Policies & Procedures

Policies for Civil Service Employees

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.

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
Approved and Revised December 14, 2016

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 more than three 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 & Conflict of Commitment

Approved November 12, 2014

The University recognizes that University employees have professional contributions to make beyond their primary employment. Many outside activities in which an employee may wish to engage, such as certain outside employment, private activities, involvement in public organizations, public service and political involvement, present no conflicts of interest and can enhance the reputation of the University. When engaging in an otherwise permissible activity or endeavor, the employee must make clear when he/she is acting as a private individual rather than aa representative of the University.

An employee's performance of assigned duties, activities and other related responsibilities for the University must be given priority over any concurrent employment outside the University.

Employees should not engage in business, accept employment outside the University or otherwise engage in any non-University activity when such business, employment or activity creates a conflict of interest or a conflict of commitment.

A conflict, as prohibited by this policy may occur as a result of either a conflict of interest or a conflict of commitment. A “conflict of interest” generally encompasses any situation wherein an individual employee influences University business, teaching, research or other decisions in ways that leads or could lead to any form of personal financial gain for their individual or his/her family or that gives or appears to give improper advantage to others to the detriment of the University. A “conflict of commitment” encompasses any situation wherein non-University activities undertaken by individual employees are sufficiently demanding of the individual’s time and attention as to interfere with assigned duties or with his/her responsibilities to students or to the University. It is the responsibility of employees to manage external activities so that they do not interfere with University obligations.

All University employees must follow the disclosure requirements and rules for externally sponsored projects.

University employees are permitted to accept employment outside the University provided that such employment does not interfere with an employee's assigned duties. Before engaging in any activity that may reasonably appear to directly affect the employee’s University responsibilities, civil service employees may, but are not required to, complete and submit a Disclosure Report of Proposed Non-University Activities and Financial Interests seeking approval for such outside, concurrent employment activity from their respective dean or director. Civil service employees are expected to abide by this policy regardless of whether approval for non-University activities is requested and/or approved.

The dean or director is encouraged to seek guidance and information from the SIU Ethics Officer or Director, Office of Human Resources, regarding a potential conflict of interest or conflict of commitment and should approve or disapprove outside employment within fourteen calendar days of the request. Employees may accept outside employment pending approval or appeal of a denial as long as the employee acknowledges that he/she will immediately cease the outside employment if disapproved or if the appeal process is exhausted.

Dean or director disapproval of any proposed non-University activity may be appealed in writing by the employee to the respective vice chancellor. The appeal must contain the employee’s detailed rationale for seeking approval. Disapproval of the proposed non-University activity by the respective vice chancellor may be appealed by the employee, in writing, the Chancellor who will be responsible for the final institutional decision.

Conflict of Interest

The following are examples of conflicts of interest requiring disclosure. These examples are illustrations only and are not meant to be exhaustive:

• A member of the employee’s family has a financial interest or management position known to the employee in an outside entity and the employee negotiates or authorizes on behalf of the University a contract or other business transaction for services, goods or product.
• An employee serves in an executive or managerial capacity or holds significant financial interests in an entity doing business with the University.
• An employee conducts consulting or other non-University income producing activities involving University students or other University staff.
• An employee uses the University’s classrooms, research laboratories and/or other academic and general administrative facilities for personal and private financial gain.
• An employee hires or directly supervises a student in outside business activities while simultaneously serving as the student’s instructor, advisor, and supervisor or as a member of the student’s thesis or dissertation committee without the prior written approval of the chair of the student’s academic unit.
• An employee participates in activities for a for-profit or not-for-profit business or entity engaged in commercial, educational or research activities similar to those of the University.
• An employee or an employee’s family member has or may have a financial or other interest which impairs the employee’s independent and unbiased judgment in the execution of his/her responsibilities to the University.
• An employee’s outside activities, associations or appointments may give the appearance that University resources (including any time of University personnel, funds, facilities, the University’s reputation or other assets) are diverted from their intended purpose.

The following are examples of activities that are not normally considered conflicts of interest. They are exempt from disclosure, unless they are so extensive in time and effort that they constitute a potential conflict of commitment. Though these activities do not require disclosure under this Policy, the State Officials and Employees Ethics Act restricts the acceptance of honoraria from prohibited sources:

• An employee prepares, publishes, or presents scholarly or creative works, including books, articles, and software, even if honoraria, stipends, or royalties may be provided.
• An employee participates in professional conferences for the purpose of making scholarly presentations or conducting seminars or workshops, even if paid an honorarium.
• An employee serves as a special reviewer or on a review panel for academic or governmental organizations, even if paid an honorarium.
• An employee serves as a reviewer or editor for a scholarly journal, even if financial consideration is provided.

Conflict of Commitment

The following are examples of conflict of commitment requiring disclosure. These examples are illustrations only and are not meant to be exhaustive:

• An employee engages in non-University activities that will or can reasonably can be expected to significantly interfere with the employee’s ability to fully or effectively perform obligations to University.
• An employee works or volunteers in a non-University capacity during times that overlap his/her normal SIUE working hours.
• An employee works or volunteers in a non-University capacity for so many hours that his/her effectiveness at his/her SIUE job could be impaired.

Employees assigned to units reporting directly to the Chancellor must obtain the approval of the Chancellor.

In addition, employees are not permitted to use University facilities, personnel, resources, funds, or equipment not available to the general public in furtherance of their outside employment unless authorized by the appropriate Vice Chancellor and provided that such use is permitted by the State Officials and Employees Ethics Act.

Acknowledgements: The following resources and agencies were utilized in the development of this policy: Eastern Illinois University, Internal Audit Policies and Procedures #22, Supplementary Personal Services; Southern Illinois University Carbondale policy, Conflict of Interest: Non-University Activities and Financial Interests; University of Illinois, Policy 16.01, Conflict of Interest; University of Illinois Policy on Conflicts of Commitment and Interest; Indiana University Conflicts of Interests Policy; University of Vermont, Policy V.1.2.1, Conflict of Interest and Conflict of Commitment; Seton Hall University, Conflict of Interest and Commitment Policy

3.7 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.

3.8 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.

3.9 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.

Find additional information regarding SIUE's Drug and Alcohol policy.

3.10 Electronic Communication (E-Mail) and Internet Use

For additional information regarding Information Technology Policies.

3.11 Employee Conduct

Approved 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.

3.12 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 workLobbyist activity and service on boards and commissions Employment by outside vendors of ex-State employees who were formally involved in procurement decisions Protection for "whistleblowers" Communication on procurement activities

The law requires that each employee complete, at least annually, ethics training conducted by the University.

Employees seeking further information may contact the SIUE Ethics Officer at (618) 650-2190.

3.13 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 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.

3.14 Grievance Process

Approved January 1983
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised April 24, 2013

Civil Service Employee Grievance/Problem Resolution Procedures apply to non-represented status civil service employees who have completed the respective probationary period and who are not covered by a collective bargaining agreement/union. 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 Policy 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 respective Vice Chancellor (or designee), in consultation with the Chancellor, for eligible issues.
5. Step 5 is sent to the Board of Trustees.

Employees shall not be discriminated or retaliated against for exercising their rights under this grievance/problem resolution policy.

1. EligibilityThis policy applies to non-represented status civil service 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 civil service 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.
2. Grievable and Non-Grievable IssuesDiscipline 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.
3. Complaints Involving Affirmative Action Policies
   
   1. 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.
   2. 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.
   3. 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.
   For additional information regarding SIUE's affirmative action policies, please visit EOA.
4. Filing a GrievanceBefore a formal grievance may be filed, potential grievance issues must first be discussed by the parties directly involved. If the issue is not resolved, the grievant shall discuss his/her complaint with the immediate supervisor to attempt to resolve the complaint. Within five working days, the supervisor will attempt to resolve the dispute to the satisfaction of both parties. If the grievant is not satisfied with the resolution, the grievant may, within five days, discuss the issue with the person to whom their supervisor reports. If the issues are not resolved within five working days, the grievant may then begin the grievance process by providing the respondent/immediate supervisor with written notification of his/her intent to file a formal grievance and submitting a completed Grievance Form and all relevant documentation.
5. Determination of Appropriate Steps for Filing a GrievanceAs 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 LimitsRegardless 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. 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. However, 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 reason for the decision as to whether to extend or not extend the time limits.
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, in consultation with the President of the Staff Senate, 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 respected Vice Chancellor (or designee) within ten (10) days of receipt of the Step 3 response due date.
      3. The respective Vice Chancellor (or designee) has fifteen (15) working days from receipt of the Step 3 grievance to arrange a meeting for the purpose of discussing the grievance. The employee/grievant shall have the right to have present such witnesses and representatives as deemed necessary.
      4. The respective Vice Chancellor (or designee), in consultation with the Chancellor, within ten (10) days following the meeting will provide the employee/grievant a written response to the grievance, including reasons for the decision.
      5. The decision rendered by the respective Vice Chancellor (or designee) concludes the internal grievance procedure and there are no further internal reviews or procedures.
   5. Step 5
      1. If an informal or formal resolution cannot be achieved at any of the previous steps then the employee(s) may apply to the Board of Trustees for further appeal as provided in the Board of Trustee policies. 
8. Disposition of RecordsThe Office of Human Resources shall be responsible for implementing, monitoring, and maintaining custody, security, and confidentiality of all records pertaining to grievances under this policy.

3.15 Inclement Weather and Other Special Conditions

Approved 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 information. 

3.16 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.

3.17 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. 

Request for Disclosure of Public Records Form.

3.18 Progressive Discipline Process

Approved July 1, 2005
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.

3.19 Rules and Regulations

Approved 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.

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

3.21 Smoking Policy

Approved May 12, 2011
Approved and Revised February 19, 2014
Approved and Revised June 15, 2015

3.22 Solicitation and Distribution

Approved 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.

3.23 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.

3.24 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