Human Resources

Civil Service Handbook - A

Absences

All requests to be absent from work should be approved in advance by your supervisor; sick leave and emergency absences should be reported to your supervisor at the earliest possible opportunity. If you telephone to request sick or vacation leave in an emergent situation, you are expected to speak directly with your supervisor to receive approval of the absence. Absences must be recorded on your time card.

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Adoption Benefits

Recognizing adoption as a meaningful and viable way to build a family, the State of Illinois has implemented an Adoption Benefit Program to help employees who adopt a child. To encourage adoption, especially of children who traditionally wait longer for families, the Adoption Benefit Program of the State of Illinois will reimburse State employees for some adoption expenses incurred.

The Adoption Benefit Program is available to all Employees who are eligible for benefits under the State Employees Group Insurance Program. Active Employees who opt out or waive health, and other benefits remain eligible for the Adoption Benefit Program.

The program pays eligible expenses up to a maximum of $1,500 for a waiting child and up to $1,000 for any other child. If you adopt more than one child, you may file for benefits for each child. Call the Human Resource Benefits Office (309-298-1853) for further information or go to www.benefitschoice.il.gov.

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Affirmative Action Administrative Internship Program

The program's purpose is to enhance the University's Affirmative Action program by increasing the pool of qualified women and minorities for administrative positions. The program provides women and minority employees with an opportunity to develop and increase administrative skills in an area of their interest. The program is not intended to guarantee a change in employment or salary status when the internship period ends.

Employees are offered the opportunity to work on a temporary released-time basis under the direction of an appropriate administrative mentor. These internships are typically either half-time for a full academic year or full-time for one semester. Administrative interns observe and participate in many of the University's administrative decision-making processes during the internship experience. Interns and mentors also define a specific project to focus the administrative experience.

All continuing employees are eligible to apply. Past experience has shown that selection and placement through the program can enhance the competitiveness of interns who apply for administrative positions. Typically, applicants possess at least a bachelor's degree. Applicants for the Administrative Internship Program should submit a completed application form, a current resume, evaluation forms from two references, and immediate supervisor's statement of support.

A more complete description of the program, as well as application forms, additional information, and aid in completing the application process may be obtained from the Office of Equal Opportunity and Access located in Sherman Hall 203. Selection recommendations will be made by the WIU Administrative Internship Committee, whose membership list is also available from the Office of Equal Opportunity and Access (309-298-1977).

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Appointment Types

(SUCSS 250.70)

Western Illinois University Civil Service employees are employed in different types of appointments. These appointments are defined below. Any questions about your type of appointment should be referred to Human Resources.

Apprentice Appointment

An apprentice is a non-status employee who is employed in an occupation defined as an "apprenticeable occupation" by the Bureau of Apprenticeship and Training, United States Department of Labor. A six-month probationary period follows certification offered by the University.

Extra Help Appointment

An extra help appointment may be made for any position emergent in nature and meeting the following conditions: 1) employee is called for service occasionally; 2) services are not regularly required on a constant, repetitive basis; 3) amount of time needed is not usually predictable; 4) payment for work is usually made on an hourly basis; and 5) work cannot readily be assigned on a straight-time or overtime basis to a status employee. Employees in extra-help positions are not eligible for BOT or State of Illinois benefits.

Provisional Appointment

Provisional appointments are made in the absence of a register. A person so appointed must be qualified as stated in the class specification. In order to establish eligibility for a status appointment, the provisional appointee must file application for examination and compete by score for the status position. A provisional employee who has not passed the examination may continue to be employed, providing no candidate is available for appointment from the appropriate register. Provisional employees are entitled to benefits offered by the Board of Trustees of Western Illinois University.

Status Appointment (Certified)

Status appointments are positions continuing on a regular basis for six months or more and which have been assigned to a classification. Such appointments may be on a full-time or on a percentage of a full-time basis. Those employees assigned to a status appointment must satisfactorily complete a probationary period to become a certified employee. All employees with status appointments of 50 percent time or more are entitled to employee benefits offered by the Board of Trustees of Western Illinois University.

Temporary Appointment

Temporary appointments are made to any position which the employer certifies to be emergent, temporary, or transitory. Such appointments should not be for more than three months, but may be extended for a maximum of six months less one day, with approval by the Director of Human Resources. Board of Trustees benefits provide eligibility for holiday pay to employees in temporary positions.

Intern Appointment

An Intern appointment may be made if the following conditions exist: 1) there are no qualified candidates available from the reemployment or promotional register for the classification; 2) the applicant lacks one or more of the minimum qualifications for the classification. Intern programs are applicable for any classification which require certain educational and/or experience qualifications, except craft or trade classifications. An intern cannot receive more than 95 percent of the minimum of the range during the intern period, but the employee is entitled to the benefits offered by the Board of Trustees of Western Illinois University and the State of Illinois. An intern may take vacation leave on an exception basis with the approval of the Designated Employer Representative (Human Resources Director) as provided for in the Board of Trustees regulations.

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Athletic Events

Western Illinois University supports twenty NCAA Division I intercollegiate athletic teams (10 men’s and 10 women’s teams), and is a charter member of The Summit League and the Missouri Valley Football Conference.

Leatherneck athletics competes in basketball, cross country, indoor and outdoor track and field, swimming and diving, golf, baseball, soccer, softball, tennis, volleyball and football.

Seasonal and individual game tickets and schedules for all intercollegiate athletic events are available through the Athletic Ticket Office, Western Hall 103 (298-1190) and www.GoLeathernecks.com.

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Audit Appeal Procedure

The following outline of procedures describes the formal process used to review audit determinations:

  1. An employee and/or a supervisor may appeal an audit determination by submitting a completed Classification Audit Appeal Form within ten working days of receiving the decision. All appeals must be signed by the employee's immediate supervisor.
  2. Initial appeals shall be forwarded to the Classification Division of Human Resources. The audit will then be reviewed in an attempt to resolve the stated concerns. This review will include an interview with the employee and/or supervisor. Following the review, an appeal decision will be issued in writing within fifteen working days of the date of the interview.
  3. Within 5 working days of receiving the results of an initial appeal, an employee and/or a supervisor may further appeal the classification decision by submitting a completed Classification Audit Appeal Form to the Director of Human Resources. The Director or his/her designee will then review all submitted data and interview appropriate personnel in a second attempt to resolve the stated concerns. The Director or his/her designee will issue a decision in writing within 20 working days of the date of the interview.
  4. Should resolution still not be reached, an employee or a supervisor has the right to address a final appeal to the Director of the State Universities Civil Service System. Such appeals must be filed with the System Office within 15 calendar days of receiving a decision from the Director of Human Resources or his/her designee.

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Audit Procedure for Positions

The following outline describes the procedures used to evaluate positions.

  1. Pre-Audit
    1. A supervisor or an employee may contact Human Resources to request an audit of a position by the Classification Division.
      1. The Classification Division provides description format information to the initiator of the request in order to obtain a current description of the position.
      2. The employee completes the position description.
      3. The supervisor verifies the position description completed by the employee.
      4. The supervisor forwards the verified position description to Human Resources with a cover memo requesting the position be placed on the audit schedule.
      5. The supervisor will notify the vice president/president that an audit has been requested.
    2. After receiving the position description and appropriate approval, the position is placed on the audit schedule by the Classification Division according to the date the position description and approval is received.
  2. On-Site Audit
    1. The employee is contacted by the Classification Division to schedule a convenient time and date for an on-site audit.
    2. At the scheduled time, the auditor will come to the worksite to discuss the elements of the position with the employee and the supervisor. Notes are taken and read back to both parties to ensure accuracy. The estimated time involved is 1-2 hours.
  3. Position Evaluation Procedures
    1. The auditor will use the information contained in the written job description and the audit notes to compare the duties and responsibilities of the position to standards established by the State Universities Civil Service System of Illinois for suitable classifications.
    2. A determination will be made as to the most appropriate classification for the position.
  4. Post-Audit Procedures
    1. Within 30 working days after the audit, the employee and supervisor receive a written notification and explanation of the determination. The position is either recommended for a change in classification or retained in its current classification.
    2. If a change in classification is recommended, a copy of the above notification is forwarded to the supervising Vice President or the President for his/her approval. Should this administrative approval not be granted, the supervisor will work with Human Resources to delete duties inappropriate to the original classification.
    3. Position Reclassification to a Higher Pay Grade
      1. When a change to a higher classification is recommended and approved, the employee must qualify, take, and pass the examination for the new classification. There is no competitive element involved.
      2. The supervisor must submit a "Request for Personnel" form through the usual channels in order to effect the reclassification.
      3. The reclassification is effective on the date the employee passes the examination or on the date of the audit if the examination has already been passed.
    4. Position Reclassification to a Lower Pay Grade
      1. When a change to a lower classification is recommended, the change will not be implemented until the position becomes vacant. The current incumbent is therefore not affected by such a recommendation.

Revised: 2/17/2020

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