Western Illinois University: Macomb Campus
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Civil Service Handbook - M, N, O
Mail Services, located in the Document and Publication Services (DPS/PARC) Building, is the central mail handling facility for the University.
The University mailing system is to be used for University business only. Personal mail must be delivered to the home address.
Postage for personal use may be purchased, and letters and packages may be mailed from the automatic postal unit located in the north entryway of the University Union.
NOTE: Lock boxes located in Mail Services are available for personal use. For information, contact Mail Services (298-1509) or the Macomb Post Office.
University mail being sent off campus should be placed in white envelopes bearing a complete University return address, including the name of the sending department. Mail should be separated as follows:
- Macomb mail
- Out-of-town mail
- Foreign and other "special treatment" mail
- Pre-stamped mail
Unsealed letters should be arranged with one flap over the next. Extra thick letters should be sealed. Manilla envelopes should be addressed with clasp on the right (clasped and/or sealed) side.
In order for mail to be processed, a completed billing slip must accompany all off-campus mail.
University personnel are encouraged to use the brown "interdepartmental envelopes" for on-campus University business. On-campus mail must be separated from off-campus mail. Additionally, on-campus mail should also be sorted by "department" and "residence hall" mail should be separated by hall.
On-campus mail should be addressed as follows:
FROM: John Doe
TO: Jane Doe Department/Office name
Use department NAME, not room number, in addresses (unless necessary for clarification).
Delivery and Pick-Up Schedule
Mail delivery and pick-up is provided for campus offices twice a day Monday through Friday, once in the morning and once in the afternoon. For large mailings (campus, bulk), please call ahead so that mailing services can make arrangements for pick-up.
Books, films, and packages should be taken to Mail Services for mailing. Books and films checked out from the University Library must be returned by the individual or department.
Mail is dispatched to the Macomb Post Office at 3 p.m. and 4 p.m. daily Monday through Friday. Mail leaves the Macomb Post Office late afternoon only - at approximately 5:00 and 5:30 p.m.
The University obtains a permit on an annual basis allowing larger mailings that meet certain qualifications to be sent at reduced rates. Consult Mail Services for details.
Postage Charge Slips
In order for mail to be processed, a completed Postage Charge Slip must accompany all off-campus mail. This enables Mail Services to expedite the mail in an efficient and accurate manner. It is very important that each office utilize the form properly; therefore, an explanation of the information required is provided below.
- Special Instructions - Please indicate on the Postage Charge Slip the type of service required. If you have questions on a particular class of mail (i.e., Express, Registered, Insured or Certified) contact Mail Services to assure proper handling.
- Cost Center Number - This is the six-digit account number to which your department's postage should be billed. This should correspond with the department name utilized.
- Department Name - This is your cost center (department) name which should correspond with the cost center number utilized.
- Date and Department Telephone Number - Use the date the mail will be picked up for processing and include the department telephone number.
- Authorized Department Signature - The form is to be signed by someone within the department. Mail requiring postage will not be processed when the slips have copied signatures, initials, or have no signature. This provides security for the mailing department in that the origination of a billing can be traced and verified.
For your convenience, drop boxes for United Parcel Service and Federal Express letters are located in front of Mail Services on Murray Street.
Purchase of Postage Stamps
The State of Illinois requires that postage stamps and postcards purchased for official state business must be perforated with an "I." Mail Services maintains a supply of these stamps; to obtain stamps contact Mail Services (298-1509). If a large quantity of stamps is needed, please inform Mail Services prior to the date needed.
Purchases of stamps and postcards from any source other than Mail Services cannot be reimbursed to the department.
Make-up time is a revision of an employee's work schedule to accommodate an absence, on an exception basis, without use of vacation or sick leave. Subject to supervisory approval, an employee may work a revised schedule by beginning work early, extending morning or afternoon work hours, or by working a lunch period to make up the time missed. Breaks may not be used for this purpose and the make up time must be worked on the day the absence occurs.
Human Resources, located in Sherman Hall 105, offers notary service without charge.
Office Supplies Store, located in the northeast corner of the Physical Plant building, stocks a wide variety of supplies that can be purchased at significant savings by University departments and organizations. A catalog is provided to campus offices listing stock items and costs. Non-stock items can also be ordered at reduced costs. Orders can be placed online or by calling 298-1000.
Open range, non-exempt status employees on a 37 1/2 hour workweek receive either overtime payment or compensatory time off for all time worked in excess of 7 1/2 hours in a workday or 37 1/2 hours in a workweek. Open-range status non-exempt employees on a 40 hour workweek receive overtime either in cash or by allowing compensatory time off for all time in excess of 8 hours in a workday or 40 hours in a workweek. Open-range non-exempt status employees will receive time and one-half either in cash or by allowing compensatory time off for all hours worked on the 6th consecutive day of their workweek or 1st regularly scheduled day off and double time either in cash or by allowing compensatory time off for all hours worked on the 7th consecutive day of their workweek or the 2nd regularly scheduled day off.
- Handbook Directory
- Adoption Benefits
- Affirmative Action Administrative Internship Program
- Appointment Types
- Apprentice Appointment
- Art Exhibits (see Entertainment)
- Athletic Events
- Audit Appeal Procedure
- Audit Procedure for Positions
- Benefits While on Leave
- Bereavement Leave
- Book Awards for Civil Service Employees
- Bureau of Cultural Affairs (see Entertainment)
- Campus Connection
- Civil Service Award Fund
- Civil Service Award Selection Committee
- Civil Service Bulletin Boards
- Clerical Services Policy
- Concerts (see Entertainment)
- Copy Centers
- Credit Union
- Cultural Affairs (see Entertainment)
- Death Benefits and Survivor Benefits
- Disability Leave
- Disciplinary Management Program
- Educational Benefits
- Educational Benefits for Retirees/Employees' Children
- Educational Leave
- Employee Assistance Program
- Employee Newsletter (see Campus Connection)
- Equal Opportunity Policy
- Examination Scheduling Procedures
- Extra-Help Appointment
- Family and Medical Leave Act - FMLA
- Fine Arts (see Entertainment)
- Food Service Operations
- Funeral Leave (see Bereavement Leave)
- Health Service
- Hiring Procedures
- Identification Cards
- Interviewing for Positions
- Job Descriptions
- Jury Duty/Court Witness Service
- Layoff Policy
- Learner Appointment
- Leaves of Absence
- Library Privileges
- Lost and Found (see University Union Facilities)
- Lunch Period
- Mail Services
- Make-Up Time
- Medical Leave
- Military Leave
- Night Shift Differential (see Shift Differential Procedures)
- Notary Public Service
- Office Supplies Store
- Parental Leave
- Parking and Traffic Regulations
- Part-Time Employee Benefits
- Pay Checks
- Payroll/Personnel Procedures
- Performance Evaluation
- Personal Convenience Leave
- Personnel Files
- Physical Plant Services
- Pregnancy Leave
- Probationary Period - Six Months
- Probationary Period - Twelve Months
- Provisional Appointment
- Recreation for Employees and Families
- Scholarship Awards to Dependents of Civil Service Employees
- Sexual Harassment Policy
- Shift Differential Procedures
- Sick Leave
- Sports (see Athletic Events)
- Status Changes
- Status Appointment
- Status Notice
- Tax Deferred Accounts
- Telecommunication/WESTEL Services
- Temporary Appointment
- Time Cards
- Trainee Appointment
- Transportation Services
- Tuition Waivers
- Unemployment Compensation
- University Union Facilities
- Veterans Preference Points
- Work Schedules
- Workers' Compensation
- A - Policy on Acquiring Computing Devices
- B - Clean Air/No Smoking Policy
- C - Clerical Services Policy
- D - Policy on Commercial and Charitable Solicitation
- E - University Compensation Policy
- F - Compensatory Time/Overtime Policy
- G - Constitution & By-Laws of WIU Civil Service Employee's Council
- H - Disciplinary Management Program
- I - Discrimination Complaint Procedures
- J - Policy on Distribution of Printed Materials and Collection of Signatures
- K - Drug and Alcohol Abuse Policy
- L - Drug-Free Workplace Policy
- M - Policy on Employment of Individuals with Disabilities
- N - Policy Statement on Equal Opportunity & Affirmative Action
- O - Flex-Time Policy
- P - Flex-Year Civil Service Status Appointments
- Q - Civil Service Employee Grievance Policy
- R - Legal Procedures
- S - Policy on Limiting University Operations Because of Emergency Conditions
- T - Policy on Providing Student/Staff Computer Listings or Labels
- U - Racial & Ethnic Harassment Policy
- V - Security of Information
- W - Policy on Sexual Harassment in the Campus Community
- X - Tuition Reduction & Educational Assistance Plan
- Y - Union Solicitation Guidelines
- Z - Policy on use of the Free Speech Area
- AA - Use of the WIU LAN Bulletin Board
- BB - Blood and Organ Donor Leave Policy