Policies & Procedures

Policies for Civil Service Employees

Chapter 2 Employment Policies

2.1 Affirmative Action

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 EOA.

2.2 Alternative Work Schedules

Approved March 17, 2010
Approved and Revised August 5, 2015

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.

1. 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 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.

2.4 Employment Process

Approved March 1991
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011

The Civil Service Testing and Employment Section of the Office of Human Resources is established as a centralized employment agency for all civil service positions within the administrative jurisdiction of the University. Any person seeking University employment in a civil service position shall be directed to the Civil Service Testing and Employment Section.

When a vacancy in a civil service 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 responsibility for recruitment with the assistance of the Office of Human Resources.

1. Applicants shall generally have a minimum of ten working days within which to apply after the position is posted, unless waived by the Office of Equal Opportunity, Access & Title IX Coordination. All applicants shall be considered.
2. All successful candidates, at the time of their employment, shall sign and receive a Position Description Questionnaire. A copy of the signed Position Description Questionnaire should be forwarded by the Department Head to the Office of Human Resources for inclusion in the employee‑s personnel file.

Subject to appropriate verification, current status employees within the State Universities Civil Service System or regular classified State civil service or personnel code department employees who are selected for permanent employment by this institution, and who enter such employment without break in pay status from Southern Illinois University Edwardsville, will be credited with the amount of unused and unpaid sick leave which they had accrued as of their last day of pay status. Any such sick leave credited in this manner shall be added to that sick leave earned prior to January 1, 1984, and shall be available for use only.

Subject to appropriate verification, status employees will earn current vacation benefits on total State of Illinois service for which they were eligible for vacation benefits.

2.5 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.

2.6 Equal Opportunity Employer

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 EOA or contact the Office of Equal Opportunity, Access & Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL, 62026-1025.

2.7 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.

2.8 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 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) ( 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 then 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: Kurt Schoenborn, University Records Officer, 618 650-3981 / kschoen@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 - Beverly Bevineau, Manager of Employee Relations, Office of Human Resources at 618 650-2159 / bbevine@siue.edu.

Summary

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

Please also refer to the Identity Protection FAQs.

2.9 Job Abandonment

Approved 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.

2.10 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.

2.11 Performance Appraisal and Evaluation

Approved June 1, 1995
Approved and Revised March 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.

2.12 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.

2.13 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.

2.14 Probationary Period

Approved July 1, 1975
Approved and Revised May 12, 2011

An employee who has accepted a status appointment will serve a probationary period of six (6) or twelve (12) months, per the State Universities Civil Service System, beginning on the day the employee is assigned the duties and will end at the close of the last working day of the probationary period. If the probationary period is interrupted by a paid or unpaid leave of absence for longer than five (5) consecutive days, a comparable amount of time will be added to the probationary period. An employee becomes a status employee at the conclusion of the probationary period.

Employees accepting a higher level position within their promotional line will need to serve the probationary period in the new, higher level position. However, a new probationary period will not need to be served if an employee moves into a lower level position within their promotional line.

Candidates employed from the Civil Service reemployment register will not be required to serve a new probationary period in the new position.

The probationary period of employment shall be utilized by the employer as follows:

1. For close observation and evaluation of the employee‑s work
2. For effective adjustment of a new employee to his/her position
3. To determine whether an employee demonstrates the ability and qualifications necessary to provide satisfactory service.

The supervisor shall discuss with the employee his/her progress on the job throughout the probationary period for employees in all classifications.

2.15 Resignations and Separations

Approved March 6, 1978
Approved and Revised May 12, 2011

An employee in a civil service staff position shall, whenever possible, give the appropriate authority at least two weeks’ notice of resignation in writing. 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 absence and of 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 registered letter 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 worked. 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.

1. An employee who does not return to the University within 3 working days after the expiration of a leave of absence without pay 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. An employee may take all accumulated vacation leave prior to retirement or resignation.

1. When using vacation 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.
2. Employees who are retiring may incorporate allowable accumulated sick leave for service credit.
3. 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 be transferred.
4. Except in cases of retirement or termination, the supervisor shall, whenever possible, provide for an employee to use vacation credits prior to separation.
5. Lump sum payment of accrued vacation will be made to the estate of the employee in the event of death. An employee may elect to resign pending disciplinary action.
6. Resigning employees who are using an earned vacation day on their termination date which corresponds with a University holiday may not receive holiday pay. For more information, see Chapter 6.13 - Rewards & Benefits.

2.16 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 SIU Ethics.