.
  6. Time Limits
    Regardless of the Step at which the grievance is initiated, an employee must file a grievance no later than ten (10) working days of when the employee knew or should have known about the incident or problem. If an employee fails to observe the time limits established for any Step, the grievance will be considered resolved. If the University fails to observe the time limits established for any Step, the employee may submit the grievance to the next Step within the designated time limits for appeal.

    The time limits identified in the four Steps may be extended if the employee, the department, and Office of Human Resources mutually agree to do so. In addition, the Office of Human Resources has the authority to extend the time limits on a case by case basis, at its discretion, due to extenuating circumstances and will inform the parties involved of the decision.
  7. Procedures for Filing and Processing Formal Grievances
    1. Step 1
      1. Employees are to submit the grievance in writing to their immediate supervisor with a copy sent to the Office of Human Resources. Failure to send the copy could cause a delay in processing the grievance. The form used for filing a grievance and any Step is included in this policy.
      2. The supervisor will send an email to employeerelationshr@siue.edu acknowledging the receipt of the grievance.
      3. The Office of Human Resources representative, after consultation with the chair of the Administrative Professional Staff Grievance Panel, will notify both the employee and the supervisor as to whether the issue is subject to the grievance procedure.
      4. The supervisor shall not issue a response to the grievance until he or she has received the determination from the Office of Human Resources representative that the issue is subject to the grievance procedure. To ensure proper guidance is received, the supervisor is encouraged to consult with the Office of Human Resources prior to issuing his or her response.
      5. The supervisor has five (5) working days from receipt of the eligibility determination from the Office of Human Resources to reply in writing to the employee. During this period, the supervisor and the employee shall meet and attempt to resolve the issue.
      6. The supervisor must forward a copy of his or her written Step 1 response to the Office of Human Resources at the time it is given to the employee.
    2. Step 2
      1. If the employee feels the outcome of Step 1 is unsatisfactory, or if the supervisor fails to respond within five (5) working days of the eligibility determination from the Office of Human Resources, the employee is entitled to appeal to Step 2.
      2. The dean or director or designee has five (5) working days from receipt of the Step 2 grievance to respond in writing and, during this period, will meet with the grievant to discuss and attempt to resolve the issue.
      3. The dean or director or designee is encouraged to consult with the Office of Human Resources prior to issuing the Step 2 response. A copy of the written Step 2 response must be forwarded to the Office of Human Resources at the time that it is given to the employee.
    3. Step 3
      1. If the employee feels the outcome of Step 2 is unsatisfactory, or the dean or director fails to respond within five (5) working days, the employee is entitled to appeal to Step 3.
      2. The employee must appeal in writing within five (5) working days of receipt of the Step 2 response/due date, to the Office of Human Resources.
      3. The Office of Human Resources has ten (10) working days from receipt of the Step 3 grievance to provide the University's response in writing and during this period will meet with the grievant to discuss and attempt to resolve the grievance.
    4. Step 4
      1. If the employee feels the outcome of Step 3 is unsatisfactory, or the Office of Human Resources fails to respond within ten (10) working days, the employee is entitled to appeal to Step 4.
      2. The employee must appeal in writing to the respective Vice Chancellor (or designee) within ten (10) days of receipt of the Step 3 response due date. A copy of this letter will also be sent to the chair of the Administrative Professional Staff Grievance Panel, hereafter referred to as The Grievance Panel.
      3. The Grievance Panel chair shall contact the Grievance Panel within five working days of notification by the employee. The Grievance Panel chair shall advise the elected persons from the Grievance Panel of the rules for potential conflicts of interest and disqualify those persons, if any, with such conflicts.
        1. Administrative professional staff employed in the same unit as a party to a grievance shall be deemed to have a potential conflict of interest in that particular grievance and shall not serve on a Grievance Panel for that grievance.
          1. If recusement occurs, the alternative individual from the respective Vice Chancellor's area or Chancellor's area will serve on the Grievance Panel.
        2. Administrative professional staff participants in a prior grievance in any capacity (grievant, respondent, advocate, witness, etc.) involving a party to a current grievance shall be deemed to have a potential conflict of interest and shall not serve on a Grievance Panel for the current grievance.
          1. If recusement occurs, the alternative individual from the respective Vice Chancellor's area or Chancellor's area will serve on the Grievance Panel.
        3. Administrative professional staff with a professional or personal relationship with a party to a grievance that creates an appearance of a conflict of interest shall not serve on a Grievance Panel for that grievance. It shall be the obligation of the administrative professional staff member to immediately disclose such a potential conflict of interest.
          1. If recusement occurs, the alternative individual from the respective Vice Chancellor's area or Chancellor's area will serve on the Grievance Panel.
        4. Administrative professional staff elected to the Grievance Panel must serve unless they can show good cause as to why they should be excused from such service. Administrative professional staff must petition the Grievance Panel chair in writing within three days of notification of selection to be excused for good cause from participation in a particular grievance. The Grievance Panel chair shall issue a final decision to such petition within five days.
      4. The Grievance Panel chair will provide each member of the Grievance Panel with a copy of the statement of grievance and the formal reply by the respondent to the statement of grievance and will concurrently, notify the grievant and the respondent of the composition of the Grievance Panel.
      5. The chair of the Grievance Panel shall be responsible for conducting the Grievance Hearing in conformance with this Staff Grievance Procedure. The chair shall have the authority to allocate hearing responsibilities to the members of the Grievance Panel, decide questions of relevance of evidence, and seek counsel from the Office of General Counsel, Director, Office of Human Resources and the respective Vice Chancellor, on any matter pertaining to the grievance. The Grievance Panel shall also schedule the date of the Grievance Hearing.
      6. The Grievance Hearing must be held within ten to fifteen working days following notification of a grievable matter.
        1. It is the responsibility of the grievant and respondent to cooperate with the Grievance Panel to schedule and attend the hearing.
        2. At the discretion of the Grievance Panel, and based on the circumstances of a particular grievance, a pre-hearing meeting of the Grievance Hearing may be held with the parties, including advocates, to discuss scheduling, proposed time allotments for the hearing, procedural matters, evidentiary matters, issues, confidentiality or any other topics relevant to the hearing.
        3. The parties shall deliver to the Grievance Panel chair a complete witness list and all exhibits pertaining to the case no less than five working days prior to the scheduled grievance hearing.
        4. Exhibits not received and witnesses not identified five working days prior to the Grievance Hearing may not be allowed at the Grievance Hearing, as determined at the sole discretion of the Grievance Panel.
        5. The Grievance Panel chair shall convene and preside over the Grievance Hearing. The chair shall preliminarily explain the proceedings to the parties and resolve procedural issues, if any.
          1. The parties shall be advised of their responsibilities regarding attendance, testimony, honesty, rights, confidentiality, and the maintenance of order and decorum.
          2. The grievant and the respondent(s) must be invited to all testimonial hearings.
          3. If a party is absent or refuses to participate or cooperate, the hearing shall proceed regardless of whether a party is absent or refuses to participate or cooperate.
        6. The Grievance Hearing procedural rules to be observed are as follows:
          1. The Grievance Hearing shall be closed except for the parties, advocates, legal counsel, witnesses (while giving testimony), and the Grievance Panel.
          2. Everyone in attendance shall exhibit civil and professional behavior throughout the Hearing. It is the duty of the Grievance Panel to ensure that each party receives the same opportunity to be heard in a civil environment. Therefore, the Grievance Panel's chair may use any means necessary (including security personnel) to remove from the Grievance Hearing any individual who is disruptive. The Chair furthermore may also report any disruptive behaviors to the appropriate campus administrative personnel for follow up.
          3. All witnesses, including the parties, shall be under oath when testifying.
          4. The burden of proof remains on the grievant at all times.
          5. The Chair of the Grievance Panel shall be responsible for audio recording the entire hearing.
          6. Strict or formal rules of evidence need not be followed. Evidence deemed by the Grievance Panel to be irrelevant or immaterial may be disallowed.
          7. The Grievance Process should be completed as rapidly as possible while ensuring a fair and equitable hearing of the evidence.
          8. A party may challenge the admission of evidence if the party believes there is a good reason the evidence should not be admitted.
          9. The Grievance Panel should generally defer to the parties in allowing reasonable testimony and evidence to be presented at the hearing.
      7. The Grievance Panel shall make the final decision in all cases regarding the relevance and admissibility of evidence.
        1. The burden shall be on the grievant and respondent to inform the Grievance Panel as to the existence and probable location of information bearing upon the grievance.
        2. A party's refusal to cooperate to provide evidence, or unduly delaying providing evidence which the Grievance Panel, grievant or the respondent requests, may be grounds for finding against the uncooperative or dilatory party.
        3. Documentary evidence to be used by a party must have been in existence at the time of the events in dispute.
        4. Exhibits created specifically for the hearing shall not be admissible and shall not be considered as evidence.
        5. Each party shall be solely responsible for locating, assembling, photocopying, and delivering all documents and exhibits to support its case to the Grievance Panel Chair as detailed above.
        6. Either party shall have the right of access to all evidence presented.
        7. The Grievance Panel shall make its findings of facts and conclusions based solely on the evidence presented and shall determine recommendations supported by a preponderance of the evidence.
      8. The grievant and respondent may be accompanied to the Grievance Hearing by either an advocate (non-attorney) or an attorney for the purpose of receiving advice or assistance.
        1. The Grievance Panel must receive notice that an advocate or attorney will be attending the Hearing at least five (5) working days in advance of the hearing.
        2. Advocates or attorneys shall not participate directly in the Grievance Hearing, except when participation is required by operative law or regulations in a specific instance.
          1. Consultation with advocates or attorneys during the Grievance Hearing will be at the consent of the decision maker.
          2. Ex parte communications (See Definitions, 13.k) by the grievant and respondent with members of the Grievance Panel shall be strictly prohibited. Requests by the grievant or respondent to communicate with members of the Grievance Panel outside the formal Grievance Hearing shall be directed through the chair of the Grievance Panel.
        3. The Grievance Panel shall retain its right to deliberate with neither party present.
        4. Members of the University community shall cooperate with the Grievance Panel, grievant, and respondent in making relevant information available.
          1. Members of the University community, other than the parties to the grievance, shall not be compelled to testify
          2. If a member of the University community fails to cooperate with the Grievance Panel, the Chair will work with the respective Vice Chancellor to resolve issues and concerns.
          3. Failure to cooperate with the Grievance Panel may lead to disciplinary action
        5. The Grievance Panel shall report all problems obstructive to the fair and expeditious review of the grievance to the respective Vice Chancellor, with a request for such intervention as may lie within the authority of the respective Vice Chancellor.
      9. The Grievance Hearing shall be conducted as follows:
        1. An opening statement of a general overview of the case by the grievant followed by an opening statement by the respondent. Opening statements shall be limited to fifteen minutes for each party.
        2. The grievant presents his/her case to the Grievance Panel by calling and soliciting testimony from his/her witnesses and presenting the documentary evidence submitted earlier.
          1. The respondent may cross-examine the grievant's witnesses.
          2. The Grievance Panel may question the grievant's witnesses at any time during the proceedings.
        3. The respondent presents his/her case to the Grievance Panel by calling and soliciting testimony from his/her witnesses.
          1. The grievant may cross-examine the respondent's witnesses.
          2. The Hearing Panel may question the respondent's witnesses at any time during the proceeding.
      10. After the grievant and respondent have presented their witnesses and evidence, the Grievance Panel Chair shall ask all parties to present any further information pertaining to the case, if any.
        1. The evidentiary phase of the Grievance Hearing shall be deemed complete by the Grievance Panel Chair.
      11. A closing statement may be made by the grievant summarizing the evidence, followed by a closing statement by the respondent.
        1. Closing statements shall be limited to fifteen minutes for each party.
      12. Grievance Panel shall deem the hearing complete and shall retire to deliberate and prepare a Grievance Panel Report for submission to the respective Vice Chancellor.
      13. The Grievance Panel Report, all exhibits presented at the Grievance Hearing, and the audio recording of the Grievance Hearing shall be submitted by the Grievance Panel to respective Vice Chancellor within ten working days after completion of the hearing.
        1. Copies of the Grievance Panel Report, without exhibits and audio recordings, shall simultaneously be sent by the Grievance Panel to the grievant, respondent(s) and Director, Office of Human Resources.
        2. The Grievance Panel may extend the time for making its Report for good cause after consultation with the Director, Office of Human Resources.
        3. A final decision on the extension of time shall rest with the Director, Office of Human Resources.
      14. The Hearing Panel Report shall include the following:
        1. A summary of the charges and evidence.
        2. A clear statement of the finding of the facts.
        3. The conclusions and recommendations of the Hearing Panel.
        4. The rationale for such recommendations.
        5. Other pertinent comments.
      15. Within fifteen working days after receipt of the Grievance Panel report, all exhibits, and the audio recording of the Grievance Hearing, the respective Vice Chancellor shall, after consultation with the Director, Office of Human Resources, inform the, members of the Grievance Panel, Director, Office of Human Resources, grievant, and respondent(s) in writing as to the respective Vice Chancellor's decision in the case.
        1. The respective Vice Chancellor can extend the fifteen working day period for a reasonable period of time, but such extension shall not exceed an additional thirty calendar days.
      16. The respective Vice Chancellor, in consultation with the Chancellor, has the authority to accept or reject the Hearing Grievance Panel report.
        1. If the respective Vice Chancellor rejects a Grievance Panel's report, including its recommendations, the respective Vice Chancellor shall provide, in writing, a detailed rationale to grievant, respondent, and members of the Grievance Panel. A copy of the written rejection will also be sent to the Director, Office of Human Resources.
        2. The respective Vice Chancellor's decision on the Grievance Panel Report and the grievance shall constitute the final institutional decision. In accordance with Bylaw VI. (2) of the Board of Trustees of Southern Illinois University, the grievant may appeal the institutional decision to the Board of Trustees. For additional information regarding the Board of Trustees grievance appeal process, please visit http://bot.siu.edu/leg/policies.html.
  8. Once a written recommendation is submitted by the Grievance Panel, the Office of Human Resources shall be responsible for the custody, security, and confidentiality of all records, including the audio recording of the hearing, pertaining to grievances under this policy.
    1. The grievant and respondent(s) may have access to hearing records in the presence of a representative of the Office of Human Resources. Access to the record of the case must be approved by and arranged through the Director, Office of Human Resources.
  9. Within thirty calendar days of the close of the University's fiscal year, the chair of the Grievance Panel shall prepare a report for the Staff Senate Professional Staff Panel outlining all outstanding grievances with the date the grievance was filed and the current status, but omitting the names of the grievant and respondent for the purpose of confidentiality.
    1. With respect to grievances concluded during the past fiscal year, the Grievance Panel chair shall prepare a report to the Staff Senate Professional Staff Panel outlining the date the grievance was filed, the date the hearing was held, the Grievance Panel Report and the decision of the respective Vice Chancellor or Chancellor, but omitting the names of the grievant and respondent for the purpose of confidentiality.
  10. Confidentiality of all matters pertaining to a grievance under this Administrative Professional Staff Grievance Procedure is imperative in order to preserve and protect the privacy interests of the parties.
  11. Except as authorized by law or by operation of this Policy, or as granted by the consent of both parties to a grievance, disclosure to third parties of the content or subject matter of a grievance proceeding is prohibited.
    1. This restriction applies to the grievant, respondent, advocates, legal counsel for the parties, Grievance Panel, Administrative Staff and Office of Human Resources.
    2. A breach of confidentiality of a grievance proceeding by a party to a grievance may result in a finding against the breaching party, as determined solely by the Grievance Panel.
    3. A breach of confidentiality of a grievance proceeding by a member of a Grievance Panel may be grounds for removal from the Grievance Panel, or other consequences, as determined by the membership.
  12. The Office of Human Resources shall be responsible for implementing, monitoring, and for maintaining custody, security, and confidentiality of all records pertaining to grievances under this policy.
  13. Definitions
    1. Administrative Professional Staff Grievance Panel hereafter referred to as the Grievance Panel: The panel selected to hear testimony and to make findings of fact, conclusions and recommendations. The Grievance Panel shall receive training and advice from the Office of General Counsel.
    2. Grievance Panel will consist of five administrative professional staff and one alternate.
    3. Grievance Panel members shall be selected using the listing of eligible employees provided by the Office of Human Resources. Eligible employees in the Grievant's and Respondent's functional work area(s) will be excluded from consideration.
      1. The Administrative Staff Panel Chair will randomly draw the names of 16 eligible employees.
      2. The Grievant and Respondent will each be provided the opportunity to strike up to 5 names from the list of 16.
      3. From the names remaining after the Grievant and Respondent have struck names from the list, the chair of the Administrative Staff Panel will then randomly draw five names to be seated as the Grievance Panel and one name to be the alternate.
      4. The alternate shall attend all panel proceedings and will vote only should any of the five seated members be unable to fulfill the duties of a Grievance Panel member.
    4. One member of the selected Grievance Panel shall be selected to chair the Grievance Panel by the seated Grievance Panel.
    5. Administrative Staff Panel established by the Staff Senate. The chair of this panel will conduct the selection process.
    6. Administrator: An SIUE administrative professional employee, including a Vice Chancellor, Associate Vice Chancellor, Assistant Vice Chancellor, director, dean, chair or equivalent, who manages or oversees SIUE policies, procedures and/or personnel.
    7. Advocate: A member of the University administrative professional staff who has agreed to advise and/or represent the Grievant or Respondent during the course of the grievance. The identity of the advocate must be made known to the other party and Hearing Panel in writing prior to the hearing. The Hearing Panel may allow a party to name a different advocate during the course of a grievance upon a showing of good cause.
    8. Burden of Proof: The grievant shall have the burden of proving their case by a preponderance of evidence.
    9. Decision: The final decision by the respective Vice Chancellor made in response to the Grievance Panel Report.
    10. Evidence: Any manner of proof presented at a hearing of a grievance by the parties through testimony, records, documents, exhibits and/or objects for the purpose of showing the truth or falsity of the issues in dispute between the parties to the grievance.
    11. Ex Parte Communication: A communication between a party to a grievance and any member of the Grievance Panel or the respective Vice Chancellor prior to issuance of the final report of the Grievance Panel that pertains to the subject matter of a grievance and is conducted in the absence of the opposing party. Ex parte communications are prohibited unless written consent is given by the absent party.
    12. Grievance Panel Report: The written report of the findings, conclusions and recommendations reached by the Grievance Panel, based upon facts presented in a hearing.
    13. Grievance Hearing: The proceedings in which the Grievance Panel is presented with testimony and other evidence and develops the written record upon which it must base its findings of fact, conclusions and recommendation.
    14. Grievant(s): The person(s) bringing the grievance.
    15. Legal Counsel: A licensed attorney at law representing the legal interest of a party to a grievance.
    16. Notice: Written communication to the parties, respective Vice Chancellor, Director, Office of Human Resources, Grievance Panel Chairperson or other administrators.
    17. Party to a grievance: Grievant(s) and Respondent(s)
    18. Record: The written statements, documentary evidence and the audio tape of the Grievance Hearing. Personal notes taken by the parties involved and by members of the Grievance Panel during the Grievance Hearing and related deliberations shall not be considered part of the Grievance Record.
    19. Relevancy: That quality of evidence which renders its use appropriate in determining the truth and/or falsity of the issues in dispute between the parties to the grievance.
    20. Respondent(s): The person(s) against whom the complaint is brought.
    21. Return Receipt: A receipt including the signature of the individual receiving materials via postal delivery and the date received.
    22. Statement of Grievance: The written document filed with the respective Vice Chancellor. This document shall identify the following:
      1. Respondent(s),
      2. The policy allegedly violated by respondent(s),
      3. The date of the alleged violation,
      4. A brief, clear statement of the reason(s) for the filing and the specific act(s) upon which the grievance is based.
      5. A statement of the relief sought by the grievant.
    23. Testimony: Oral evidence heard by the Hearing Panel and written statements or documents read to the Hearing Panel by any party.
    24. Witness: A person providing evidence for any party in the grievance.
    25. Working Day: Any weekday (Monday through Friday) when the University is officially open and conducting business. All reference to "day" as a time to perform under this Staff Grievance Policy shall be considered a "working day", as defined herein, unless otherwise specifically noted to the contrary.

3.14 Inclement Weather and Other Special Conditions
Approved February 1982
Approved and Revised November 14, 2008
Approved and Revised October 20, 2010
The general policy of the University is to remain open for programs and operations as scheduled. In the event of emergency closure, due to weather or other special conditions, arrangements for pay or time off will be determined in accordance with respective employment contracts and University policies including the University's Inclement Weather and Other Special Conditions Policy.

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.

For the complete Inclement Weather Policy and Other Special Conditions, please visit http://www.siue.edu/misc/inclement.shtml and http://www.siue.edu/policies/2c1.shtml.


3.15 Meals and Breaks
Approved March 23, 1999
Approved and Revised May 12, 2011
Lunch periods are 60 minutes in length with deviations made to accommodate University operations. Employees are entitled to two 15-minute breaks daily to be taken in accordance with the daily operational needs of each department. Lunch periods and breaks cannot be used to begin or end the work day.

3.16 Personnel Records
Approved September 27,1988
Approved and Revised May 12, 2011
Official personnel files are maintained by the Office of Human Resources. The employee's supervisor may maintain a file containing materials related to the employee's work performance. Supervisors are encouraged to share materials related to work performance with employees.

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.


3.17 Progressive Discipline Process
Approved July 1, 2003
Approved and Revised May 12, 2011
Whenever appropriate, progressive discipline will be used to address and correct behavior, enforce policies and encourage employees to successfully fulfill job expectations. Discipline is to be administered fairly, consistently and equitably.

A system of progressive discipline ranges from oral warnings to written warnings to suspension from the job to termination. The level of the discipline will be determined by the severity and frequency of the offense. For offenses deemed to be detrimental to the University and/or its community, progressive discipline may not be appropriate. The University's Progressive Discipline process is administered in conjunction with the Office of Human Resources and is generally applied as follows:
  1. First offense - Oral warning
  2. Second offense - Written warning
  3. Third offense - Discipline including but not limited to suspension
  4. Fourth offense - Discipline including termination

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.


3.18 Rules and Regulations
Approved March 23, 1999
Approved and Revised May 12, 2011
The Office of Human Resources will discuss revisions and recommendations regarding rules and regulations with the Human Resources Advisory Group which is composed of a representative of each Vice Chancellor's area. The Policy Review Panel of the University Staff Senate (USS), the Welfare Council of the Faculty Senate, appropriate Vice Chancellor or individual employees may consult with the Director, Office of Human Resources regarding rules and regulations for consideration. Final revisions and recommendations will be submitted to Chancellor's Council for review.

3.19 Sexual Harassment
The University is committed to creating and maintaining a community free of all forms of harassment, exploitation or intimidation. It is the policy of this University that sexual harassment in any form will not be tolerated. All employees are responsible for taking reasonable and necessary action to prevent sexual harassment. The University will take whatever action is needed to prevent, stop, correct, or discipline an employee for conduct that violates the Sexual Harassment Policy. All members of the University community are encouraged to promptly report any conduct that may violate this policy.

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.


3.20 Smoking Policy
Approved May 12, 2011
Approved and Revised February 19, 2014
Smoking is not permitted inside any University building nor within fifteen (15) feet of any entrance or exit to any building.

For additional information on the University's Smoking Policy, please visit http://www.siue.edu/policies/6a2.shtml.

3.21 Solicitation and Distribution
Approved February 1982
Approved and Revised May 12, 2011
Recognized University groups may solicit funds, membership or other activities. Recognized groups include all University departments and recognized student groups associated directly with the University and engaged in official University business with University participants. The solicitation, collections, distributions, benefit request, sales activities or other similar actions by any other group is not allowed in order to prevent interruption and interference in work activity for personal monetary gain. No person, group of persons, or organization will be permitted to solicit membership in any organization from University employees during work hours or in the workplace. No person, group of persons, or organization will be permitted to solicit funds, solicit membership or engage in union activities on University premises during the normal working hours of the particular work location, except in the settlement of grievances. No permission to solicit will be granted outside the terms of the official solicitation policy of the Board of Trustees.

For additional information regarding solicitation and distribution, please visit http://bot.siu.edu/leg/policies.html.


3.22 Telephone Use
Approved September 4, 1998
Approved and Revised May 12, 2011
University phones are provided to employees for University-related business.

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/.


3.23 Weapons Policy
Possession, use or distribution of any firearms, explosives, dangerous chemicals, or other weapons as defined by Illinois law on University premises or at a University function, except as permitted by University policy, shall result in termination of employment. Unauthorized possession or use of weapons or dangerous substances includes but is not limited to:
  1. Firearms
  2. Explosives and/or explosive devices
  3. Weapons described under Illinois Compiled Statues Ch. 720, sections 5/24-1, 5/24-2, and 5/24-6
  4. Pellet guns and B-B guns
  5. Fireworks
  6. Dangerous chemicals or fuels

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.


CHAPTER 4 EMPLOYEE SAFETY

4.1 Pets in Workplace
Approved September 29, 1969
Approved and Revised May 12, 2011
Approved and Revised January 11 , 2013
No animals are permitted in University buildings or facilities, with the exception of the following: service animals for persons with disabilities, animals used by law enforcement or emergency personnel in the exercise of their official duties, animals used in academic programs for teaching or research, or animals approved pursuant to University Housing resident guidelines.

The University Policy on Pets and Animals Pets in University Buildings Policy is available at http://www.siue.edu/policies/6f1.shtml.


4.2 Video Surveillance
Approved April 24, 2013
The University has established a public safety strategy that incorporates the judicious use of video surveillance technology in public spaces. Such technologies will be used to meet the University's desire to protect persons and property, while avoiding unnecessary intrusions upon academic freedom or individual civil liberties including privacy, freedom of expression and freedom of assembly.


For additional information on the Campus Safety and Security Video Surveillance and Monitoring Policy, please visit
http://www.siue.edu/policies/6f3.shtml.

4.3 Workers' Compensation
Approved February 22, 2012
An employee who suffers an injury or illness during the performance of work must report the injury to his/her supervisor and to the Benefits Department. The employee must complete the following forms available on the Office of Human Resources website at http://www.siue.edu/humanresources/index.shtml:
  1. Initial Workers' Compensation Medical Report
  2. Supervisor's Report of Injury or Illness
  3. Information Release Authorization
  4. Workers' Compensation Witness Report
  5. Demands of the Job

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.


4.4 Workplace Safety
Approved May 12, 2011
Employees are expected to comply with applicable regulatory requirements and promote health and safety in their area of influence. Environmental health and safety standards, safety procedures and compliance information can be obtained from the Emergency Management and Safety department. Employees may also request that an ergonomic assessment of their workstation is performed to ensure they have a safe working environment.

For additional information regarding workplace safety, regulatory standards and procedures, please visit http://www.siue.edu/emergencymanagement.


4.5 Workplace Violence
Approved May 9, 2002
The University's Campus Violence Prevention Committee and a Threat Assessment Team establish violence prevention measures, support systems, resources and strategies through the integration of University policies and procedures regarding violence and threatening behavior, and the prohibition of violence.

For additional information on workplace violence, please visit http://www.siue.edu/policies/2c6.shtml.


CHAPTER 5 COMPENSATION

5.1 Compensation
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised September 5, 2012
The University strives to remain competitive in regard to compensation rates for all employees.

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.

  1. Salary Ranges:
    Each salary grade will be composed of a salary range. Salary ranges for non-represented positions shall be appropriate to requirements of the position and shall be comparable to the ranges of other jobs in the University with similar levels of difficulty and responsibility. Salary ranges for non-represented staff positions will be reviewed on an annual basis. Adjustments in the ranges will be made based on salary survey information, market conditions and comparison to peer institutions. Pay rates above or below the salary range must be approved by Chancellor's Council.
  2. Annual Increment:
    The Office of Human Resources shall be responsible for developing and recommending a plan on an annual basis for the distribution of non-represented staff salary increases. The policy shall include rationale and formula for the distribution of the funds appropriated by the State for salary increases and allocated for distribution to non-represented staff. Employees on an active Performance Improvement Plan will not be eligible for an annual increment increase.
  3. Equity Adjustments:
    When appropriate, the Office of Human Resources will analyze salary equity data for individual positions upon the request of the respective Vice Chancellor. Adjustments in pay may occur on the basis of salary survey information, market conditions and comparison to peer institutions. Employees on an active Performance Improvement Plan will not be eligible for an equity increase.
  4. Longevity Adjustments:
    When appropriate, the Office of Human Resources will analyze longevity data for positions ranked by the Position Management Committee. Adjustments in pay will be based on years of service in current rank or salary grade of the PDQ position. Employees on an active Performance Improvement Plan will not be eligible for a longevity increase.
  5. Outstanding Performance:
    When appropriate, employees may be eligible for an increase based on Outstanding Performance. For consideration, all non-represented staff positions shall have a written job description outlining the duties of that position and a current performance evaluation. Outstanding performance transcends the normal job requirements and may be manifested in a variety of ways depending upon both the individual and the position.

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.


5.2 Compensatory Time
Approved May 12, 2011
Non-exempt employees may earn compensatory time off in lieu of overtime pay. Exempt employees are not eligible to receive compensatory time.

Compensatory time is calculated at one and one-half hours for every hour in pay status in excess of an employee's full work week of 37.5 or 40 hours depending on his/her job classification. Compensatory time should be taken in the pay period following that during which the time was earned; however, use of compensatory time requires supervisor approval. Dependent upon operational needs, the use of compensatory time may be deferred up to 60 days. The University discourages accumulation of excessive compensatory hours.

The following guidelines shall apply to all departments:
  1. Departments are prohibited from requiring that an employee take compensatory time off in lieu of overtime pay.
  2. Departments must have a written understanding from the employee when agreed-upon overtime hours will be recorded as compensatory time in lieu of overtime pay.
  3. Departments are responsible for recording any compensatory time earned/used and maintaining pay records or time sheets to support such recordings.

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.


5.3 Direct Deposit
Southern Illinois University Edwardsville offers direct deposit for employees, student workers and graduate assistantships. All employees are encouraged to take advantage of direct deposit by completing the Direct Deposit Authorization Form at http://www.siue.edu/humanresources/payroll.

For additional information on direct deposit, please visit http://www.siue.edu/humanresources/faq.shtml#payroll.


5.4 Exemption Status
Approved May 12, 2011
Exempt Status - Employees whose positions meet specific tests established by the Fair Labor Standards Act and are not entitled to overtime compensation and/or compensatory time off.

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.


5.5 Hours of Work
Approved January 1, 1985
Approved and Revised May 12, 2011
The administrative work week of the University shall start at 12:00 midnight, Sunday. In departments where around-the-clock operations are required, the scheduled work days within the administrative work week will be adjusted to provide for more than the regular five-day operation.

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.


5.6 Pay Dates
Approved May 12, 2011
The University has scheduled pay dates for employees. Generally, hourly employees are paid bi-weekly on the Friday following the week worked. Salaried (exempt and non-exempt) employees are generally paid semi-monthly on the 16th and last business day of the month.

For a schedule of current year pay dates, please visit http://www.siue.edu/humanresources/payroll.


5.7 Salary Deferral
Approved May 12, 2011
Employees who work less than a full 12-month employment contract may elect to participate in salary deferral. Salary deferral is a process that defers a portion of salary during a contract period and pays the deferred compensation during the break period. An employee may elect to receive compensation over a twelve (12) month period (paid over 24 semimonthly payrolls) instead of the contract employment period (9, 10, or 11 months). In compliance with IRS code the defer pay election must be made and received by Payroll before the employee starts working.

For additional information on salary deferral, please visit http://www.siue.edu/humanresources/payroll/.


5.8 Wage Assignments, Garnishments, and Child Support
Approved May 12, 2011
The Payroll Department may receive court orders for garnishments, bankruptcy withholdings, and/or child support. A garnishment is an order that directs the University to withhold money from an employee's paycheck and to forward that money to the court or garnishing agency for payment of a debt owed. SIUE must comply with all court orders and withhold the appropriate deduction from an employee's pay. The amount typically required for withholding is 25% of gross earnings less deductions required by law.

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:
  1. Child support and support in arrears
  2. Spousal support and support in arrears
  3. Chapter 13 Bankruptcy
  4. Credit Garnishments
  5. Tax Levies
  6. Defaulted Student Loans

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.


CHAPTER 6 REWARDS AND BENEFITS

6.1 Benefit Accrual and Change in Status
Approved March 23, 1999
Approved and Revised May 12, 2011
Employees transferred into or out of an administrative, professional, civil service or faculty position will accrue benefits at the rate established standards for the new appointment and will not be entitled to any excess benefit. In the event that an employee may lose an excess benefit due to a change in status or due to assuming a new position, the employee must use the excess benefit prior to the change in status or prior to assuming the new position. Exceptions may be made for positions reclassified due to compliance with regulatory obligations.

6.2 Bereavement Leave
Approved March 23, 1999
Approved and Revised May 12, 2011
Bereavement leave is for employees to attend the funeral of a member of their immediate family or household as determined by their employment classification. The immediate family is defined as spouse, same sex domestic partner, civil union partner, child, parent, brother, sister, grandparent, grandchild and corresponding in-laws.

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.


6.3 Change in Marital Status
Approved May 12, 2011
Employees are responsible for notifying the Office of Human Resources of a change in marital status, domestic partner status or civil union partner status so that beneficiaries and benefits can be updated. Changes in insurance must be done within 60 days of the change in family status in order to comply with the State of Illinois Central Management Services. Employees may need to change beneficiaries directly with some vendors, such as the Supplemental Retirement Plan (403B) investment provider.

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.


6.4 Civil Union
Per Public Act 96-1513, the State of Illinois now requires employers to provide coverage for Civil Union partners (same sex and opposite sex) and their dependents. Employees who seek to apply for the Civil Union Benefit Program must obtain a Civil Union Partnership Certificate in Illinois and submit it to the Office of Human Resources within 60-days. This information will be kept confidential insofar as the law allows.

Additional information and FAQs regarding benefit coverage for these individuals can be found at http://www.siue.edu/humanresources/benefits/civil_union.shtml.


6.5 Continuation of Insurance Coverage (COBRA)
Approved March 23, 1999
Approved and Revised May 12, 2011
COBRA, (Consolidated Omnibus Budget Reconciliation Act) allows for the temporary extension of health benefits coverage to eligible covered members and their eligible dependents when coverage has ended due to a qualifying event.

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:
  1. Employees
  2. Annuitants
  3. Survivors previously receiving an annuity
  4. Spouse
  5. Same sex domestic partner
  6. Civil union partner
  7. Dependent children
  8. Child born to or placed for adoption with the covered employee during a period of COBRA

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.


6.6 Dental Insurance
The State of Illinois' dental insurance plan is available to both Southern Illinois University Edwardsville employees and their dependents who are eligible to receive benefits and who are enrolled in one of the health insurance plans. To be eligible to receive state benefits, employees must participate in and contribute to the State Universities Retirement System.

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.


6.7 Domestic Partner Benefits
Approved May 12, 2011
Revised June 1, 2011
The University has extended recognition of any domestic partnership which meets the eligibility criteria and offers certain benefits to same sex domestic partners of Southern Illinois University Edwardsville employees. Due to the passage of the State's Civil Union law effective June 1, 2011, the domestic partner dependent category for insurance coverage is no longer available for any new same sex domestic partners. Dependents currently enrolled in this category will continue to have insurance coverage as long as they remain eligible and premiums are paid.

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 .


6.8 Employee Assistance Program
The Employee Assistance Program (EAP) is a free, voluntary and confidential counseling program for active employees and their eligible dependents participating in the State Employees Group Insurance Program. It is also available to full-time and part-time (50% or greater) employees who have elected not to participate in the State Employees Group Insurance Program.

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.


6.9 Family Medical Leave Act (FMLA)
Updated March 8, 2013
Approved March 23, 1999
Approved and Revised May 12, 2011
Employees are eligible for family and medical leave in accordance with the Family and Medical Leave Act of 1993 as amended. To be eligible for family and medical leave, an employee must have worked at SIUE for at least 12 months or one academic year. The employee must also have worked at least 1,250 hours during the preceding rolling 12-month period. With appropriate eligibility, documentation, and notification, family and medical leave of up to 12 work weeks once every 12 months is available in the event of:
  1. Birth or placement of a child for adoption or foster care
  2. To care for an immediate family member (child, spouse, civil union partner or parent) with a serious health condition
  3. When an employee is unable to perform the functions of his or her position due to a serious health condition
  4. Because of a qualifying exigency when a family member (child, spouse, civil union partner or parent) is on active duty or called to active duty status in support of a contingency operation as a member of the Armed Forces, National Guard or Reserves
  5. To care for an immediate family member (child, spouse, civil union partner, parent, or next of kin) who is a covered military service member with a serious injury or illness

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.


6.10 Flexible Spending Account
The Flexible Spending Account is a program offered by the Illinois Department of Central Management Services (CMS) and is comprised of two assistance plans, the Medical Care Assistance Plan (MCAP) and the Dependent Care Assistance Plan (DCAP). Through these plans, state employees can pay for out-of-pocket medical expenses and/or work-related dependent care expenses during the plan year with tax-free dollars.

For additional information regarding flexible spending accounts, please visit http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/FlexibleSpendingAccounts.aspx.


6.11 Health Insurance
The State of Illinois' health insurance plan is available to both employees and their dependents. Part-time employees may elect to waive health insurance coverage. Full-time employees may elect to opt out of the health, dental, and vision coverage with proof of enrollment in another comprehensive health plan.

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.


6.12 Health Insurance Portability and Accountability Act (HIPAA)
Approved May 12, 2011
The University complies with the Health Insurance Portability and Accountability Act. This includes respecting employees' rights to maintain the privacy of their health information and ensuring appropriate security of all protected health information.

6.13 Holidays and Holiday Pay
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
The University will be closed and all employees will be excused, except in emergencies and for necessary operations, on the following holidays: New Year's Day, Memorial Day (as determined by the law of the State of Illinois), Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and five holidays to be designated by the Chancellor before July 1 of each year.

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.

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, as necessary operations permit, either (1) the scheduled day off nearest the recognized holiday, or (2) an additional day's pay at the regular rate.

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.


6.14 Jury Duty
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Permanent, apprentice, learner, trainee, and provisional employees who are called for jury duty or subpoenaed by any legislative, judicial, or administrative tribunal will be allowed time away from work with pay for such purposes provided such service is not required for appearing as (1) a plaintiff, complainant, defendant or respondent in a non-job related proceeding involving such employee; (2) an expert witness when the employee is compensated for such appearance; or (3) a plaintiff or complainant in a proceeding in which the Board or any employer representative is a defendant or respondent.

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.


6.15 Life Insurance
The State of Illinois' Basic Term Life insurance is automatically provided to employees eligible to receive state benefits. Full-time and part-time employees receive term life insurance in an amount equal to their annual salary at no cost. Up to $50,000 of this life insurance is tax exempt. Any insurance in excess of $50,000 will be taxed as imputed income in compliance with IRS guidelines.

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.


6.16 Long Term Disability Insurance
Long term disability insurance is optional insurance that employees may purchase. The voluntary LTD plan supplements the State Universities Retirement System (SURS) benefits if an employee becomes disabled due to sickness or injury. A preexisting condition limitation is applicable for the first two years of coverage. Employees pay the full cost for long term disability insurance. New employees who are eligible to receive benefits are guaranteed coverage in this plan if they apply within their first 60 days of employment. All other eligible employees can apply for coverage at any time by answering questions about their health. The insurance carrier has the right to approve or reject any such request for coverage.

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.


6.17 Medical Leave of Absence
Approved May 12, 2011
A leave of absence without pay may be granted to a status employee for medical reasons if the leave is justified for health reasons and supported by medical documentation. Employees must have a physician's release to return to employment.

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.


6.18 Military Leave
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
The University will comply with the Military Leave of Absence Act, 129 Ill. Rev. Stat. 500 et seq., as amended. An employee who is a member of any reserve component of the United States Armed Forces or any reserve component of the Illinois State Militia shall be granted leave for any period actively spent in such military service, including:
  1. Basic training
  2. Special or advanced training, whether or not within the State, and whether or not voluntary
  3. Annual training

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.


6.19 Mutual Benefit Leave
Employees may request a mutual leave of absence without pay during the time period June 16-August 15 subject to approval by the employee's immediate supervisor and Director of Human Resources. An employee on a mutual benefit leave will not accrue any sick leave and/or vacation time until the employee returns to work and will be responsible for paying any premiums required for continuation of benefits. An employee's seniority date is not affected by any mutual leave time taken.

6.20 Professional Development Leave
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
An administrative/professional employee shall be eligible for professional development leave(s) with pay. All leaves approved hereunder are tentative until ratified by the Board of Trustees. Professional development leave will be considered when demonstrable benefits would accrue to the employee and the University by the grant of such a leave. Such benefits may include, but are not limited to, increasing the effectiveness or efficiency of the higher education processes of the University; improving the professionalism of the employee in the performance of assigned responsibilities; and retraining and reorienting employees for new roles within the University.

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.



6.21 Release Time
Approved May 12, 2011
Release time with pay may be granted to administrative/professional staff for participation in professional development activities which are mutually beneficial to the University and the employee. Release time would normally be used for activities of brief duration or those occurring intermittently over a longer period of time. Such activities include, but are not necessarily limited to, attendance at professional meetings, fellowships, internships, research work, and continuing education. In order to qualify for release time, the employee must provide a written statement documenting the need for the release time, i.e., the professional activity to be pursued, the expected duration of the activity and the recommended nature of relief from specified assignments. Examples of ways such relief may be provided include reassigning duties within the unit, extending deadlines and/or hiring temporary staff. Written approval by the department supervisor for the use of release time is required. The approval will include a statement regarding the relief from specified assignments that will be provided.


6.22 Retirement-State Universities Retirement System (SURS)
Newly hired faculty and staff with an employment period of four months or more will participate in the State Universities Retirement System (SURS) in lieu of Social Security. A mandatory contribution is deducted on a pre-tax basis from earned income and contributed to SURS. The State of Illinois contributes to the retirement system based on actuarial studies and pertinent law. Contributions to SURS will not be subject to Federal taxes until funds are withdrawn following retirement. Qualified distributions are not taxed by the State of Illinois.

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.


6.23 Retirement-Supplemental Optional
The University has two optional retirement plans available for interested employees. The Supplemental Retirement Plan (Plan) is a voluntary defined contribution plan designed to have tax-favored status under IRS Code Section 403(b). Employees may choose to make pre-tax contributions and/or after-tax Roth contributions through payroll deduction. Employees may select from a list of approved vendors and direct the investment of their contributions by working with the vendor representative. Investment earnings accumulate on a tax-deferred basis until retirement.

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.


6.24 School Visit Leave
Approved April 24, 2013
An employee may take unpaid School Visit Leave of up to a total of 8 hours during any school year, and no more than 4 hours of which may be taken on any given day, to attend school conferences or classroom activities related to the employee's child if the conference or classroom activities cannot be scheduled during non work hours. School Visit Leave can only be taken after the employee has exhausted all accrued vacation leave, personal leave, compensatory leave and any other leave that may the employee may be eligible for except sick leave and disability leave. Before arranging attendance at the conference or activity, an employee must provide their supervisor with a written request for leave at least 7 days in advance of the time the employee is required to utilize the school visitation leave. In emergency situations, no more than 24 hours notice shall be required. Supervisors have the right to require documentation of the school visit including time and date the school visit has occurred and ended within 2 days of the school visit. Employees are expected to consult with their supervisor so that their scheduled leave does not disrupt the operations of the department.

6.25 Sick Leave
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised February 22, 2012
Approved and Revised September 5, 2012
Professional administrative staff employees will be eligible for sick leave benefits in accordance with the following:
  1. Accruable sick leave benefits will be granted to Professional Administrative staff employees on full-time academic or fiscal year continuing appointments at the rate of 7.2 work days (the equivalent of 10 calendar days) per year. Employees on a continuing appointment of less than twelve months or less than a 100% appointment will earn sick leave prorated to their length of contract and/or appointment percent. Benefits are granted at the beginning of the fiscal year. Professional Administrative staff employees on term appointment will not be eligible to earn Accruable sick leave.
  2. Non-accruable sick leave benefits will be granted to Professional Administrative staff employees on full-time fiscal year appointment at the rate of 43 work days (the equivalent of 60 calendar days) per year. Employees on a continuing appointment of less than twelve months or less than a 100% appointment will earn sick leave prorated to their length of contract and/or appointment percent.
  3. Sick leave for Professional Administrative staff employees will be used in the following order until each type of leave is exhausted:
    1. Non-accruable sick leave from the current year
    2. Sick leave accrued before January 1, 1984
    3. Sick leave accrued on or after, January 1, 1998
    4. Sick leave accrued from January 1, 1984 through December 31, 1997
  4. Sick leave guidelines for represented Professional Staff are defined in the negotiated contract.
  5. Employees supported entirely by external funding such as federal or state grants will receive sick benefits in accordance with the funding levels set by said grants.

The following sick leave policies are applicable to all employees regardless of their classification:

  1. Sick leave shall not accrue during periods of leave without pay or other non-pay status.
  2. There is no limit in the amount of accruable sick leave that may be accumulated.
  3. Holidays recognized by the University will not be included in sick leave.
  4. Sick leave will be transferable within the Southern Illinois University system.
  5. All records of annual and extended sick leave benefits shall be maintained in the office of the fiscal officer.
  6. Excessive Use and/or Abuse of Sick Leave- The University may refuse to authorize or approve sick leave pay benefits if it is determined that the claim for sick leave is fraudulent based on unauthorized purposes. Sick leave abuse occurs when an employee uses sick leave for unauthorized purposes or misrepresents the actual reason for charging an absence to sick leave. Sick Leave abuse may also occur when an employee establishes a pattern of sick leave usage over a period of time, such as the day before or after a holiday, on a Monday and/or Friday, after a payday, any one specific day, half-day, or a continued pattern of maintaining zero or near zero sick leave balances. The University reserves the right to require acceptable evidence of illness, injury, or disability before allowing any sick leave benefits. Employees who misuse sick leave may be subject to the University's progressive disciplinary action which may result in suspension or termination from employment.
  7. Notification to supervisor of absence- An employee who is (or expects to be) absent from work shall notify the appropriate supervisor immediately, and, in cases where the absence will be for more than three (3) days, the employee shall notify the supervisor of the anticipated length of absence so that arrangements can be made to fulfill the employee's duties during said absence.
  8. Return to work- A physician's certification sent directly to the Office of Human Resources is required for an employee to return to work following sick leave taken in excess of seven (7) consecutive workdays. However, the University may require a physician's certificate after an absence of three (3) days for personal illness, or as is deemed necessary.
  9. Sick leave accrued balances are separated by certain dates to be consistent with the State rule changes to sick leave. The following accruable sick leave periods shall be applicable:
    1. accruable sick leave earned and unused before January 1, 1984
    2. accruable sick leave earned and unused January 1, 1984 through December 31, 1997
    3. accruable sick leave earned and unused after January 1, 1998
  10. Employees who use sick leave during University closure due to inclement weather or other emergency closures must use sick time for the closure period.
  11. Employees receiving sick leave pay may not work elsewhere without forfeiture of this pay, except when outside employment has been approved by the University.

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.


6.26 Temporary Leave to Answer Subpoena
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
An employee who is summoned by subpoena to appear in a court action on behalf of the University, or other state or federal agency hearing or proceeding shall be permitted to be absent without loss of pay. If payment other than travel expenses is received for services as a witness, the employee may choose to retain payment or charge the absence against vacation leave or take the leave without pay.

6.27 Temporary Leave With Pay
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
A temporary leave of absence with pay may be granted upon request for reasons, including but not limited to emergency illness of family, funeral leaves, jury duty and military leaves. Temporary leave with pay shall not exceed two weeks (10 working days) during any fiscal year.

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:

  1. Emergency Leave - for care of hospitalized, critically ill members of the employee's immediate family: Immediate family is defined as spouse, same sex domestic partner, civil union partner, child, parent, grandparent, brother, sister and corresponding in-laws of an employee.
  2. Funeral Leave - allows for attendance at the funeral of immediate members of the employee's family. Immediate family is defined as the spouse, same sex domestic partner, civil union partner, child, parent, grandparent, brother, sister and corresponding in-laws of the employee.
  3. Military Leave - temporary duty not to exceed two weeks.
  4. Jury Duty - a leave of absence without loss of pay will be granted for time actually spent on jury duty.


6.28 Temporary Leave Without Pay
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Each full-time employee may request a leave of absence without pay for a specified reason and for a specified duration not to exceed one (1) year. Such leave must be recommended by the respective Vice Chancellor, subject to approval by the Director of Human Resources. All accrued vacation must be taken prior to a leave of absence without pay. An approved leave will assure the staff member's return to the same position. The employee's office or department shall take steps to fulfill the employee's duties during his/her absence.

6.29 Termination of Employment and Effect on Benefits
Approved May 12, 2011
When an employee terminates his/her employment or retires, he/she or his/her beneficiaries should be aware of the following University guidelines:
  1. Termination
    1. All employees who terminate from the University must return all University property including, but not limited to, laptops, ID cards, credit cards, keys, parking service permits, etc, prior to their last day of work. Before final pay will be issued, employees must also submit any necessary travel reports and/or phone reimbursements, unpaid parking tickets, and any other amounts due the University, prior to their last day of work. Payroll deduction items such as a balance due for parking hang tags and/or payroll overpayment corrections will be withheld from the employee's final pay if necessary.
    2. Benefit plan coverage ceases at midnight the day of termination. An employee may continue health, dental, and vision coverage for up to a specified period of time through COBRA. State life insurance may be converted to an individual policy.
    3. Contributions to a pre-tax Medical Plan and/or Dependent Care plan will cease upon termination of employment unless an employee completes a MCAP COBRA form prior to termination. If employees elect to continue the MCAP, they are required to continue participation throughout the end of the plan year. Only claims incurred during participation in a MCAP are eligible for reimbursement.
    4. Supplemental Term Life Insurance may be continued under a portability feature. Group Long Term Disability Insurance may be converted to an individual plan.
    5. Tuition waiver benefits continue through the end of the semester for which it was granted.
  2. Retirement
    1. Final pay amounts must be completed for retiring employees before the information may be sent to the State Universities Retirement System (SURS). This includes retroactive pay increases, overtime pay, adjustments/corrections to pay, and buyouts of vacation and sick time. The final pay determination may be delayed in the event of an annual retroactive pay increase for an employee. The benefits department will communicate with retiring employees to inform them of pay amounts that occur after their last day worked as such an occurrence will affect the retirement filing with SURS.
    2. An employee who achieves 20 or more years of service credit and qualifies for state insurance benefits in retirement, receives fully paid retiree health insurance benefits. Employees with less than 20 years of service credit share in the cost of health insurance premiums based upon years of service credit. The State of Illinois pays 5% of the retiree´s premiums for each year of service up to 20 years.
    3. State Life Insurance will remain the same amount if the retiree is less than 60 years of age. At age 60, the basic life amount is changed to $5,000 plus any optional coverage elected times the basic amount. Retirees may convert the difference in coverage to either a term or whole life individual policy and pay the new premium.
    4. Supplemental Term Life Insurance may be converted to an individual policy with a maximum amount of $10,000. Retirees and their dependents receive tuition waiver benefits only for the SIU system.
  3. Death
    1. In the event of the death of an employee with active employment status, the employee's department should complete a termination form effective the last day worked. Additional documentation is required prior to the final pay processing. For information, please contact the Office of Human Resources at (618) 650-2190. Payroll will process the final pay amounts in compliance with the law after the appropriate documentation is received.
  4. Layoff
    1. Employees on seasonal layoff may maintain continuous coverage of all insurances and tuition waiver benefits. Central Management Services (CMS) of the State of Illinois bills employees directly for the employee premium for life, health, and dental insurances during the layoff period. Employees must submit payment directly to CMS. Per the State regulations, payments due to CMS may not be withheld through payroll deduction when the employee returns to work.
    2. Employees are responsible for other insurance costs normally deducted through payroll withholdings such as Supplemental Term Life Insurance and Group Long Term Disability Insurance. The premium cost will be accumulated during the layoff period and deducted from the first payroll after the employee returns to work.
    3. Employees on permanent layoff will have their insurance coverage terminated on the day after the layoff. An employee may continue health, dental, and vision coverage through COBRA for up to 18 months. State Life Insurance may be continued under the group plan for up to 12 months. After 12 months the life insurance may be converted to an individual plan.
    4. Tuition waiver benefits for permanently laid-off employees continue for one year after the date of layoff.

6.30 Tuition Waiver
Approved March 23, 1999
Approved and Revised May 12, 2011
The Office of Human Resources approves and processes waivers of tuition and fees for the following:
  1. Civil Service
  2. Faculty
  3. Administrative Staff and Professional Staff
  4. Dependent of 7-Year Employee
  5. Spouse, same sex domestic partner, civil union partner or Dependent of Deceased Employee
  6. Retirees
  7. Persons on Layoff or Termination Status
  8. Inter-Institutional Waivers

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.


6.31 Vacation
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised September 5, 2012
Professional Administrative Staff employees will be eligible for vacation benefits in accordance with the following:
  1. Administrative Staff appointments qualify for vacation benefits if they cover periods of at least six months. Vacation is earned at the rate of 2.0834 days per month prorated to the percentage of appointment.
  2. For persons serving in administrative professional positions, a period of vacation in excess of two continuous weeks will require special approval by the respective appropriate functional area director or dean.
  3. Employees supported entirely by external funding such as federal or state grants will receive vacation benefits in accordance with the funding levels set by said grants and may have specific vacation days designated by the University.

The following vacation polices are applicable to all employees regardless of their classification:

  1. Vacation accrual balances are limited to two years of accrued and unused vacation leave time. Employees will continue to accrue vacation if they have reached the amount of vacation they could accrue in a two-year period at their current rate of accrual up to June 30 of each year. Vacation records are reviewed on June 30 of each year to ensure that employees do not exceed this limitation. Excess vacation leave time beyond the two year accrual shall not be carried forward beyond June 30 and cannot be used.
  2. Vacation time will continue to accrue while an employee is using paid vacation leave. However, vacation leave is not accrued during periods of leave without pay or other non-pay status.
  3. Holidays recognized by the University are not included in vacation leave.
  4. Vacation leave must be scheduled in advance with an employee's department and will be at the discretion of the supervisor depending upon the operational needs of the department. However, at their discretion, supervisors may allow employees to use vacation time without advance notice.
  5. University employees who transfer from one position to another within the University will carry forward their accrued and unused vacation balances within the approved limits.
  6. Employees who terminate their employment will be paid a lump sum of all applicable accrued and unused vacation leave within the approved limits. In the event of death, such payment will be payable to the estate of the deceased employee.
  7. Employees who are scheduled for vacation during University closure due to inclement weather or other emergency situations must use vacation during the closure period.
  8. Individual departments may also have more specific vacation policies in order to meet operational needs.
  9. Employees whose salaries are funded solely by an external grant may not carry over unused vacation from one grant period to the next.

For additional information regarding vacation for Professional Administrative staff, please visit http://www.siue.edu/humanresources/benefits/leaves/index.shtml.


6.32 Vision Insurance
Employees and enrolled dependents participating in a state health insurance plan have the same vision coverage regardless of the health plan selected. Co-payments are required.

For additional information regarding the vision plan, please visit http://www.siue.edu/humanresources/benefits/overview-eligibility.shtml.


6.33 Voting Time
Approved March 23, 1999
Approved and Revised May 12, 2011
Employees will be excused, without pay, to vote in a general election for a period of time not exceeding two (2) hours provided the employees are scheduled to work more than four (4) hours during the hours the polls are open.

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

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