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1CSU HR EMPLOYEE HANDBOOKThe CSU Employee Handbook is a reference tool to help managers understand and implementUniversity policies. The goal of these policies is to reflect University values and legal obligations. Themanual provides sometimes specific and sometimes general direction. It does not answer all questions.Neither this manual nor University procedures nor communications are intended to be interpreted as apromise or guarantee of future or continued employment or as stating terms and conditions ofemployment. The University and its employees recognize their mutual right to end their employmentrelationship at any time and acknowledge that such relationship is one of employment at will. Except withrespect to employment at will, reserves the right to change (including, but not limited to, the right toamend, suspend or terminate) its human resources policies and procedures, and its benefit plans andpolicies, including those for retirees, and to make exceptions to its human resources policies andprocedures at its discretion, at any time, without notice.HR Employee Handbook
2ContentsCSU HR EMPLOYEE HANDBOOK . 1EMPLOYMENT . 5Conditions of Employment . 5Verification of Citizenship or Authorization to Work in the United States . 5Background Checks. 7Pre-Employment Drug Testing . Error! Bookmark not defined.Confidentiality . 7PROFESSIONAL WORKPLACE . 8Professional Conduct . 8Equal Employment Opportunity / Harassment-Free Workplace. 8Integrity . 9Employee Relations Obstruction . 9Alcohol and Drug Use . 9Non-Smoking Policy . 10Computer Use . 11Dress Code . 11Social Security Number Use (IDENTITY PROTECTION POLICY) . 12Employment Relationships . 13Open Door Policy. 15Attendance/Tardiness . 15Guidelines . 16ENSURING A SAFE WORK ENVIRONMENT.16Prohibition of Weapons in the Workplace . 16Definition of Workplace Violence . 17Reporting Incidents . 18Employee Responsibilities . 18Manager Responsibilities . 18Actions the University Will Take . 19Americans with Disabilities Act . 19Requesting an Accommodation . 19WORK SCHEDULES .20HR Employee Handbook
3Standard Work Week . 20Student-Based Hours Work Schedules . 20Guidelines for Determining a SBH Work Schedule that is Appropriate . 21Time Tracking and Approval . 21OVERTIME .23Overtime Pay . 23Compensatory Time . 23WAGE LEVIES AND GARNISHMENTS .23PAID TIME OFF .24Vacation . 24Paid Time-Off Accrual . 24Sick Leave . 26Holidays . 26Seasonal Celebrations . 26MISCELLANOUS TIME OFF .28Bereavement Leave. 28Jury Duty . 28Voting Time E . 28Employee Participation in Third Party Legal Matters . 28Employee Participation in Non-University Related Organizations . 28Participation in Non-University Related Organizations on Behalf of the University . 29DUAL EMPLOYMENT .29LEAVES OF ABSENCE.29Medical Leave . 30Personal Leave . 30Family & Medical Leave (FML) . 31Workers’ Compensation. 34Military Leave . 34Military Emergency Leave . 34TERMINATION POLICY .34SEARCH FIRM USE.37INFORMATION SPECIFIC TO CIVIL SERVICE EMPLOYEES .39The Application Process . 40Employment Status. 40Types of Employment . 40HR Employee Handbook
4Probationary Period . 41Seniority. 41Transfers. 41Classification and Salary . 42Promotion . 42Probationary Period . 42Layoff and Unemployment . 43RESIGNATION. 43GLOSSARY .45REVISION CONTROL. 50HR Employee Handbook
5EMPLOYMENTConditions of EmploymentAll perspective employees must verify identity and authorization to work in the United States (asrequired by the Immigration Reform and Control Act, IRCA); authorize and satisfactorily passbackground checks; sign a Confidentiality Agreement, Computer Use Agreement and pass preemployment drug testing.Verification of Citizenship or Authorization to Work in the United StatesThe Immigration Reform and Control Act of 1986 requires that the University review and retaincertain documents verifying that all employees hired after November 6, 1986 are authorized towork in the US. All applicants for employment are advised that the University hires onlyindividuals who are United States citizens, or those with authorization to work in the UnitedStates.On or before their first day of employment, all newly hired employees are required to: Present documents establishing their identity and authorization to work in the UnitedStates; and Complete and sign an Employment Eligibility Verification (Form I-9) attesting to theireligibility to work in the United States.Note: You must bring the required identification and employment eligibility documentation withyou on your first day of work. Your failure to do so may result in the delay of youremployment or placement onto an unpaid leave of absence for up to three days. If therequired identification and documentation is not provided within three days, youremployment may be terminated.If, within your first three days of employment, you provide proof of application forreplacement identification or employment eligibility documentation, you may thereaftercontinue to work. However, you must present the required documents within 90 days oryour employment will be terminated.The Human Resources department is responsible for the verification and recordkeepingprocesses such as: Reviewing the documents presented; Completing the Employer Review and Verification section (Section 2 and certificationsection) of the Employment Eligibility Verification (Form I-9); Retaining the Form I-9 in a separate file from other personnel records (Each employee’s I-9form should be retained while he or she is actively employed. Once an employee hasterminated employment, the form must be kept for three years from the date of hire, or oneyear from the employee’s termination date, whichever is later.);HR Employee Handbook
6 Coordinating with and assisting Legal Affairs staff as needed in the tasks of tracking theexpiration of work authorization documents, and updating Section 3 of the I-9 form whenthe documents expire. I-9s also should be updated if a person’s visa status changes.Chicago State University is an E-Verify EmployerE-Verify is an Internet-based system that compares information from an employee's Form I-9,Employment Eligibility Verification, to data from U.S. Department of Homeland Security and SocialSecurity Administration records to confirm employment eligibility.HR Employee Handbook
7Background ChecksBackground checks are required for all employees in full-time, part-time, and temporarypositions. Background checks must be run on all candidates prior to beginning employment,regardless of whether they have previously been employed by Chicago State University or aretransferring from another State University.All job offers are contingent upon satisfactory completion of the University’s background checkprocess that may include verification of employment history, education, references, criminalrecord, a motor vehicle record (MVR) when driving is a requirement, and any other data thatmay be necessary to analyze a candidate’s qualifications for a position at Chicago StateUniversity.All candidates must sign the Pre-Employment Notice and Release Form before the backgroundcheck process begins. The form authorizes the University to conduct background checks.Refusal to sign the form eliminates that individual from consideration for employment. All preemployment background checks should be conducted at the direction of Human Resources andthe University Police Department.The cost associated with the background check will be assumed by the applicant.ConfidentialityMany employees at Chicago State University work in departments and classifications thatrequire interactions with confidential information. It is expected that no confidential informationwill be released to unauthorized agencies or personnel. Any violation of this confidentialityprovision will be considered a serious work rule violation subject to disciplinary action. Inaddition, violation of confidentiality may be referred to the Ethics Office and Office of Labor andLegal Affairs for further action.HR Employee Handbook
8PROFESSIONAL WORKPLACEProfessional ConductThe University expects all employees to act professionally at all times in the workplace, or whenrepresenting the University. The Professional Workplace section of this manual lists severalareas of conduct for reference (Equal Employment Opportunity/Harassment-Free Workplace,Integrity, Alcohol and Drug Use, Computer Use, Confidentiality, Dress Code, and PublicRelations). Whether or not a specific action is addressed in this manual does not limit theauthority of management to make judgments of any act as being unprofessional, or detrimentalto the welfare of the University or its employees.Equal Employment Opportunity / Harassment-Free WorkplaceThe University adheres to all applicable federal, state and local employment laws. Theorganization is committed to equal opportunity, affirmative action and diversity that recognizesthe value each individual brings to the organization.The University policy prohibits any form of discrimination by its managers or employees basedon race, color, religion, age, disability, gender, sexual orientation, gender identity, nationalorigin, marital status, citizenship, veteran status, genetic information, or any other characteristicprotected by applicable federal, state or local law. Harassment based on a protected status isalso prohibited, including sexual harassment.Sexual harassment can occur when: Hiring, promotion, raises, bonuses or other benefits are contingent on sexual favors, or; Unwelcome sexual conduct, language, gestures or jokes create an intimidating, hostile, oroffensive work environment, or unreasonably interfere with an employee’s workperformance.The University’s commitment to equal opportunity extends to all job-related areas such asemployment, compensation, benefits, training availability, transfers, promotions, disciplinaryactions, and terminations.The University provides all employees the opportunity to identify veteran status or disability.When employees or prospective employees indicate a need for accommodation, the companywill make reasonable accommodations to assist them in the performance of the essentialfunctions of their jobs.Complaints and Concerns: Employees who believe they may have been subjected toinappropriate or unfair conduct should not hesitate to bring their concerns to the attention oftheir managers, Human Resources, or Legal Affairs. Anyone who discriminates, harasses orotherwise acts unprofessionally towards another will be subject to appropriate corrective action,including dismissal. Managers who receive reports of alleged sexual harassment, racialharassment or discrimination should notify Human Resources immediately.HR Employee Handbook
9IntegrityThe University expects all employees to act with integrity at all times in the workplace, or whenrepresenting the company. The following list gives examples of lack of integrity, although itshould not be considered an exhaustive list: falsification of employment application, official academic transcripts, degrees or otherrecords submission of fraudulent claims for insurance or other benefits misrepresentation or failure to cooperate during a University investigation misrepresentation of actual working hours, including alteration or falsification of the timerecorded deceptive transactions of fraudulent checks on University-related businessEmployee Relations ObstructionThe act of willfully interfering with the process of an employee relations investigation byaltering documents, omitting facts, or providing false information in or otherwiseimpeding an investigation or legal process is a cause for disciplinary actions.Alcohol and Drug UseThe University is committed to an alcohol- and drug-free workplace. Some examples of actionsthat violate this policy are reporting to work under the influence of alcohol, medically unauthorized drugs or any othercontrolled substances; consuming alcohol during working hours (However, it is appropriate to have an alcoholicbeverage with a business guest when the business situation warrants, but conductingUniversity business at any time while intoxicated is prohibited.); consuming medically unauthorized drugs or any other controlled substances during workinghours; driving a vehicle (owned or non-owned) on company business or driving a University vehicleat any time while intoxicated or under the influence of alcohol, drugs or controlledsubstances; and possessing, using, receiving, selling or distributing medically unauthorized drugs orcontrolled substances while on company property or conducting University business.HR Employee Handbook
10Non-Smoking PolicyThe University adheres to the Smoke Free Illinois Act (PA 095-0017). The Universityrecognizes the use of tobacco as a health hazard. In this policy, the University limits itsconcerns to tobacco use as it affects nonsmokers in the workplace. Smoking is prohibitedinside all of Chicago State University Buildings and all University vehicles.HR Employee Handbook
11Computer UseThe University’s computers, communications resources and related computer programs andtheir products, may be used only for the purposes authorized and specified by . Employeesshould make every effort to protect computer resources from accidents, tampering andunauthorized use or modification. All employees must read and sign the Computer Use Policy.Additionally, the University expects its employees to use the Internet or e-mail systems in aprofessional manner. Any offensive, unlawful or indiscriminate use will not be tolerated.Examples of misuse are sending, saving or downloading material that is sexually explicit or suggestive, derogatoryagainst racial, ethnic or religious groups, or otherwise offensive; sending chain letters, including messages that are sent so that the sender allegedlybecomes entitled to financial benefit based upon the number of recipients; and sending unauthorized broadcast messages playing computer games using the computer for self-interestDress CodeDress code is developed at the departmental level and is the responsibility of the unit heads todetermine appropriate apparel for each unit. It is the employee’s responsibility to dress withinthe identified unit parameters. However, for all external University representation you must be inappropriate business attire which includes: trousers with matching suit jacket, shirt and neck-tie(for men) and conservative form of dress, suit jacket with matching skirt/trouser and blouse (forwomen). Dress should ensure individual safety and promote the image of the University.Examples of Unacceptable Attire include: Shorts Halter tops Garments showing midriff Mini-skirts Flip-flop shoes Exposed undergarmentsHR Employee Handbook
12Social Security Number Use (IDENTITY PROTECTION POLICY)Pursuant to 5 ILCS 179/37, The Identity Protection Act, and in efforts to limit access to andprevent unauthorized disclosure of social security numbers, only Chicago State University[herein after referred to as the University] employees required to use or handle information ordocuments containing social security numbers will have access to such information ordocuments. Those employees shall be trained on the proper procedures for handlinginformation containing social security numbers from the time of collection through thedestruction of the information.Social security numbers requested from individuals must be placed in a manner that makes thesocial security number easily redacted if required to be released as part of a public recordsrequest.When collecting a social security number or upon request by the individual, a statement ofpurpose or purposes for which the University is collecting and using the social security numbermust be provided.Social security numbers MAY NOT: Be publicly posted or displayed in any manner. Be printed on any card required for the individual to access products or services provided bythe University. Be required to be transmitted over the Internet, unless the connection is secure or the socialsecurity number is encrypted. Be printed on any materials that are mailed, e-mailed or otherwise delivered to theindividual, unless state or federal law requires the social security number to be on thedocument. EXCEPTION: Social security numbers may be included in applications and formssent by mail, including, but not limited to, any material mailed in connection with documentssent as part of an application or enrollment process or to establish, amend, or terminate anaccount, contract, or policy or to confirm the accuracy of the social security number, or inconnection with the administration of the Unemployment Insurance Act, or in connection withany tax administered by the Department of Revenue. However, no social security numbermay be printed, in whole or in part, on a postcard or other mailer that does not require anenvelope or is visible on an envelope without the envelope having been opened. Be used for any purpose other than the purpose for which it was collected. No employee shall collect, use, or disclose a social security number from an individual,unless: Required to do so under State or federal law, rules or regulations; or the collections, use ordisclosure of the social security number is otherwise necessary for the performance of thatUniversity employee’s duties and responsibilities,HR Employee Handbook
13 The need and purpose for the collection of the social security number is documented beforethe collection of the number and the collection is relevant to the documented need andpurpose.The University shall not require an individual’s social security number in order for that individualto access any University Internet website.This policy does not preclude University employees from using a social security number asneeded to perform their duties and responsibilities or for internal verification or administrativepurposes. The following are examples of when it is permissible to use student social securitynumbers: Social Security numbers collected by the University may be used in a variety of ways,such as but not limited to the following:1. To identify such student records as applications for admission, registration-relateddocuments, grade reports, transcript and certification request, medical immunization records,student financial records, financial aid records, and permanent academic records;2. To determine eligibility, certify school attendance, and report student status;3. To use as an identifier for grants, loans, and other financial aid programs;4. To identify and track employment or medical records;5. To comply with court orders or subpoenas; and6. To assist in the collection of any state debt or an investigation or for the prevention of fraud.A copy of this policy will be filed with the Illinois Attorney General’s Office, Social SecurityNumber Protection Task Force.Employment RelationshipsThe basic criteria for appointment and promotion of all University faculty and staff will be basedupon appropriate qualifications, performance, and any bargaining unit qualifications and/orcriteria. Relationship by family, marriage, or partnership will constitute neither an advantage nora deterrent to employment in the University provided the individual meets and fulfills theappropriate qualifications. When an employee's relative (blood or marital) is being
CSU HR EMPLOYEE HANDBOOK The CSU Employee Handbook is a reference tool to help managers understand and implement University policies. The goal of these policies is to reflect University values and legal obligations. The manual provides sometimes specific and sometimes general direction. It does not answer all questions.
