Administrative Services

Civil Service Handbook - L

Layoff Policy

(SUCSS 250.110 (c))

Employees on layoff for any period of time will be in non-pay status. Use of vacation leave, compensatory time, sick leave, bereavement leave, jury duty leave, military leave, or any form of paid leave will not be allowed from the beginning of layoff to the return to employment. Employees on permanent layoff will be paid for their vacation and compensatory time in lump sum form with their last check. See SUCSS Rule 250.120 (a) for further information on layoff and SUCSS Rule 250.120 (a) regarding accumulation of seniority during layoff status.

Questions regarding insurance for employees experiencing layoff should be directed to the Benefits Division of Human Resources (298-1853).

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Leaves of Absence

(BOT II.C.7.g.) (SUCSS Rule 250.110.b.)

All leaves must be approved and processed by the Director of Human Resources. For more information contact Human Resources at 298-1971. Leaves are extended periods of absence (part or full time) from regularly scheduled work hours for which the employee:

  1. does not have sufficient vacation and/or sick leave
  2. chooses not to use all vacation and/or sick leave
  3. is not eligible to use vacation and/or sick leave due to the nature of the absence.
Blood and Organ Donor Leave Policy

In accordance with Illinois law (5 ILCS 327 – Organ Donor Leave Act), paid leave is provided for the purpose of organ, bone marrow, blood and blood platelets donation. Employees are not required to use accumulated sick or vacation leave time before being eligible for leave under this policy. (See appendix BB)

Disability Leave

Disability leave is approved by the State Universities Retirement System (SURS). After an employee participates in and contributes to the SURS for two years of service credit, the employee qualifies for disability benefits if the employee cannot perform the duties of the position because of illness. No minimum service is required if the disability results from an accident, only membership in the retirement system is required.

After 60 calendar days of disability or the termination of salary and sick leave payments, whichever is later, an employee will be entitled on a monthly basis to 50 percent of their basic salary compensation on the date the disability occurred or 50 percent of their average earnings during the 24 months immediately preceding disability, whichever is greater. Disability payments are reduced by Workers' Compensation or occupational disease payments for an on-the-job accident or illness. State group insurance continues for an employee on disability.

Educational Leave

Employees may, with supervisor's approval, apply to the Director of Human Resources for an educational leave without pay. If the educational leave is granted for education related to improved qualification of the employee for their current position, insurance benefits may be continued. The employee must contact Benefits to arrange payment and pay the employee portion of the cost. If the educational leave does not meet that criteria, the employee should check with Benefits regarding insurance coverage. For additional information contact Human Resources (298-1971).

Family and Medical Leave Act (FMLA)

Under federal law (Family and Medical Leave Act of 1993), a Civil Service employee at Western Illinois University, may take up to twelve (12) weeks of unpaid, job-protected leave for certain family and medical reasons. Employees who have worked at WIU for at least one year and have worked 1250 hours over the last 12 months are eligible for this leave. Insurance benefits continue for the employee who must check with Benefits to arrange for any payment required. Retirement service credit may be purchased if the employee returns to work at the end of the leave for eight months or a period equal to the length of the leave, whichever is greater. Application forms requesting FMLA will need to be processed prior to leave approval. To apply for FMLA, contact Human Resources (298-1971).

Medical Leave

A medical leave of absence may be granted upon the recommendation of a personal physician and consultation with the Director of Human Resources. If the Director of Human Resources approves the leave, all accrued sick leave must be used until only five (5) days of accrued sick leave remain for the employee. An employee may use all accrued sick leave or retain the five (5) days for future use. Accrued vacation time does not have to be used but may be used at the discretion of the employee.

Insurance benefits continue on a state-paid basis for the employee. However, arrangement for payment of dependent coverage and optional employee insurance coverage must be made with Human Resources or coverage will be terminated.

Military Leave

Leaves of absence are granted for military leave in accordance with BOT regulations II.A.9.b.

Parental Leave (Revised 3/27/15)
  1. An employee may take up to four (4) consecutive weeks of parental leave at full pay commencing upon the birth or adoption of a child by the employee, the employee’s spouse, or domestic partner.
  2. Following the parental leave granted above, the appropriate vice president may approve the employee’s use of sick leave for the recovery of the employee, employee’s spouse, domestic partner, or child.
  3. Upon the positive recommendation from the employee’s immediate supervisor and/or department chair, dean, and/or director, the employee may request to the appropriate vice president or President an appointment and salary at less than 100% employment (e.g., 50% employment will be compensated at 50% salary) for up to eight (8) months after the birth or adoption of a child. The request for less than 100% employment should be made as early as possible and must be taken in eight (8) or less consecutive months. If an employee is granted less than 100% employment after the birth of a child, only the first four (4) weeks of that employment shall be compensated at full salary. Insurance costs will be affected if an employee goes to part-time.
  4. An employee also has the right to additional time off as provided for in the Family Medical Leave Act of 1993.
Personal Convenience Leave

A. Leaves of absence without pay for reasons of personal convenience will not be approved in situations where a replacement is needed. Conversely, if a replacement is not necessary, the leave may be approved by the Director of Human Resources.

B. Prior to approval of such leaves, vacation leave must be exhausted to the extent that only five working days remain in the vacation leave bank of the employee if the leave is for more than 50 percent or only ten days remain in the accrued leave bank if the leave is for 50 percent or less.

C. Exceptions to the above policy may be approved only in situations where critical emergency situations occur; approval will then be at the discretion of the Director of Human Resources or the supervising Vice President.

D. Insurance benefits may be continued if the employee pays the employee and state portion of the cost during the leave. Contact Benefits for arrangements to continue insurance. Retirement credit is not available during a personal convenience leave.

Pregnancy Leave

Pregnancy is considered a medical condition and therefore any request for leave related to pregnancy is considered a request for medical leave. There is no separate leave policy for pregnancy. (Also See Medical Leave and FMLA)

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Benefits While On Leave

Holiday/Vacation/Sick Pay

While on leave of absence without pay, employees will not receive holiday pay nor accrue additional vacation or sick leave benefits.

Insurance Coverage

Employees may continue employee group insurance by making direct payments to CMS if applicable. To determine if state supported basic insurance will continue while on a specific leave, contact Benefits (298-1853).

Retirement Benefits

Employees who are granted a qualifying leave of absence without pay and who return to their position at the end of the leave for eight months or the period of the leave (whichever is less), may file an election to pay employee contributions during the leave to receive service credit for retirement. Ability to contribute depends on the reason for the leave without pay. Employees may continue to receive disability, death, and survivors coverage for up to 120 days during the leave without pay, even though they do not elect to pay contributions during the leave. Check with Benefits (298-1853) or SURS (1-800-ASK-SURS) for details.

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Library Privileges

The University Library is a center for academic study and individual research, as well as a place for personal reading and enjoyment. It is available to all Civil Service employees of the University seven (7) days a week. The facility is located on Western Avenue and has a large parking lot convenient for those using automobile transportation. The resources of the library include approximately one million cataloged volumes and subscriptions to 3500 periodicals and 24 newspapers. Information about specific book titles, their locations, and circulation status is available through ILLINET Online, the statewide library catalog. Information pertaining to periodical literature is available through print indexes, subject area databases on compact disks, and ILLINET Online.

In addition to the main library, there are four branch libraries. These are: Map Library, Tillman Hall; Music Library, Sallee Hall; Physical Sciences Library, Currens Hall; and Curriculum Laboratory, Horrabin Hall. Employees are encouraged to become familiar with the impressive array of resources and personnel in the main library and its branches and utilize the facilities whenever appropriate. A WIU identification card or a driver's license is needed to check out materials from the Library's general book collection. To check on up-to-date Library hours, call 298-2411.

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Lunch Period

Any employee required to work for 7 1/2 continuous hours or longer must be given a 20 minute meal period no later than 5 hours after the start of the work period except as otherwise modified by collective bargaining agreements.

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