Board of Trustees

 

Download a printable PDF of Section II

Approved: December 2, 2021
Section II: Employees
Subsection: B. Faculty and Administrative Employees

  1. Coverage
    This Subsection B. applies to all faculty and administrative employees of the Board unless otherwise provided by these Regulations, by law, or by the terms of a collective bargaining agreement.
  2. Responsibilities of the President
    The President is the chief executive officer of the University, and is responsible to the Board for the execution of Board policies and for the management and direction of University operations. The President shall have full authority and responsibility within the framework of Board policies and procedures for the organization, management, direction, and supervision of the University and shall be held accountable by the Board for the effective administration of the institution. In the discharge of these responsibilities, the President shall consult with appropriate constituencies. The President shall be employed by, and serve at the pleasure of, the Board unless the contract of employment specifies otherwise.

    Specifically, the President is accountable to, and will be evaluated from time to time by, the Board for the performance of the following duties:
    1. Providing general leadership for the University.
    2. Making recommendations concerning the mission, scope, and organization of the University and concerning plans and policies for the development and enhancement of University operations and activities.
    3. Administering and directing University plans, operations, programs, and activities in the areas of academic affairs, administrative and fiscal affairs, student affairs, and public affairs and development.
    4. Serving, under the general direction of the Board, as the principal spokesperson and representative for the University with the Governor and General Assembly, Illinois Board of Higher Education, and other external constituencies.
    5. Developing and maintaining good public relations including establishment of rapport between the University, community, and the publics which it serves.
    6. Making recommendations concerning the initiation, continuation, or modification of University programs and activities.
    7. Making recommendations concerning the operating and capital budget requests, appropriation requests, and internal budgets of the University.
    8. Making recommendations concerning the selection and appointment of such officers as may be designated by the Board.
    9. Performing such other duties as may be delegated by the Board.
  3. Selection of the President
    The Board will determine whether to function as a committee of the whole in the process of identifying the qualifications, experience, and characteristics to be sought in a President and in selecting a President. There may be a campus advisory committee, which may include representatives of one or more external constituencies, appointed to conduct all presidential searches.
  4. Reassignment of the President
    Unless the contract of employment specifies otherwise, the President may be reassigned by the Board without notice in advance. The President who is reassigned shall receive written notice of any reduction in monthly compensation as follows:
    1. in the first year of employment as President, not later than three months prior to the effective date of reduction in monthly compensation; and
    2. in the second or subsequent year of employment as President, not later than six months prior to the effective date of reduction in monthly compensation.
  5. Termination of the President with Notice
    The President shall be employed by, and serve at the pleasure of, the Board unless the contract of employment specifies otherwise. The President shall receive written notice of termination, signed by the Chairperson of the Board, as follows:
    1. in the first or second year of employment as President, not later than six months prior to the termination date specified in the notice;
    2. in the third or subsequent year of employment as President, not later than twelve months prior to the termination date specified in the notice.
  6. Termination of the President for Cause
    In the case of one or more acts or omissions which, singly or in the aggregate, have directly and substantially affected or impaired the President's performance or fulfillment of duties, the President may be terminated for cause. Prior to termination, the President shall have the right to a hearing by the Board.
  7. Distinguished Service Professorship
    1. From time to time, the Board may wish to continue to benefit from the abilities and experience of a resigning President. In such cases, the Board may, at its discretion, appoint that individual as a Distinguished Service Professor. The terms, conditions, and duration of such appointment shall be set by the Board. The salary shall be comparable to the salary of senior faculty members within the University. Appointment to a Distinguished Service Professorship may, at the discretion of the Board, include a sabbatical leave provided the program of study or research to be undertaken by the appointee on such leave is first reviewed by the Board and judged to be in the interest of the University. If the appointment is made within a specific academic department, there shall be discussions with appropriate institutional and departmental representatives.
    2. Persons appointed with the title "Distinguished Service Professor" to undertake teaching and/or research responsibilities shall be included in the faculty collective bargaining unit. Persons appointed to undertake other assignments without the title of "Distinguished Service Professor" shall not be included in the faculty bargaining unit.
  8. Salaries and Compensation
    1. The President shall annually develop guidelines for the setting of salaries.
    2. The University shall develop policies concerning salaries for Chairpersons. The policies and any changes shall become effective when approved by the President.
    3. The salary of any individual becoming a member of the faculty after relinquishing an administrative position shall be determined on the basis of such individual's qualifications as a faculty member.
  9. Administrative Employees with Faculty Rank (Approved June 3, 2011)
    The following provisions shall apply to administrative employees with faculty rank (including Chairpersons) and shall not apply to employees covered by a collective bargaining agreement.
    1. An administrative employee may retain faculty rank in a department (or equivalent academic unit) in which he/she has previously been granted by the University. Furthermore, an administrative employee may be granted faculty rank at the time of appointment or subsequently or may be promoted in faculty rank if such employee satisfies the educational requirements specified in Subsection A.6. above and faculty rank or promotion is recommended by the appropriate department (or equivalent academic unit), the Dean, and Provost/Vice President and approved by the President. Promotion in rank for administrative employees with faculty rank shall follow the same procedures as those used in promotion of faculty employees covered by a collective bargaining agreement. Evaluation for promotion shall be based on Department criteria.
    2. An administrative employee with faculty rank previously granted tenure by the Board shall retain such tenure, which shall not be transferred from one department (or equivalent academic unit) to another .
    3. Except as otherwise provided in Paragraph f. herein, at the time of initial employment by the Board, an administrative employee whose preceding employment included faculty rank and tenure may be granted tenure only if so recommended by the department (or equivalent academic unit), the Dean, the Provost/Vice President, and the President and approved by the Board.
    4. Except for a Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, who shall be eligible for tenure as provided in paragraph e. below, an administrative employee with faculty rank but without tenure shall not be eligible for tenure during the period that such employee occupies an administrative position.
    5. Chairpersons, Assistant/Associate Deans, and Assistant/Associate Vice Presidents, shall be eligible for consideration for tenure during their term of service as Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, if they hold at least the rank of Assistant Professor and meet the following requirements. Such employees may be considered for promotion to Associate Professor and tenure in the same year. The evaluation process for tenure of Department Chairpersons,Assistant/Associate Deans, and Assistant/Associate Vice Presidents, shall be the same as that for faculty employees covered by a collective bargaining agreement. Evaluation for tenure of Department Chairpersons shall be based on Department criteria.
      1. Educational Requirements
        A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, shall be eligible for consideration for tenure if he/she meets the educational requirements established by the University for tenure for faculty employees covered by a collective bargaining agreement.
      2. Years of Service
        1. Except as provided in paragraph (3) below, a Chairperson may not apply for tenure before his/her sixth probationary year of employment at the University.
        2. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, who has no previous full-time teaching or professional service in a baccalaureate degree-granting institution of higher education shall be placed in probationary year one at the time of initial appointment.
        3. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, who has one year of prior full-time teaching or professional service in a baccalaureate degree-granting institution of higher education shall be placed in probationary year two at the time of initial appointment.
        4. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, who has two years of prior full-time teaching or professional service in a baccalaureate degree-granting institution of higher education shall be placed in probationary year three at the time of initial appointment.
        5. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, who has three or more years of prior full-time teaching or professional service in a baccalaureate degree-granting institution of higher education shall be placed in probationary year four at the time of initial appointment.
        6. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, may elect to be placed in a lower-numbered probationary year by written notification to the appropriate Provost/Vice President by the close of the first academic term following his/her initial appointment.
      3. Consideration for Tenure on the Basis of Exception
        1. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, who does not satisfy the educational requirements for tenure established pursuant to paragraph (1) above or the years of service requirement specified in paragraph (2) above may apply for consideration for tenure in his/her fourth, fifth, or sixth year of full-time service at the University on the basis of exceptional teaching/performance of primary duties, research/creative activity, or service.
        2. A Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President,who applies for consideration for tenure as an exception to the educational requirements or years of service requirements shall present evidence in support of his/her claim for an exception.
      4. Tenure for Chairpersons, Assistant/Associate Deans, and Assistant/Associate Vice Presidents, shall not be acquired automatically by length of service. Tenure shall be granted and may be acquired only by specific action of the Board after receipt of a specific recommendation of the President. Tenure shall be in an academic department or equivalent unit.
      5. The performance of a Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, during the entire term of employment shall be considered by the Board in determining whether to grant tenure.
      6. An eligible Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, must apply to the Dean of his/her college (or equivalent unit) prior to the commencement of the tenure process in order to be considered for tenure. In the event that an eligible Chairperson, Assistant/Associate Dean, and Assistant/Associate Vice President, does not submit his/her application for tenure in the sixth probationary year, such employee shall receive a terminal contract for the next subsequent academic year.
      7. Removal From Office
        In appropriate circumstances, removal of a Chairperson from office may be initiated by vote of a 2/3 majority of all probationary and tenured faculty members of the department/division, or by the Dean of the College after consultation with members of the department/division and the Provost/Academic Vice President. The final decision with respect to removal of a Chairperson shall be made by the President. In the event of removal from office, a Chairperson shall be entitled to return to his/her department/division to assume faculty responsibilities at his/her then current faculty rank. The Provost shall establish guidelines concerning the removal of a Chairperson from office. The guidelines shall ensure due process for the incumbent Chairperson.
    6. At the time of initial employment or at any subsequent time during employment, the President of the University may be granted tenure upon approval by the Board.
  10. Reassignment, Termination, and Contract Modification
    1. Reassignment
      Administrative Employees at the University may be reassigned by the President without notice in advance. The President shall consult with the Board's Chairperson prior to the reassignment of a Vice President. Employees, other than employees with a temporary appointment (including employees whose appointment is supported by grant or contract funds), who are reassigned shall receive written notice of any reduction in monthly compensation as follows:
      1. in the first year of employment at the University, not later than one month prior to the effective date of reduction in monthly compensation; and
      2. in the second or subsequent year of employment at the University, not later than three months prior to the effective date of reduction in monthly compensation.
      This paragraph a. does not apply to Chairpersons.
    2. Termination With Notice
      All employees other than the President shall be employed by the Board and serve at the pleasure of the President. Employees, other than employees with a temporary appointment (including employees whose appointment is supported by grant or contract funds), shall receive written notice of termination signed by the President, as follows:
      1. in the first year of employment at the University, not later than one month prior to the termination date specified in the notice or an immediate termination with severance pay as outlined in paragraph c.; and
      2. in the second through fifth year of employment at the University, not later than three months prior to the termination date specified in the notice or an immediate termination with severance pay as outlined in paragraph c.; and
      3. in the sixth or subsequent year of employment at the University, not later than six months prior to the termination date specified in the notice or an immediate termination with severance pay as outlined in paragraph c.
      Employees terminated in accordance with this paragraph b. shall not be entitled to invoke the procedures for hearing provided in paragraph d. below. If such employees have academic rank (but not tenure) they shall not be entitled to return to a teaching position. The provisions for prior notice set forth in this paragraph b. shall not be applicable in cases involving termination for cause, in which case the procedures specified in paragraph d. below shall apply. This paragraph b. does not apply to the removal from office of Chairpersons. The President shall consult with the Board's Chairperson prior to issuing a written notice of termination to a Vice President.
    3. Severance Pay
      Severance pay amount will be based on the length of service as outlined here:
      1. in first year of employment at the University – One month salary
      2. in the second through the fifth year of employment at the University – Three months' salary
      3. in the sixth or subsequent year of employment at the University – Six months' salary
      Severance pay will be issued in the form of a lump sum payment.
    4. Benefits

      Accrued time will be paid out to the employee. Vacation will stop accruing as of the effective date of termination. Insurance coverage, if applicable, ends on the last day of the month in which the employee receives the severance benefit. Upon termination of coverage, COBRA notification will be forwarded.

      Employee(s) are not entitled to severance pay if they leave the University under the following conditions:
      1. Voluntary Resignation
      2. Termination for Cause
      3. Disability covered by Worker’s compensation
      4. Retirement
      5. Discontinuation of a Grant
      6. In the event that a University function or service is contracted, assigned or otherwise transferred to another entity and University employees in that function or service are offered employment by the other entity with-in (30) days of the contract, assignment or transfer, provided the employees receive 90% of previous salary (compensations)
    5. Termination for Cause
      1. Employees Covered by a Collective Bargaining Agreement
        Termination of a tenure appointment at any time or of a probationary, temporary, or other nontenure appointment before the end of the specified term shall be governed by the appropriate collective bargaining agreement.
      2. Employees Not Covered by a Collective Bargaining Agreement
        Termination of employees not covered by a collective bargaining agreement before the end of the specified term of employment may be effected at any time for adequate cause after notice and an opportunity to be heard as provided in these Regulations. Termination proceedings shall be initiated by the President. The President shall notify the Board prior to the initiation of a termination proceeding against a Provost/Vice President, Dean, or Associate/Assistant Provost/Vice President who supervises Deans.

        "Adequate cause" as used in this paragraph c. shall mean one or more acts or omissions which, singly or in the aggregate, have directly and substantially affected or impaired an employee's performance or fulfillment of his/her duties.
      3. The following provisions shall apply to university employees:
        1. The President shall have the right to a hearing by the Board.
        2. Prior to issuance of a notice of intent to seek termination of an employee, the supervising Vice President, Dean, or Director shall hold at least one meeting with the employee to discuss possible remedial actions by the employee or to discuss settlement of the matter.
        3. Prior to the initial meeting, the supervising Vice President, Dean, or Director shall provide the employee with a written statement of the purpose of the meeting, including an identification of the topics to be discussed.
        4. Additional meetings to discuss possible remedial actions by the employee or to discuss settlement of the matter may continue until either the Vice President, Dean, or Director or the employee notifies the other in writing of his/her belief that further meetings will not be productive.
        5. Not later than six months from the date of the first meeting (a time limitation which may be extended by agreement of the parties) the Vice President, Dean, or Director shall provide the employee in writing with one of the following:
          1. a statement that further action on the matter will not be pursued and that all references to it will be removed from the employee's personnel file;
          2. a statement that further action on the matter will not be pursued at that time but that reference to it shall remain in the employee's personnel file;
          3. specification of any remedial actions to be taken by the employee, the date by which the remedial actions are to be taken, the method to be used to evaluate whether the remedial actions have been successful, and a statement that no notice of intent to seek termination will be issued before evaluation of the remedial actions;
          4. the terms upon which the matter is to be settled; or
          5. a notice of intent to seek termination.
        6. If the President issues a notice of intent to seek termination, the following procedure shall apply:
          1. A termination proceeding shall be initiated by the President providing a notice of intent to seek termination with a statement of reasons for termination to the employee.
          2. The employee shall have the right to request a formal hearing before a committee of five employees selected from the faculty in the case of a faculty employee and selected from the administration in the case of an administrative employee. Such a request must be received in writing by the President within fifteen work days after service of the notice of intent to seek termination. If the employee requests a hearing, the committee shall be selected within fifteen work days after the President has received the request. The employee shall select two employees to serve on the committee, and the President shall select two employees to serve on the committee. The four employees so selected shall select a fifth employee to serve on the committee. If a committee is not selected by the method described above within fifteen work days, the President shall appoint the remaining members of the committee.
          3. The employee shall be provided with a notice of the hearing and specific written charges at least twenty work days prior to the hearing. During the proceedings the employee may be assisted by a counselor or advisor of his/her choice.
          4. A verbatim record of the hearing will be taken and a typewritten copy will be provided to the employee. The burden of proof that adequate cause exists rests with the University and shall be satisfied only by clear and convincing evidence in the record considered as a whole. The employee will be afforded an opportunity to present witnesses and to confront and cross-examine all witnesses.
          5. A termination hearing shall not exceed three months unless extended by a majority vote of the hearing committee. The findings and recommendations of the committee shall be reduced to writing and furnished to the employee and the President within twenty work days after the conclusion of the hearing. If the hearing committee concludes that adequate cause has not been established by the evidence in the record, it will so report to the President. If the President rejects the report, he/she shall state the reasons for doing so in writing to the hearing committee and the employee and provide an opportunity for a written response. If the hearing committee concludes that adequate cause for termination has been established, it will so recommend, with supporting reasons in writing, to the President. If the hearing committee concludes that adequate cause for a sanction less than termination has been established, it will so recommend, with supporting reasons in writing, to the President.
          6. The recommendation of the President, along with that of the hearing committee should it not concur with the President, shall be submitted in writing to the Board.
          7. If a hearing committee fails to provide its findings and recommendations in writing within twenty work days after conclusion of the hearing, the President shall submit his/her recommendations in writing to the Board.
          8. If the employee fails to request a hearing in writing within fifteen work days after service of the notice of intent to seek termination, the President shall consult with the Chairperson of the Board before deciding whether or not there is adequate cause for termination or for a sanction less than termination. The decision of the President shall be reduced to writing and furnished to the employee with supporting reasons. The decision of the President in such cases shall be final.
      4. The following provisions apply to all employees covered by this Subsection B.:
        1. An employee terminated for adequate cause shall not be entitled to salary, severance pay, or any other compensation beyond that earned up to the last day of employment.
        2. An employee served with notice of intent to seek termination may be suspended or reassigned by the President with compensation if he/she is of the opinion that the employee's presence in his/her appointed position constitutes a threat of bodily harm or harm to property or might impede operations. If, following the hearing process described above, it is determined that no action against the employee will be taken, the employee will be restored to his/her position.
        3. A record of any disciplinary action taken against an employee shall be placed in the employee's personnel file.

e. Contract Modification (Approved December 18, 2015)

The appropriate Vice President may modify an employee's employment contract in conditions other than financial exigency. Modifications may include, but are not limited to, a reduction of contract for not more than two months within an academic break in an academic year. In conditions other than financial exigency, employees shall receive written notice of contract modifications that result in the reduction of annual income as currently provided for in Section II.B.10.a herein:

(1) In the first year of employment at the University, not later than one month prior to the effective date of contract modification.

(2) In the second or subsequent year of employment at the University, not later than three months prior to the effective date of the contract modification.

Such notice shall be sent from the appropriate Vice President. If a state of financial exigency is declared, notice provisions enumerated in this section shall not apply.

  1. Compulsory Disability Leave
    1. If the President or Vice Presidents of the University believe an employee is unable to perform assigned duties due to illness or injury, he/she may inform the employee in writing of the basis for such belief and require the employee to obtain a medical examination by a doctor chosen and paid for by the University or by a doctor chosen and paid for by the employee who is acceptable to the President. Refusal of an employee to submit to a medical examination may result in suspension of the employee or other disciplinary action. The doctor shall submit an opinion to the President as to whether the employee (1) has a physical or mental condition which constitutes a health or other hazard to the employee, fellow employees, or others with whom the employee may come in contact or (2) has a physical or mental condition which prevents the employee from performing the duties required by the position of employment. A copy of the doctor's opinion shall be given to the employee. At the employee's discretion and expense, a second medical opinion may be obtained for consideration by the President.
    2. If the medical evidence indicates that the employee (1) has a physical or mental condition which constitutes a health or other hazard to the employee, fellow employees, or others with whom the employee may come in contact or (2) is unable to perform, with a reasonable accommodation, the essential duties required by the position of employment, the President may place the employee on compulsory disability leave. The President shall notify the employee in writing of the duration of the compulsory leave period. Any earned leave credits shall be used during the compulsory leave period. That portion of the compulsory disability leave, if any, which is not covered by earned leave credits shall be without pay. No actions taken shall restrict or deny any rights guaranteed by the Family & Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), or state or federal disability benefits.
    3. After expiration of one-half of the compulsory disability leave period, the employee may, upon prior notice to the President, and at the employee's expense, seek a medical opinion from a doctor acceptable to the President as to the ability of the employee to return to work. If the opinion indicates the employee is able to return to work, the employee may return to work at a time mutually agreed upon between the employee and the employer.
    4. If, in the opinion of a doctor chosen and paid for by the University, or of a doctor chosen and paid for by the employee who is acceptable to the President, an employee is unable to return to work at the end of a compulsory disability leave, the President may (1) extend the leave without pay, (2) request the employee's resignation, or (3) terminate the employee's employment.
  2. Employee Benefits (approved revisions June 4, 2004)
    1. Application
      1. The benefits described in this paragraph 12. are applicable only to faculty and administrative employees who are not covered by a collective bargaining agreement, except as in II.B.12.b.(1).
      2. An employee with a full-time appointment shall be eligible to receive the benefits described in this paragraph 12. An employee whose appointment is at least half-time but less than full-time shall be eligible to receive such benefits on a pro-rated basis, provided that such employee shall not be eligible for educational leave or leave without salary.
      3. An employee who receives an appointment on an "acting" basis shall, if not prohibited by or inconsistent with a collective bargaining agreement, be eligible for the benefits described in this paragraph 12. during the term of his/her "acting" appointment.
      4. An employee hired specifically for a full-time temporary position shall, during the first fiscal year of such appointment, earn non-cumulative sick leave at the rate of 10 days per year (credited to the employee at the beginning of the appointment), shall be eligible for vacation leave, holidays, bereavement leave, and leave for court required service, but shall not be eligible for any other benefits provided by this paragraph 12. Such employee shall not receive any benefit for sick leave at the end of the fiscal year or at the end of the appointment, whichever is earlier. If such appointment is at least half-time but less than full-time, the employee shall be eligible to receive the benefits listed in this paragraph (4) on a pro-rated basis.
      5. (a) An employee hired specifically for a full-time temporary position, who is appointed to said position for more than one consecutive fiscal year, shall be eligible for vacation leave, holidays, bereavement leave, and leave for court required service.
        (b) In addition, effective at the beginning of the second consecutive fiscal year of such appointment, such employee shall become eligible for educational benefits, shall earn non-cumulative sick leave at the rate of 1 day per month of appointment (credited to the employee at the beginning of the fiscal year), and, if employed on a 12-month basis, shall earn vacation leave as specified in paragraph b. below.
        (c) If the foregoing appointment is at least half-time but less than full-time, the benefits listed in this paragraph (5) shall be provided on a pro-rated basis, and the employee shall not become eligible to earn the benefits listed in paragraph (b) above until the beginning of the third consecutive fiscal year of such appointment.
      6. Part-time faculty employees paid on a per-course basis and employees with appointments for less than half-time shall not be eligible for any benefits described in this paragraph 12.
    2. Vacation Leave
      1. Employees (including UPI Unit B Academic Support Professionals) with annual appointments of ten or more months shall earn vacation leave at the rate of two days per month during each month, or major fraction thereof, of service in pay status. All employees with less than ten-month appointments shall earn no vacation leave. This provision does not apply to persons employed in UPI Unit A positions. Vacation leave may be accrued up to a maximum of 48 days. [An employee who accrues the maximum will, except as provided below, earn no further vacation leave until the employee's use of vacation leave reduces the accrual below the maximum.
      2. Vacation leave shall ordinarily be earned before being taken. In exceptional circumstances, an employee may, at the discretion of the President or President's designee, be permitted to take up to six days of vacation leave before it is earned. In such case, the employee shall accrue no further vacation leave until the amount taken in advance has been earned. If the employee terminates his/her employment prior to earning the amount of vacation leave taken in advance, the unearned amount shall be deducted from his/her salary upon termination.
      3. All requests for vacation leave shall be submitted in advance to the immediate supervisor.
      4. Approval of the dates on which an employee wishes to take vacation leave shall be at the discretion of the President or appropriate department head, and shall be subject to the consideration of maintaining efficiency of operations.
      5. (a) Upon termination of employment, and provided that the employee is not reemployed at the same place of employment within 30 calendar days, an employee, or such employee's estate, shall be entitled to a lump sum payment for accrued vacation leave.
        (b) Vacation leave days eligible for lump sum payment shall be computed by determining the number of days, or fractions thereof, accrued by the employee in accordance with paragraph (1) above and subtracting any days, or fractions thereof, used by the employee.
    3. Sick Leave (Approved March 31, 2017)
      1. An employee, while in pay status, shall earn non-cumulative sick leave at the rate of ten days per year of employment, which shall be credited to the employee at the beginning of the employment year, starting with the first year of employment.
      2. An employee, while in pay status, shall earn cumulative sick leave at the rate of 1.5 days per month. An employee may accrue cumulative sick leave up to a maximum of 360 work days.
      3. An employee may use accumulated sick leave only when the employee is prevented from performing assigned duties because of illness, injury, or temporary disabilities caused or contributed to by pregnancy, or is obtaining medical or dental consultation or treatment, or for special circumstances stipulated under the Bereavement Leave provision of these Regulations. An employee may use up to twelve (12) days of earned sick leave per calendar year for absences resulting from the illness or injury of a child, stepchild, spouse, domestic partner, sister, brother or parent. For absences resulting from the illness or injury of a mother-in-law, father-in-law, grandchild, grandparent, or stepparent, an employee may use an amount not less than the personal sick leave that would be accrued during six months at the employee’s then current rate of benefit accrual.  Upon approval of the President, or the President’s designee, an employee may use additional accrued sick leave for such absences. Employees covered by a collective bargaining agreement with different sick leave benefits will receive those benefits according to their agreement.
      4. Deductions of sick leave shall not be made during any Board approved holiday. One day of sick leave shall be deducted for each day an employee is absent because of injury or illness. No more than five days of sick leave shall be deducted in any one calendar week.
        1. Upon termination of employment, and provided the employee is not reemployed at the same place of employment within 30 calendar days, an employee, or such employee's estate, shall be entitled to a lump sum payment for accrued sick leave earned after December 31, 1983 and prior to January 1, 1998. The lump sum payment for accrued sick leave shall be computed as the product of the employee's daily rate of compensation and one-half of the lesser of the following: (i) the number of days, or fractions thereof, of cumulative sick leave earned by the employee, in accordance with paragraph (2) above, minus any days, or fractions thereof, of cumulative sick leave used by the employee; or (ii) the number of days, or fractions thereof, of cumulative sick leave earned by the employee in accordance with paragraph (2) above after December 31, 1983 and prior to January 1, 1998. Non-cumulative sick leave days shall be used first, and cumulative sick leave days shall be used in the following order: pre-January 1, 1984; post-December 31, 1997; January 1, 1984 through December 31, 1997. No lump sum payment shall be made for noncumulative sick leave.
        2. An employee may waive payment for all or part of his/her eligible accrued sick leave (one-half of the employee's accumulated and unused sick leave earned after December 31, 1983 and prior to January 1, 1998) by executing an appropriate waiver form prior to termination of employment.
        3. An employee who has received a lump sum payment for accrued sick leave and who, within two years, is reemployed by the Board may, if separated in good standing, have his or her accrued sick leave restored if, within 30 days after commencement of such reemployment, the employee repays said lump sum payment to the Board for the benefit of the location at which accrued sick leave is restored. For each day of sick leave to be restored, the employee shall repay the gross amount he or she was paid for one day of accrued sick leave. An employee may have part or all of his or her accrued sick leave restored in this manner; however, if the employee does not make any such repayment to the Board, he or she shall not be entitled to have any such sick leave so restored.
      6. The Board, through its authorized representatives, reserves the right to require acceptable evidence of illness or disability with respect to the use of sick leave.
    4. Holidays
      1. All University facilities shall be closed except for necessary operations on the following principal holidays: New Year's Day, Martin Luther King, Jr.'s Birthday, Lincoln's Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, day after Thanksgiving Day, Christmas Day, and two supplemental holidays designated as the day before or day after New Year's Day and the day before or after Christmas Day.
      2. Employees will be excused with regular pay on said holidays unless otherwise determined by the President.
      3. Employees who are required to work on an observed holiday shall be granted, by mutual agreement between the employee and the employer, paid time away from work equivalent to the number of hours worked on the holiday.
    5. Bereavement Leave (Approved March 31, 2017)
      1. Employees will be granted, upon request, leave of up to three scheduled work days to attend the funeral or memorial service and/or for travel and bereavement time, upon the death of a member of the employee's immediate family, household, in-laws, grandchildren, and/or grandparents; and up to one day to attend the funeral or memorial service of a relative other than the above who is not a member of the employee's household. The amount of leave provided is not intended to be guaranteed and is available only when there is a need. Bereavement leave shall be taken in not less than one-half day increments and may not be accumulated. Employees covered by a collective bargaining agreement with different bereavement leave benefits will receive those benefits according to their agreement.
      2. Upon the death of a member of the employee’s immediate family, the employee will be granted seven additional work days of unpaid leave to attend the funeral or alternative to a funeral for the immediate family member, make arrangements necessitated by the death of the immediate family member, or grieve the death of the immediate family member.
      3. Immediate family is defined as: father, mother, sister, brother, spouse, domestic partner, and children. Biological, adopted, foster, legal wards, a child of a person standing in loco parentis, or step family members are considered immediate family under this policy. In-laws are defined as: mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, and daughter-in-law.
      4. Other relative is defined as: aunt, uncle, niece, nephew, or first cousin of the employee. Such relatives are regarded as members of the immediate family only if in residence in the employee's household at the time of death.
      5. Bereavement leave benefits are not granted in the event of the death of a member of the employee's spouse's or domestic partner's family unless specifically stated. For example, grandparent refers to the grandparent of the employee. For purposes of application of bereavement leave, relationships existing due to marriage or domestic partnership will terminate upon the divorce or termination of the domestic partnership of the relative through whom the marriage or domestic partnership relationship exists. Current marital status will be defined in accord with Illinois State Law.
      6. The employee's supervisor may grant additional leave to an employee who cannot, because of special circumstances, return to work at the completion of the allowable bereavement leave days. An employee may choose to take such leave without pay or may use accrued vacation or sick leave time.
    6. Parental Leave (Revised 10/3/14)
      1. UPI Units A and B parental leave is outlined in the UPI contract.
      2. Non-negotiated Administrative Employees
        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.
        4. An employee also has the right to additional time off as provided for in the Family Medical Leave Act of 1993.
    7. Educational Leave
      Administrative employees shall have the right to apply for an educational leave after completing five years of service at the University. Applicants shall document how the proposed educational leave is consistent with the goals of the University and their personal professional development. Requests for educational leave shall be forwarded through the employee's supervisor at least three months prior to the start of the proposed leave. The supervisor shall be responsible to document how the applicant's work will be covered during the term of the leave. The application for educational leave and the recommendation of the supervisor, including the proposed work coverage plan, shall be forwarded to the appropriate Vice President for review and recommendation. The President of the University shall review the application and attached recommendations for consideration of action.
      1. Applications for educational leave may be approved for the following purposes:
        1. study and research, including related travel;
        2. creative work in the employee's field of endeavor.
      2. The employee shall, prior to the granting of educational leave, enter into a written agreement with the University that, upon the termination of such leave, the employee will return to service for a full year and that, in default of completing such service, will refund, unless excused by the President for reasons satisfactory to him or her, an amount equal to such proportion of salary received while on leave as the amount of service not actually rendered as agreed bears to the whole amount of service agreed to be rendered. No such refund shall be necessary should the employee be terminated prior to the completion of the service agreed upon.
      3. Ordinarily, educational leaves may not result in an increase in net salary cost.
      4. An educational leave shall not be awarded more than once in every seven years, and educational leave time shall not be cumulative.
      5. Salary payments during educational leave shall be: one-half pay if leave is granted for a full year; full pay if leave is granted for one-half year.
      6. The maximum number of educational leave units that may be used during each fiscal year shall be one unit for each twenty-five full-time faculty and administrative employees who are not covered by a collective bargaining agreement or major fraction thereof. Each unit so derived shall generate twelve half-pay months or six full-pay months of educational leave.
    8. Leave Without Salary
      1. An employee may apply for a leave without salary. Ordinarily, such leave may be granted only after the employee has completed at least two consecutive years of full-time service at the University.
      2. A leave without salary may be granted at the discretion of the President following a determination that the employee intends to return to service at the end of such leave. The initial grant of a leave without salary may be for a period of up to one calendar year. The leave may be extended upon the agreement of the President for a period of up to two successive calendar years.
      3. An application for leave without salary shall ordinarily be submitted to the President or his/her designee at least three months prior to the starting date of the requested leave. The application must state the purposes of the leave and the time period for which the leave is requested. The reasons for which a leave without salary may be requested are: (a) personal, (b) research, (c) advanced study, or (d) professional development.
      4. Upon return to the University from a leave without salary, an employee's salary shall be adjusted to reflect nondiscretionary increases which the employee would have received if not on leave.
      5. While on leave without salary, an employee shall retain accrued sick leave and vacation leave earned prior to the commencement of the leave without salary, but shall not earn additional sick leave or vacation leave.
      6. An employee on leave without salary may continue to contribute toward and receive the benefits of any State or Board insurance program and may continue to contribute toward and receive retirement credit in the State Universities Retirement System if the laws, rules, regulations, policies, and procedures governing the administration of such insurance programs or the State Universities Retirement System so permit.
      7. Time spent by an employee on a leave without salary shall not be creditable for the purpose of determining eligibility for educational leave.
    9. Educational Benefits
      1. An employee may enroll at the University for a maximum of two courses, or six credit hours, whichever is greater, in any one academic term with exemption from the payment of tuition and fees. The fees which will be waived by the University include credit evaluation fees, activity fees, and graduation fees. In addition, service fees, such as those imposed to secure revenue for bond retirement, will be waived by the University. For employees who enroll in courses at State universities in Illinois other than Western Illinois University, the credit hour maxima and fees which will be waived will be determined by the institution in which such employees enroll.
      2. The natural, adopted, foster, and step-children up to and including the age of 25 and the spouse or declared domestic partner of an employee who dies while in service shall be entitled to a waiver of 100% tuition and mandatory fees up to and including the baccalaureate degree at the University. Should both parents be employees, the death of one parent makes the child eligible for the waiver. Children of a declared domestic partner will be considered as step-children of the employee for the purposes of this program.
      3. An employee who has retired from the University may enroll in the University for a maximum of one course, or three credit hours, whichever is greater, in any one academic term with exemption from the payment of tuition and such fees as may be waived in accordance with paragraph (1) above.
      4. See Board Regulations Section IV.B.2.a. for provisions governing the award of 50% tuition waivers to the children of University employees with 7 cumulative years or more of university service.
    10. Benefits for Coaches (Approved June 7, 2013)
      The following provisions shall apply only to coaches, who for the purposes of this subsection are defined as temporary administrative employees appointed for terms pursuant to written contract, or in the event of no written contract to terms of not longer than twelve months, and more than half of whose assignment is coaching intercollegiate athletics.
      1. Notwithstanding any of the other benefits provisions of these Regulations, coaches may be given an appointment which entitles them to the employee benefits described in Section II.A.9. and Section II.B.12. above, (subject to the requirements thereof concerning application and eligibility), but with the following benefits:
        1. Coaches appointed hereunder shall be entitled to cumulative vacation leave which shall be earned at the rate of two days per month for each month in the term of appointment. Vacation leave may be accrued up to a maximum of 24 days. [An employee who accrues the maximum will earn no further vacation leave until the employee’s use of vacation leave reduces the accrual below the maximum.] Upon termination of employment, and provided that the employee is not re-employed at the same place of employment within 30 calendar days, he/she shall receive lump sum payment for unused vacation leave at the end of his/her term.
        2. Coaches appointed hereunder shall be entitled to cumulative sick leave of 1.5 days per month of appointment. The employee may accrue cumulative sick leave up to a maximum of 360 work days and may use accumulated sick leave only when the employee is prevented from performing assigned duties because of illness, injury, or temporary disabilities. The employee may use up to twelve (12) days of earned sick leave per calendar year for absences resulting from the illness or injury of a parent, spouse, domestic partner, or child. Upon approval of the President, or the President’s designee, an employee may use additional accrued sick leave for such absences. [Employees covered by a collective bargaining agreement with different sick leave benefits will receive those benefits according to their agreement.] Deductions of sick leave shall not be made during any Board approved holiday. No lump sum payment shall be made for cumulative sick leave earned after January 1, 1998. No more than five days of sick leave shall be deducted in any one calendar week.