HomeMy WebLinkAboutRESOLUTION - 26-25 - 4/8/2025 - REVISED PERSONNEL RULES AND REGULATIONSRESOLUTION NO. 26-25
A RESOLUTION ESTABLISHING REVISED PERSONNEL RULES AND REGULATIONS
OF THE VILLAGE OF ELK GROVE VILLAGE
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the
Village of Elk Grove Village, Counties of Cook and DuPage, State of Illinois:
Section 1: That the Mayor and Board of Trustees do hereby authorize revised Personnel
Rules and Regulations of the Village of Elk Grove Village, a copy is attached hereto and made a part
hereof as if fully set forth.
Section 2: This revision incorporates changes in Federal and State law, and updates new
provisions.
Section 3: That this Resolution shall be in full force and effect May 1, 2025 after its passage
and approval according to law.
VOTE: AYES: 6 NAYS: 0 ABSENT: 0
PASSED this 8t' day of April 2025
APPROVED this 8tn day of April 2025
APPROVED:
Mayor Craig B. Johnson
Village of Elk Grove Village
ATTEST:
Loretta M. Murphy, Village Clerk
The Village of Elk Grove Village
Personnel
Rules and Regulations
Effective May 1, 2025
INDEX
ARTICLE 1
SECTION 1.1 - DISCLAIMER
SECTION 1.2 - MANAGEMENT RIGHTS
SECTION 1.3 - MAINTENANCE OF ORDER IN THE WORKPLACE
SECTION 1.4 - ACCEPTING GIFTS
SECTION 1.5 - DRUG FREE WORKPLACE POLICY ALL PERSONNEL
SECTION 1.6 - NON-SMOKING & TOBACCO USE POLICY
SECTION 1.7 - HARASSMENT FREE WORK ENVIRONMENT
SECTION 1.7.1 - NO HARASSMENT
SECTION 1.7.2 - PROHIBITED CONDUCT
SECTION 1.7.3 - SEXUAL HARASSMENT
SECTION 1.7.4 - EMPLOYEE RESPONSIBILITY
SECTION 1.7.5 - COMPLAINTS OF HARASSMENT
SECTION 1.7.6 - VILLAGE RESPONSE
SECTION 1.7.7 - POLICY AGAINST RETALIATION
SECTION 1.7.8 - WORKPLACE RELATIONS
SECTION 1.7.9 - ELECTED OFFICIAL COMPLAINT PROCESS
SECTION 1.7.10 - WORKPLACE VIOLENCE
SECTION 1.8 - EQUAL EMPLOYMENT
SECTION 1.9 - AMERICANS WITH DISABILITIES ACT (ADA)
SECTION 1.10 - PREGNANCY AND LACTATION ACCOMMODATION
SECTION 1.11 - GENETIC INFORMATION NONDISCRIMINATION ACT
SECTION 1.12 - ILLINOIS RELIGIOUS FREEDOM PROTECTION & CIVIL UNION
ACT
INDEX (Page i)
SECTION 1.13 - CITIZENSHIP
SECTION 1.14 - RESIDENCY
SECTION 1.15 - ON-THE-JOB SAFETY
SECTION 1.16 - ON THE JOB INJURIES AND REPORTING
SECTION 1.17 - EMPLOYEE PRIVACY POLICIES
SECTION 1.18 - VILLAGE INTERNET & E-MAIL POLICY
SECTION 1.19 - OUTSIDE EMPLOYMENT
SECTION 1.20 - DRIVER'S LICENSE CHECKS
SECTION 1.21 - LIMITATIONS ON EMPLOYEE PERSONAL USE OF SOCIAL MEDIA
AND DIGITAL MEDIA
SECTION 1.22 - WHISTLEBLOWER PROTECTION POLICY
ARTICLE 2
SECTION 2.1 - CLASSIFICATION OF EMPLOYMENT
SECTION 2.2 - OPEN POSITIONS/RECRUITMENT
SECTION 2.2A - PROMOTIONS
SECTION 2.2B - DEMOTIONS
SECTION 2.2C - TRANSFERS
SECTION 2.3 - TRIAL PERIOD
SECTION 2.4 - CERTIFICATION OF EMPLOYEE
SECTION 2.5 - OFFICIAL PERSONNEL FILES
SECTION 2.6 - LAYOFF PROCEDURE
SECTION 2.6A - RECALL FROM LAYOFF
SECTION 2.613 - REINSTATEMENT OF BENEFITS
SECTION 2.7 - PERFORMANCE EVALUATION
SECTION 2.8 - EMPLOYMENT OF RELATIVES
SECTION 2.9 - TEMPORARY APPOINTMENT/ASSIGNMENT
INDEX (Page ii)
SECTION 2.10 - SERVICE WITH THE VILLAGE
SECTION 2.11 - RE -HIRE OF PENSIONED EMPLOYEES
SECTION 2.12 - VILLAGE MANAGER RESERVATION OF RIGHTS
ARTICLE 3
SECTION 3.1 - APPLICATION OF THIS ARTICLE
SECTION 3.2 - THE WORKWEEK
SECTION 3.3 - THE WORKDAY
SECTION 3.4 - STARTING AND QUITTING TIMES
SECTION 3.5 - LUNCH PERIODS
SECTION 3.6 - BREAK PERIODS
SECTION 3.7 - TIME & ATTENDANCE
SECTION 3.8 - ATTENDANCE AT CONFERENCES, SEMINARS, MEETINGS AND
TRAINING SESSIONS
SECTION 3.9 - FLEXIBLE WORK SCHEDULE
ARTICLE 4
SECTION 4.1 - WAGE AND SALARY PLAN PURPOSE
SECTION 4.2 - DIRECT FORMS OF COMPENSATION
SECTION 4.2A1 - MERIT PAY PLAN POSITIONS
SECTION 4.2A2 - MANAGEMENT ENHANCEMENT AWARD PROGRAM
SECTION 4.2A3 - OVERTIME FOR MANAGEMENT PERSONNEL
SECTION 4.2A4 - ACTING SUPERVISORY APPOINTMENTS LESS THAN 30
DAYS
SECTION 4.2A5 - MANAGEMENT INCENTIVE PROGRAM
SECTION 4.213 1 - STEP PAY PLAN POSITIONS
SECTION 4.2B2 - LONGEVITY PAY PROGRAM
SECTION 4.2133 - OVERTIME FOR STEP PAY PLAN PERSONNEL
INDEX (Page iii)
SECTION 4.2C - SPECIFIC RATE PAY PLAN
SECTION 4.21) l - STAND -BY -STATUS PAY (non -supervisory employees)
SECTION 4.2D2 - RATES OF PAY FOR PROMOTIONS, TRANSFERS AND
DEMOTIONS
SECTION 4.2D3 - SERGEANTS OFF -DUTY COURT PAY
SECTION 4.3 - INDIRECT COMPENSATION
SECTION 4.3A - HOLIDAYS
SECTION 4.3 B - THE VACATION BENEFIT
SECTION 4.3C - MANAGEMENT VACATION
SECTION 4.3D - SICK LEAVE
SECTION 4.3E - BEREAVEMENT LEAVE
SECTION 4.3F - EMERGENCY LEAVE
SECTION 4.3G - FAMILY AND MEDICAL LEAVE
SECTION 4.3H - MILITARY LEAVE
SECTION 4.3I - NECESSARY TIME OFF TO VOTE
SECTION 4.3J - ELECTION JUDGE LEAVE
SECTION 4.3K - JURY DUTY LEAVE
SECTION 4.3L - WITNESS LEAVE
SECTION 4.3M - BLOOD AND ORGAN DONATION LEAVE
SECTION 4.3N - ADMINISTRATIVE LEAVE
SECTION 4.30 - ILLINOIS SCHOOL VISITATION RIGHTS ACT
SECTION 4.3P - VICTIMS' ECONOMIC SECURITY & SAFETY ACT POLICY
SECTION 4.3Q - PERSONAL UNPAID LEAVE
SECTION 4.3R - REQUIREMENT TO PROVIDE WRITTEN REQUESTS FOR
LEAVES OF ABSENCE PRIOR TO HAVING THE LEAVE APPROVED
INDEX (Page iv)
SECTION 4.35 - PAID LEAVE TIME (CONSISTENT WITH 820 ILCS 192/1) FOR
CLASSIFICATIONS ENCLOSED
SECTION 4.4
SECTION 4.4A - MEDICAL, DENTAL AND VISION BENEFITS
SECTION 4.4A1 - MEDICAL INSURANCE OPT -OUT PROGRAM
SECTION 4.413 - LIFE INSURANCE
SECTION 4.4C - COST CONTAINMENT RELATING TO HEALTH CARE
BENEFITS
SECTION 4AD - TRAVEL RELATED BENEFITS
SECTION 4.4E - UNIFORM BENEFITS
SECTION 4.4F - WORKER'S COMPENSATION BENEFITS
SECTION 4AG - DEFERRED COMPENSATION PROGRAM AND INDIVIDUAL
RETIREMENT ACCOUNT
SECTION 4AH - SERVICE AWARD PROGRAM
SECTION 4.4I - RETIREMENT HEALTH AWARD BENEFIT PROGRAM
SECTION 4.4J - RETIREE HEALTH SAVINGS PROGRAM
SECTION 4.5
SECTION 4.5A - PAYROLL PERIODS
SECTION 4.5B - DIRECT DEPOSIT
SECTION 4.6 - RETIREMENT AND PENSION
SECTION 4.7 - DEATH OF AN EMPLOYEE
ARTICLE 5
SECTION 5.1 - SEPARATING FROM VILLAGE EMPLOYMENT
SECTION 5.1A - RETIREMENT
SECTION 5.1B - RESIGNATION
SECTION 5.2 - DISPOSITION OF THE FINAL PAYCHECK
INDEX (Page v)
SECTION 5.3 - EXIT INTERVIEW
ARTICLE 6
SECTION 6.1 - SOLICITATION
SECTION 6.2 - POLITICAL ACTIVITY
SECTION 6.3 - REIMBURSEMENT FOR LOSS OF PERSONAL ITEMS
SECTION 6.4 - USE OF VILLAGE PROPERTY INCLUDING CELL PHONES
SECTION 6.5 - IDENTIFICATION CARDS
SECTION 6.6 - PERSONAL MAIL
SECTION 6.7 - DEPARTMENTAL BULLETIN BOARDS
SECTION 6.8 - EMPLOYEE ONLY AREAS
APPENDIX A TRAVEL AUTHORIZATION POLICY
APPENDIX B DRESS CODE POLICY
APPENDIX C FLEXIBLE WORK SCHEDULE POLICY
APPENDIX D TAKE YOUR CHILD TO WORK DAY
APPENDIX E NON -UNION WORKPLACE POLICY CONCERN PROCEDURE
APPENDIX F VILLAGE TUITION REIMBURSEMENT POLICY
APPENDIX G BUILDING SECURITY AND ACCESS POLICY
APPENDIX H SAFE LIFTING POLICY
APPENDIX I SLIP, TRIP AND FALL PREVENTION POLICY
INDEX (Page vi)
ARTICLE 1
SECTION 1.1 - DISCLAIMER
The Rules and Regulations are distributed to all Village employees as a guide and summary of the
present personnel policies and procedures of the Village of Elk Grove Village. These Rules and
Regulations are not intended nor should they be construed, as a binding contract of employment -
expressed or implied - between the Village and any employee. Furthermore, these Rules and
Regulations are not intended as a guarantee of continued employment or benefits.
These policies and procedures supersede all prior Village policies and procedures, whether in
writing or otherwise. Since the Village periodically reviews its personnel policies and procedures
and makes revisions and modifications, the Village reserves the right to change or modify the
employment policies and procedures set forth in these Rules and Regulations with or without prior
notice to employees.
No action, agreement, or representation made by any Village employee, including statements made
by a supervisor, which alters or modifies any of the policies and procedures set forth in this manual
shall be authorized by or binding upon the Village unless and until the Village Manager and/or
Village Board has agreed thereto in writing.
The terms and conditions of a collective bargaining agreement supersede any conflicting
provisions, herein. The only subjects or matters set forth in these Rules and Regulations which
shall be applicable to represented (Union) employees shall be those subjects or matters which are
not covered by or referred to in the applicable collective bargaining agreement. Any grievance
with respect to the subject matter covered by, or referred to in the applicable collective bargaining
agreement shall be handled in accordance with the grievance procedure set forth in such collective
bargaining agreement and shall not be subject to the Non -Union Workplace Policy Concern
procedure set forth in Appendix E.
All employees are expected to read this manual and adhere to the rules and regulations continued
herein as a condition of employment. Failure to read the rules and regulations does not excuse or
justify an employee's violation of the policies contained herein.
The authority to modify, revoke, suspend, terminate, or otherwise change all such policies and
procedures are vested solely with the Mayor and the Board of Trustees.
The authority and responsibility to administer the Village policies on a day-to-day basis is vested
in the Village Manager, and then to Department Heads and other supervisory personnel of the
Village.
SECTION 1.1 (Page 1)
SECTION 1.2 - MANAGEMENT RIGHTS
It is understood and agreed that the Village possesses the sole right, authority, and responsibility
to operate and direct all employees of the Village in all aspects of the employment relationship.
These rights include but are not limited to the right to determine the mission of the Village, Village
policies, standards of service to be offered; the right to plan, direct, schedule, control and determine
the methods, means, and number of personnel needed to perform services; to generally direct the
workforce including the right to hire, assign, transfer, layoff, promote, demote employees within
any department; to discipline probationary and non -probationary employees; to make public and
enforce rules and regulations; to introduce and/or use new or improved methods, equipment, or
facilities; to contract or subcontract for goods and services, or to privatize current services; and to
take any and all actions that may be necessary to carry out the mission of the Village at any time
under any condition.
These rights also apply to unionized employees except to the extent these rights are modified by
the current labor agreements or by the Village's obligations under the Illinois Public Labor
Relations Act.
SECTION 1.2 (Page 1)
SECTION 1.3 - MAINTENANCE OF ORDER IN THE WORKPLACE
Every organization needs order to operate efficiently and effectively and every employee is entitled
to work in a safe and orderly environment. Discipline within an organization maintains the
necessary order to conduct business properly.
Employees who have reason to believe the employee has experienced or witnessed conduct that is
inconsistent with Village policy or that the Village has committed any violation of a policy, rule,
or regulation of the Village, or other improper or unlawful conduct shall immediately report
information concerning the alleged violation to the Supervisor, Department Head, Director of
Human Resources or the Village Manager.
All investigations into any conduct that has allegedly violated Village policy shall be conducted
in a timely manner and without unnecessary delay. The Village will not retaliate against an
employee for making complaints under this policy.
In addition to the procedure identified above, it is the policy of the Village, insofar as possible, to
prevent employee problems and to deal promptly with those that do occur. Employees should feel
free to discuss problems with their supervisor. The supervisor will discuss the circumstances with
the employee and attempt to resolve the matter.
The continued employment of every employee shall be contingent upon orderly, acceptable
conduct and satisfactory job performance. While it is impossible to state every form of misconduct
possible, this provision sets forth guidelines to be used by employees to maintain the order
necessary to make this a safe, productive place for all of us to work.
Failure to perform one's job in an acceptable fashion or to violate the tenets of civil and
professional conduct may result in disciplinary action, which includes, but is not limited to
reprimands, suspensions, or discharge. The exact form of discipline will depend upon, among other
things, the seriousness of the violation and/or the frequency of the violation and the employee's
disciplinary history.
Some examples of activities which may result in disciplinary action are listed below. This is not
an all-inclusive list and should not be considered in any way to limit the Village's ability to address
conduct that violates the Village's policies, procedures, mission, good order or common sense.
Absenteeism and/or Tardiness
Employees are expected to be at their assigned work area, ready to work, at the assigned
starting time and must work until the shift is over. If an employee is required to miss work
for a legitimate reason, the employee is expected to provide their supervisor with advance
notice subject to Department requirements. Failure to provide notice of an absence will be
grounds for disciplinary action and denial of pay for the missed time.
When it is determined that an employee's attendance record is questionable an employee
may be required to provide acceptable written documentation to justify the need for the
absence. Employees who fail to meet attendance requirements may have their attendance
monitored.
SECTION 1.3 (Page 1)
Falsification of any Village record application for employment, or representation to the Village,
including but not limited to medical documentation and/or insurance forms and accident reports.
Improper use of sick leave benefit or falsifying a reason for any leave of absence including
providing inaccurate or misleading information.
Improper use of Village vehicles, property, assets, equipment, supplies, uniforms, or other Village
property, including phones, computers, cameras, fitness equipment, fax machines, copy machines,
postage meters, and fuel pumps.
Insubordinate, disrespectful, discourteous attitude or behavior to other employees and/or
individuals, including but not limited to failing to follow a supervisor's direction.
Engaging in solicitation, selling, peddling or distributing products and/or information during work
or on Village property without the written permission of the Village Manager.
Performing work in an unsafe manner or engaging in physical activities (horseplay) that exposes
oneself or others to serious injury or potential serious injury. This includes failing to follow safety
rules or regulations particularly with respect to operation of vehicles and equipment.
Engaging with others in inappropriate physical activities that may result in injury or death while at
work. Prohibited physical activities include but are not limited to: snowball fights, tag, paintball,
wrestling, or any other physically rough play that may result in injury.
Failure to perform assigned tasks or follow a supervisor's lawful directive or instructions for any
reason including due to negligence and/or incompetence.
Improper use of Village bulletin boards.
Violation of any lawful or official regulation, order, or rule, or failure to follow reasonable
direction given.
Conviction of a criminal offense.
Carelessness, negligence, or misconduct causing damage to public or private property, or causing
waste of public property or resources.
Failure to return from vacation or an authorized leave of absence.
Direct or implied threats of harm, violence or injury to other employees or the public.
Possession and/or use of alcoholic beverages, drugs or illegal substances at work or on Village
property without proper authorization including misuse of prescription medications. Possession
includes lockers and desks and vehicles assigned to employees and/or parking facilities provided
by the Village. Use at work also includes during authorized lunch or break periods or while subject
to duty or call.
SECTION 1.3 (Page 2)
Reporting for work under the influence of alcoholic beverages, drugs and/or illegal substances or
prescription drugs that impact an employee's ability to safely perform their job and/or fitness for
duty.
Theft, gambling, or misappropriation of Village funds or property.
Conduct unbecoming a Village employee while on or off duty which causes the Village
embarrassment, violates the law, or creates a liability for the Village.
Utilizing the Village for receipt of personal mail, except as authorized by the Department Head.
Failure to submit and/or report for a physical exam, mental health exam, fitness for duty exam,
and/or drug or alcohol test as directed by the Village Manager, Department Head, or a supervisor,
including failure to report for any required follow-up exams or tests.
Failure to maintain a valid driver's license or other certifications or qualification if required in the
performance of their regular duties.
Failure to fulfill stand-by or on -call obligations.
Failure to perform the responsibilities of a Supervisor.
Failure to report an accident or injury to a Supervisor before the end of the shift in which the
accident or injury occurred.
With the exception of authorized active or retired law enforcement personnel, bringing a firearm,
ammunition, or other weapon to work or Village facilities. Employees with a valid concealed carry
permit may store a weapon in their personal vehicle (not a Village vehicle) only to the extent
allowed under the Illinois Concealed Carry Act.
Failure to advise a Supervisor prior to reporting to work of medical conditions or medications that
impact the employee's ability to perform the essential functions of the employee's job and/or
fitness for duty and/or create a safety risk.
Failure to maintain confidentiality of information.
Misuse of Village data, files or information, including taking said data, files, or information
without authorization for personal use.
PROCESS
Whenever an employee violates any rule or regulation in addition to any other discipline, the
Department Head may begin disciplinary action in any of the steps listed below, depending on the
seriousness of the offense committed.
SECTION 1.3 (Page 3)
1. Reprimands:
Oral: For minor offenses the employee should be given a verbal warning. A written
statement of the oral warning should be forwarded to the Office of Human
Resources for placement in the employee's file.
Written: When the seriousness of the offense committed is such that the warning
should be in writing, it shall include the nature of the offense and extent of the
warning. The employee shall acknowledge receipt of the warning by signing and
dating the notice of written reprimand. A copy of the reprimand shall be forwarded
to the Village Manager within twenty-four (24) hours of the action taken. The
Village Manager shall then forward it to the Director of Human Resources for
placement in the employee's file.
2. Suspensions:
Any action on the part of an employee which is in violation of the orders of his/her
supervisors or contrary to the policies or rules of his/her department or the Village,
but not serious enough to warrant dismissal, may be disciplined by suspension
without pay.
This authority is to be exercised by the Department Head, or his designee. The
employee's supervisor may make recommendation for such action. Prior to
issuance of a notice of suspension, the nature of the offense will be reviewed with
the Village Manager. An employee may be sent home without pay prior to
suspension action being taken.
3. Dismissals:
The Department Head, with the approval of the Village Manager may dismiss any
employee for reasons deemed to be appropriate to the penalty. Prior to dismissal,
the employee shall be given an opportunity to discuss the reason(s) being
considered for the employee's dismissal in a meeting with the employee's
Department Head and the Village Manager. The notice of dismissal shall be in
writing and shall state the specific charges with such clarity and particularity that
the employee will understand the charges made and will be able to answer them if
they so desire.
APPEAL OF DISCIPLINARY ACTION
Employees may appeal any disciplinary action.
A. Within three (3) calendar days after being notified of the disciplinary action, the employee
must submit in writing, the reasons for appealing the action. Such communication shall be
sent to the Department Head for review and consideration. If following such review and
action, the employee is still not satisfied, the employee and the Department Head shall
forward a report of the case within two (2) days with comments to the Village Manager.
SECTION 1.3 (Page 4)
The Village Manager shall arrange a conference with the employee, the Department Head and any
other person deemed necessary to review the cause of any action taken as a disciplinary measure.
The final decision shall rest with the Village Manager. The Village Manager's findings shall be in
writing and copies sent to the employee, Department Head and the Director of Human Resources
for filing in the employee's personnel file.
SECTION 1.3 (Page 5)
SECTION 1.4 - ACCEPTING GIFTS
Village services are not to be extended by employees in exchange for special awards, gifts or other
remuneration from outside individuals or organizations. When an employee receives any offering
as a result of their status as a Village employee, receipt of such offering must be reported in writing
at once to their Department Head, and retention of the gift will be conditioned on the Village
Manager's approval. All items received with a value of $75.00 or more must be reported on the
appropriate form provided by the Office of Human Resources and submitted to the Village
Manager for approval within twenty-four (24) hours of receipt of the gift. Under no circumstances
shall an employee accept a gift or gifts from any individual person, corporation, or entity in excess
of $100.00 during any calendar year.
If an individual or organization feels generous and wishes, however, to acknowledge services
performed by individual Village personnel or a Department, they may make a check payable (for
the amount they desire) to the Village of Elk Grove Village and send it to the Village Treasurer.
Upon receipt of money, the Village Treasurer shall immediately deposit it in the General Corporate
Fund account or in the applicable pension fund as may be required by State Statute or Municipal
Code and notify the employee in whose name the gift was sent.
SECTION 1.4 (Page 1)
SECTION 1.5 - DRUG FREE WORKPLACE POLICY ALL PERSONNEL
The Village of Elk Grove Village has a zero -tolerance policy regarding the use of drugs and
alcohol. The Village of Elk Grove Village prohibits any employee from engaging in the
manufacture, distribution, dispensing, possession, or use of any illegal substance on or off duty,
except as is necessary in the performance of duty, or the abuse of alcohol and/or prescription drugs
while on or just before the onset of duty. The Village acknowledges that such use of illegal
substances and abuse of prescription drugs is harmful to the health of employees and dangerous in
the workplace.
The employee must notify their immediate supervisor of any criminal drug statute conviction no
later than one business day after such a conviction.
The Village retains the right to require employees to submit to alcohol or drug testing based upon
a reasonable suspicion that an employee has violated any portion of this policy. The determination
of reasonable suspicion shall be in the sole discretion of the Village. The Village also reserves the
right to test employees when required by state or federal grants or contracts.
While marijuana may be authorized by the State of Illinois, marijuana remains a Federally
controlled substance that impacts workplace safety and productivity. Therefore, marijuana is
included in the definition of illegal and prohibited substances.
PERSONNEL REQUIRED TO POSSESS A COMMERCIAL DRIVER'S LICENSE
Furthermore, employees required to possess commercial driver's license are prohibited from
operating a commercial motor vehicle:
a. While having a breath alcohol concentration of .04 percent or greater as indicated
by an alcohol breath test.
b. While using alcohol.
Within four hours after using alcohol.
d. Within two hours but in no event longer than eight hours after an accident involving
a municipal vehicle or until tested for drugs and/or alcohol.
Employees required to possess a commercial driver's license are prohibited from the unlawful use
of drugs on or off duty.
Finally, any employee or prospective employee applying for a position requiring a commercial
driver's license must release information from their previous employer regarding results of
previous drug and alcohol testing taken within the past two years.
Under Federal guidelines, random testing for alcohol will occur immediately prior, during, or after
the employee performs safety sensitive functions of their jobs (i.e. operation of a motor vehicle).
SECTION 1.5 (Page 1)
Random drug testing will be performed but not necessarily on an immediate basis as with alcohol
testing. Any refusal to submit to testing automatically results in a positive test result.
Policv Violations
Any employee who is found to be in violation of this policy will be subject to disciplinary action
by the Village. This may include, among other things reprimands, suspension without pay, or
dismissal. Furthermore, employees must comply with all drug and alcohol -testing requirements.
The employee may enter an employee substance abuse assistance program at any time or as may
be required by the Village. Information on such assistance through the employee's health insurance
benefits is available from your supervisor.
This policy will be enforced in all matters as referred to above regardless of an employee's current
or future job classification or position within the Village.
All affected employees must sign a statement of understanding of this policy.
SECTION 1.5 (Page 2)
SECTION 1.6 - NON-SMOKING & TOBACCO USE POLICY
It is the policy of the Village of Elk Grove Village to accommodate the preference of the non-
smoker in Village buildings and facilities and to provide a healthy work environment for all
employees of the Village. The Village treats the usage of electronic cigarettes (e-cigarettes) and
chewing tobacco the same as smoking for the purposes of administering this policy.
PROHIBITED SMOKING AREAS AND EXCEPTIONS
Elk Grove Village complies with the Illinois Smoke Free Act which requires workplaces to be free
from tobacco smoke. To meet this objective, Elk Grove Village has the following prohibitions on
smoking and e-cigarette usage:
1. Smoking is prohibited in all public buildings, including any portion of a building
under roof (i.e., garage, apparatus floor, workshops, pump houses, ramps, etc.).
2. Smoking is prohibited in all municipal vehicles.
No employee smoking is allowed at any entrance to a public building accessible to
the public, or to which the public is invited.
4. Smoking is permitted at employee only entrances/exits provided it is not within
twenty-five feet (25') of the doorway.
Compliance with this policy is the responsibility of all employees. The Department Head shall
enforce adherence to the policy in each department.
SECTION 1.6 (Page 1)
SECTION 1.7 - HARASSMENT FREE WORK ENVIRONMENT
SECTION 1.7.4 - NO HARASSMENT
The Village is committed to maintaining an environment free from discrimination and harassment.
In keeping with this commitment, the Village will not tolerate any form of harassment that violates
this policy. This policy forbids any employee, supervisor, elected official, appointed official,
vendor, client, customer or other person to harass any employee of the Village. The Village shall
take appropriate action, up to and including dismissal, for violations of this policy by employees.
The Village shall take other corrective action that is reasonable and appropriate under the
circumstances for violations of this policy by persons not employed by the Village.
SECTION 1.7.1 (Page 1)
SECTION 1.7.2 - PROHIBITED CONDUCT
This policy prohibits harassment or other workplace discrimination based on an employee's
protected status under state and federal law. This includes conduct, whether verbal, physical, or
visual, that denigrates or shows hostility or aversion toward an individual based upon that person's
race, color, religion, sex, sexual orientation, age, national origin, ancestry, disability, marital status,
military status or unfavorable discharge from military service (except dishonorable), or any other
protected status under applicable local, state or federal law. The Village will not tolerate harassing
conduct that has the purpose or effect of interfering unreasonably with an individual's work
performance, affecting an individual's tangible job benefits, or creating an intimidating, hostile, or
offensive work environment.
The conduct forbidden by this policy specifically includes, but is not limited to:
• Epithets, slurs, negative stereotyping, or intimidating acts that are based on a person's
protected status;
• Written or graphic material circulated, made available, or maintained on the Village's
computer system, or such material that is shown, kept posted or distributed within the
workplace that shows hostility toward a person or persons because of their protected status;
and
• Conduct that occurs off work time and/or off -duty, including social media activity that
affects the workplace or employee's ability to work with each other.
The Village discourages any such conduct in the workplace, and this policy prohibits harassment
based on an individual's protected status, even if it does not rise to the level of a legal violation.
SECTION 1.7.2 (Page 1)
SECTION 1.7.3 - SEXUAL HARASSMENT
Sexual harassment deserves special mention. Sexual harassment includes any harassing conduct
based on gender, regardless of whether the conduct is sexual in nature. Any unwelcome conduct
based on gender is also forbidden by this policy regardless of whether the individual engaged in
harassment and the individual being harassed are of the same or different genders.
Unwelcome sexual advances, requests for sexual favors, or other verbal, physical, or visual
conduct based on sex constitute sexual harassment when (1) submission to the conduct is an
explicit or implicit term of employment, (2) submission to or rejection of the conduct is used as a
basis for an employment decision affecting an individual (tangible employment action), or (3) the
conduct has the purpose or effect of substantially interfering with an individual's work
performance or creating an intimidating, hostile or offensive working environment.
This policy forbids harassment based on gender regardless of whether it rises to the level of a legal
violation.
The Village considers the following conduct to represent, but are not limited to, some of the types
of acts that violate this Harassment Policy:
Physical assaults of a sexual nature included but not limited to rape or sexual battery.
Intentional physical conduct which is sexual in nature, such as touching, pinching, patting,
grabbing, etc.
Unwanted sexual advances, propositions or other sexual comments including but not limited to
sexually oriented gestures, noises, remarks, innuendos, jokes, comments, or verbal abuse of a
sexual nature. Also included are preferential treatment and promises of a preferential treatment to
an employee for submitting to sexual conduct.
Sexual or discriminatory displays or publications anywhere in the Village workplace by Village
employees including but not limited to pictures, posters, calendars, graffiti, objects, reading materials,
or other materials that are suggestive, demeaning or pornographic.
SECTION 1.7.3 (Page 1)
SECTION 1.7.4 - EMPLOYEE RESPONSIBILITY
Everyone at the Village can help assure that our workplace is free from prohibited discrimination
or harassment. Every employee is expected to avoid any behavior or conduct that could reasonably
be interpreted as prohibited harassment under this policy. Employees are encouraged to inform
others in the workplace whenever their conduct is unwelcome, offensive, inappropriate, or in poor
taste. In addition, employees should come forward to the employee's supervisor, another
supervisor, a department director, Human Resources, or the Village Manager with complaints
about alleged problems or violations of this policy at any time. Employees are expected to come
forward promptly and report any problems pursuant to this policy before the alleged offending
behavior becomes severe or pervasive. Complaints need not be limited to someone who was the
target of the alleged offending conduct. Anyone who has observed an alleged violation of the
policy is also encouraged to report such conduct. No employees, not even the highest-ranking
people in the Village, are exempt from the requirements of this policy.
SECTION 1.7.4 (Page 1)
SECTION 1.7.5 - COMPLAINTS OF HARASSMENT
If an employee experiences or witnesses any conduct that he or she believes is inconsistent with
this policy, the Village expects the employee to notify promptly the employee's supervisor, another
supervisor, a department director, Human Resources or the Village Manager. This may be done in
writing or verbally. Each supervisor must immediately report to the Village Manager any
complaint or observation of conduct which may violate this policy. A supervisor's failure to make
such a report may constitute a violation of this policy. This policy does not require reporting
harassment or discrimination to any individual who is creating the harassment or discrimination.
It is critical in establishing a workplace free of harassment that an individual who experiences or
witnesses an incident perceived as being harassing has access to a mechanism for reporting such
incidents. At the same time, the purposes of this policy are not furthered where a complaint is
found to be false and frivolous and made to accomplish some other end than stopping harassment.
A complaint that is determined to be false and frivolous can result in a severe level of discipline
or discharge. A false or frivolous complaint does not refer to complaints made in good faith that
cannot be proven.
SECTION 1.7.5 (Page 1)
SECTION 1.7.6 - VILLAGE RESPONSE
All reports describing conduct that is inconsistent with this policy will be investigated promptly.
Employees who believe they have been subjected or exposed to discrimination or harassment
prohibited by this policy have the right to have any such activity terminated immediately. The
Village may put reasonable interim measures in place, such as a leave of absence or a transfer,
while the investigation takes place. The Village will take further appropriate action once the report
has been thoroughly investigated. That action may be a conclusion that a violation occurred, as
explained immediately below. The Village might also conclude, depending on the circumstances,
either that no violation of the policy occurred or that the Village cannot conclude whether or not a
violation occurred.
In investigating and in imposing any discipline, the Village will attempt to preserve confidentiality
to the extent that the needs of the situation permit and in order to conduct an investigation.
Confidentiality cannot be guaranteed.
If an investigation reveals that a violation of this policy or other inappropriate conduct has
occurred, then the Village will take corrective action, including discipline up to and including
dismissal, as is appropriate under the circumstances, regardless of the job positions of the parties
involved. The Village may discipline an employee for any inappropriate conduct discovered in
investigating reports made under this policy, regardless of whether the conduct amounts to a
violation of law or even a violation of policy. If the person who engaged in harassment is not
employed by the Village, then the Village will take whatever corrective action is reasonable and
appropriate under the circumstances.
Employees are encouraged to use the above complaint procedure(s) to report and resolve their
complaints of harassment or retaliation. Our policy provides for immediate notice of problems to
the Village employees and officials listed above, so that we may address and resolve any problems
without waiting for legal proceedings to run their course. However, employees may also file a
charge of discrimination in writing with the Illinois Department of Human Rights within 180 days
of the harassment and/or the Equal Employment Opportunity Commission at:
Illinois Department of
Human Rights
555 West Monroe Street
Suite 700
Chicago, IL 60661
(312) 814-6200
Helpline: 1-877-236-7703
Illinois Department of
Human Rights
524 S. 2nd Street
Suite 300
Springfield, IL 62701
(217) 785-5100
Equal Employment Opportunity
Commission
500 West Madison Street
Suite 2800
Chicago, Illinois 60661-2511
(312) 353-2713
SECTION 1.7.6 (Page 1)
SECTION 1.7.7 - POLICY AGAINST RETALIATION
The Village forbids retaliation toward or against any individual who makes a good -faith complaint
of harassment; assists or cooperates in an investigation of a complaint by someone else, whether
internally or with an external agency; or files a charge of discrimination or harassment; or
otherwise provides information in a proceeding, including in a court, administrative or legislative
hearing, related to violations of discrimination or harassment laws. Examples of the types of
retaliation that are prohibited include intimidation; discrimination; verbal or physical abuse;
adverse actions with respect to pay, work assignments, and other terms of employment;
termination of employment; or threats of any such actions. Retaliation is a serious violation of this
policy that may result in discipline up to and including dismissal. All employees who experience
or witness any conduct they believe to be retaliatory should immediately follow the reporting
procedures stated above.
SECTION 1.7.7 (Page 1)
SECTION 1.7.8 - WORKPLACE RELATIONS
The First Amendment allows anyone to associate with anyone else they desire. It is natural for
people who meet in the workplace to sometimes become romantically involved, and it is not the
Village's intent to interfere with any dating relationship. Any involvement between employees
must be voluntary and desired by both parties. However, problems have developed due to dating
relationships, which can interfere with our goal of having a professional work environment. It is
permissible for an employee to ask a co-worker out on a date. However, if you do not want to go
out with another employee, it is imperative that your response to the request is firm and definite.
After this firm definite response has been made, it is inappropriate for the requesting party to make
any further attempt to initiate a dating relationship. Repeated requests for a dating relationship may
constitute Sexual Harassment in violation of Village Policy. It is also inappropriate for any
relationship to interfere with normal work operation in any manner. Personnel who desire to
become involved with someone in the workplace must be aware of the following guidelines:
1. There shall be no dating activities on Village time or property.
2. There shall be no use of Village property to arrange dating activities.
3. All behaviors between employees shall be behavior conducive to a professional
work environment at all times when on Village property or on Village time. Hand
holding, kissing, hugging, sexual comments, sexual texts, explicit emails, and other
behavior generally associated with a dating relationship are inappropriate while on
Village time or property.
4. Any Personal Relationship involving personnel where at least one party is a
supervisor shall be reported by the employee(s) in a supervisory position to their
supervisor immediately. Failure to report this relationship is a violation of this policy.
The supervisor receiving this information shall immediately contact Human
Resources and inform them of the relationship. For further information on Personal
Relationships between employees, see Section 2.8 of this policy.
5. In order to avoid the appearance of favoritism or other inappropriate conflicts of
interest and to promote the morale and working relationships amongst Department
members, employees are prohibited from directly or indirectly supervising any
other employee who is a Relative or with whom they are involved in a Personal
Relationship, including marriage, dating, or any other intimate personal
relationship that goes beyond mere friendship. For further information on the
employment of Relatives and Personal Relationships between employees, see
Section 2.8 of this policy.
SECTION 1.7.8 (Page 1)
SECTION 1.7.9 - ELECTED OFFICIAL COMPLAINT PROCESS
Because the Village promotes civility and respectful interactions at all levels of the organization,
it is critical that elected and appointed officials understand their responsibility to comply with this
policy. Elected and appointed officials are also expected to treat each other in a manner consistent
with this policy. Any elected or appointed official who believes they have experienced prohibited
conduct by another elected or appointed official that is inconsistent with this policy may notify the
Village Manager. After receiving the complaint, the Village Manager will initiate an investigation
by engaging an outside independent investigator experienced in investigating workplace
harassment complaints.
SECTION 1.7.9 (Page 1)
SECTION 1.7.10 - WORKPLACE VIOLENCE
The Village has "zero tolerance" for violence and bullying in the workplace and is strongly
committed to providing a safe environment for working and conducting business. The purpose of
this policy is to minimize the risk of personal injury to employees and damage to the Village and
personal property.
Employees are specifically discouraged from engaging in any physical confrontation with a violent
or potentially violent individual. However, we do expect and encourage you to exercise reasonable
judgment in identifying potentially dangerous situations.
Threats, threatening language, or any other acts of aggression or violence made towards or by any
Village employee will not be tolerated. For purposes of this policy, a threat includes any verbal or
physical harassment or abuse, any attempt at intimidating or instilling fear in others, menacing
gestures, flashing of weapons, stalking, or any other hostile, aggressive, injurious or destructive
action. To the extent permitted by law, employees and visitors are prohibited from carrying
weapons onto Village premises.
Any employee who threatens or attempts to intimidate or commit an unlawful act of violence toward
any other employee, member of the public, or other third parry on Village premises or in the
performance of Village duties will be subject to discipline, up to and including termination. Any
employee who is subject to or witnesses such conduct by an employee or third party should report
the incident immediately to any supervisor and to the Village Manager or Human Resources.
Employees are encouraged to dial 911 in the event of a dangerous situation and should notify a
supervisor who will also advise the Village Manager or Human Resources immediately.
SECTION 1.7.10 (Page 1)
SECTION 1.8 - EQUAL EMPLOYMENT
The Village is an equal opportunity employer that does not discriminate on the basis of actual or
perceived race, color, religion, national origin, ancestry, citizenship status, age, disability, sex,
gender identity, pregnancy, marital status, military or veteran status, sexual orientation, genetic
information, arrest record, language, order of protection status, unfavorable military discharge,
reproductive health decisions, conviction record, work authorization status, family responsibilities
or any other characteristics protected by applicable Federal, State, or local laws. The Village is
dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer,
training, compensation, benefits, employee activities, and all terms and conditions of employment.
The Village will not allow any form of retaliation against individuals who raise issues of equal
employment opportunity. To ensure our workplace is free of artificial barriers, violation of this
policy will lead to discipline, up to and including termination.
The Village will endeavor to accommodate the sincere religious beliefs of its employees to the
extent such accommodation does not pose an undue hardship on the Village's operations.
Any employee having an equal employment opportunity question, problem or complaint should
communicate his concern to his Department Head, Human Resources or the Village Manager.
SECTION 1.8 (Page 1)
SECTION 1.9 - AMERICANS WITH DISABILITIES ACT (ADA)
The Village is committed to complying fully with the Americans with Disabilities Act (ADA) and
ensuring equal opportunity in employment for qualified persons with disabilities. With respect to
applicants and employees with disabilities who are otherwise qualified for the job, it is the
Village's policy to make reasonable accommodations to the known physical or mental limitations
of an otherwise qualified individual. It is thus the responsibility of the person with a disability to
inform the Village that an accommodation is needed. Persons with disabilities may request
reasonable accommodations by directing their request to the Village Manager for her/his designee,
Human Resources and/or Department Heads.
The Village may engage in an interactive process with employees to determine the precise physical
or mental limitations resulting from the disability and any reasonable accommodation suggested
by the individual that could overcome their limitation. To aid in this process, the Village may
require the individual to provide a medical evaluation from a licensed, practicing physician as to
the limitations or other information from his or her health care provider regarding the employee's
ability to perform the essential job functions with or without a reasonable accommodation. Once
the precise limitations and requested accommodation is known a review process can be
commenced.
The Village will not place an individual with a disability into a position that poses a direct threat
to the health and safety of themselves or others and who cannot perform the job at a safe level even
with a reasonable accommodation. If a current employee with a disability cannot be reasonably
accommodated in their current position, other vacant positions will be reviewed to determine if
the employee is qualified to perform the essential job functions.
SECTION 1.9 (Page 1)
SECTION 1.10 - PREGNANCY AND LACTATION ACCOMMODATION
The Village provides reasonable accommodations for any medical or common condition of a job
applicant or employee related to pregnancy or childbirth to the extent such accommodations do
not pose an undue hardship on the ordinary operation of the business of the Village.
Upon presentation of medical documentation supporting the need for a workplace accommodation,
the Village may provide employees with accommodations, such as more frequent bathroom
breaks, assistance with heavy work, a private space for expressing milk, or time off to recover
from pregnancy. Accommodations shall be considered on a case -by -case basis and provided as
required under law. The Village does not discriminate or retaliate based on an employee's
pregnancy or a request for an accommodation related to such pregnancy.
The Village will follow the Nursing Mothers in the Workplace Act and provide reasonable break
time during the first year after the child's birth each time the employee needs to express milk. If
possible, this time should run concurrently with the employee's break time that is already provided.
The Village will provide an appropriate and private location for such activity. Please contact
Human Resources for additional information regarding lactation accommodation.
SECTION 1.10 (Page 1)
SECTION 1.11 - GENETIC INFORMATION NONDISCRIMINATION ACT
The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other
entities covered by GINA Title II from requesting or requiring genetic information of an individual
or family member of the individual, except as specifically allowed by this law. To comply with
this law, the Village requests that you not provide any genetic information when responding to a
request for medical information. "Genetic information," as defined by GINA, includes an
individual's family medical history, the results of an individual's or family member's genetic tests,
the fact that an individual or an individual's family member sought or received genetic services,
and genetic information of a fetus carried by an individual or an individual's family member or an
embryo lawfully held by an individual or family member receiving assistive reproductive services.
All documentation related to the employee's or family members' medical condition will be held
by the Village in strict confidence and maintained in the employee's medical records file as
provided by law.
SECTION 1.11 (Page 1)
SECTION 1.12 - ILLINOIS RELIGIOUS FREEDOM PROTECTION & CIVIL UNION
ACT
As an employer, the Village shall recognize the certification of a civil union per the Illinois Act,
and provide persons who have entered into a civil union with the obligations, responsibilities,
protections, and benefits afforded or recognized by the law of Illinois to spouses.
The Village shall also recognize as a civil union a marriage between persons of the same sex or a
substantially similar legal relationship other than common law marriage, legally entered into in
another jurisdiction.
SECTION 1.12 (Page 1)
SECTION 1.13 - CITIZENSHIP
For full-time and part-time personnel, United States citizenship will not be considered to be a
requisite for Village employment. However, aliens must be in full compliance with Federal Law
and they must move with the utmost dispatch to become naturalized citizens within the minimum
period prescribed by Federal Law. Law requires proof of an alien employee's action in this respect.
If at any time during employment with the Village, the alien employee is not in compliance with
the Federal Law, then they shall be subject to dismissal by the Village Manager.
SECTION 1.13 (Page 1)
SECTION 1.14 - RESIDENCY
A. Any applicant who is hired or promoted to fill the following positions:
Village Manager
The above position holder must become a bona fide resident of the Village of Elk Grove
Village within eighteen (18) months of their employment date.
B. The establishment and continued residency in the Village shall be a condition of continued
employment. Failure to comply with this continued residency requirement shall result in
immediate termination of employment from the Village.
C. All other personnel employed by the Village are exempt from the above Residency Rule.
SECTION 1.14 (Page 1)
SECTION 1.15 - ON THE JOB SAFETY
The Village of Elk Grove Village has a sincere concern for ensuring the health and safety of its
employees while they are engaged in their daily working operations. The Village acknowledges
its obligation, as an employer, to provide the safest possible working conditions for employees,
and, as a governmental unit, to provide a safe environment.
The Village of Elk Grove Village has developed an all -encompassing Loss Prevention Program.
This Program is explained in the Safety Manual distributed to all employees.
The placing of continual emphasis on safe working conditions, employee responsibility, and the
refinement of operational procedures creates an environment that will permit the Village to
virtually eliminate the major causes of employee injury.
The responsibilities outlined in the Safety Manual shall in no way be construed to limit an
individual's initiative to suggest and implement more comprehensive procedures to reduce Village
injuries.
All Department Heads and supervisory personnel are directed to make safety a matter of primary
concern, equal in importance to all other operational considerations. It is their responsibility to
cooperate with and assist the appointed Safety Director to implement the policies of this program
and to develop and administer an effective departmental safety program. Their responsibility
includes the adoption of work standards designed to create a work environment which is totally
free from potential hazards, or work procedures which might produce injuries and property
damage.
Every employee is charged with the responsibility of supporting and cooperating with the Loss
Prevention Program. All employees are expected, as a condition of employment, to adopt the
concept that the safe way to perform a task is the most efficient and the only acceptable way to
perform it.
Every employee is expected to concern himself with their own safety, the safety of their fellow
workers, and the safety of the general public affected by Village functions.
It is important that employees be constantly on the alert for potential work hazards which are not
referred to in any written practices, but which may exist and result in injuries or property damage.
When potential hazards are thought to exist, employees should notify their supervisor before
proceeding with the work as circumstances or conditions allow.
Accidents do not happen; they are caused. They are caused because someone failed to do
something that should have been done, or because a hazard was not recognized. These are human
failures that can be controlled. By employing safety procedures, every employee has an
opportunity to prevent accidents. By passing on this knowledge to others, the employee
demonstrates job skill and teamwork.
SECTION 1.15 (Page 1)
SECTION 1.16 - ON THE JOB INJURIES AND REPORTING
Employees injured during working hours shall report the injury immediately to their supervisor
regardless of how minor the injury appears. Minor injuries may be treated with emergency first -
aid kits which shall be kept by each department. Depending upon the seriousness of the emergency,
the employee may be referred to the Village's occupational health facility or the nearest
appropriate medical facility. Depending on the situation, the employee may be required to
complete a blood test.
Time lost due to job related injuries will not be charged against earned paid time off (PTO),
provided the injury is reported within 24 hours and investigated to confirm the injury is eligible
for Workers Compensation coverage.
During the period of disability, the injured employee shall not be employed in any other manner,
with or without monetary compensation. Any person who is employed in violation of this
paragraph forfeits the continuing compensation from the Village from the time such employment
begins and is subject to disciplinary action. Any salary compensation due the injured employee
from Workers Compensation or any salary due them from any type of insurance which may be
carried by the Village on behalf of the employee will be retained by the Village at the point other
employment began. Any disabled employee receiving compensation under this provision shall not
be entitled to any benefits for which they would qualify because of their disability under the
provisions of the Illinois Pension Code as amended.
Employees shall report all accidents and injuries to their supervisor immediately and no later than
twenty-four (24) hours following the accident, unless the employee is medically or mentally
incapacitated as a result of the incident. Failure to do so may be grounds for disciplinary action.
An investigation of all accidents and injuries will be conducted by the supervisor and will be
reported to the Director of Finance or Risk Coordinator. In addition to these safety regulations, the
Village requires employees and supervisory personnel to follow the guidelines established in each
department in regard to safety rules and procedures.
The supervisor will follow appropriate Village and Department policies in regard to investigation
reporting.
To ensure an accurate gathering of the facts, the injured employee and/or any witnesses may be
required to verbally, or in written form, state the facts to those individuals investigating the
incident. Employees are required to fully cooperate with any investigation. An employee who
intentionally misrepresents any injury or facts concerning an accident shall be subject to
disciplinary action, up to and including termination.
Refer to Section 4.4.17 (Workers Compensation Benefits) for additional information.
SECTION 1.16 (Page 1)
SECTION 1.17 - EMPLOYEE PRIVACY POLICIES
The Village reserves the right to search lockers, desks, filing cabinets, computers and personal
belongings located on Village property at any time, where there is a suspicion of employee
misconduct. If personal belongings are to be searched, the Village will make reasonable efforts to
notify the employee and allow them to be present. The Village will conduct such searches in a
manner reasonably intended to address the legitimate operational and management reasons for the
search, and the scope of the search will be limited based on the needs of the investigation.
SECTION 1.17 (Page 1)
SECTION 1.18 - VILLAGE INTERNET & E-MAIL POLICY
Introduction
The Village provides various information technology resources to its employees (and other
authorized persons) to facilitate the creation and communication of business -related data in the
most effective and efficient manner possible. The term "technology resources" is intended to cover
any new or emerging technologies that may be used in the workplace, including but not limited to
all computers, tablets, telephones and cellular phones, digital cameras, audio/video recorders,
voicemail systems, and similar wireless two-way communication and/or portable Internet access
devices. As means develop to transmit more data in less time and with less formality, users must
put more effort into maintaining the accuracy, security and control of data. Each user must ensure
that the use of Village information technology resources is appropriate and professional. This is
especially true because electronic communications tend to be more immediate and informal than
written communications and because passwords and deletion functions create the illusion of
privacy and control. Relatedly, although the Internet can be a valuable information resource for
legitimate business, research and information sharing, it also presents a significant opportunity for
abuse, lost productivity and potential liability for the Village and its employees.
In light of these concerns, the Village has developed this policy, which establishes the parameters
for proper use of information technology resources. The information technology resources are to
be used for legitimate Village purposes and in compliance with all Village policies and procedures.
Use of this equipment consistent with these purposes may include but is not limited to; placing
and receiving phone calls, text messaging, blogging, emailing, using camera or video features, and
accessing sites or services on the Internet. Employees (and other authorized persons) who do not
comply with this policy are subject to disciplinary action up to and including termination.
Proper Use
Other than occasional personal use of voicemail, e-mail and Internet access, Village -provided
technology resources may be used only for legitimate business -related communications.
Occasional personal use means infrequent, incidental use that is professional and does not interfere
with Village business, the performance of the user or any other employee's duties or the
availability of technology resources. All use of Village technology resources - including all
personal use - is subject to this policy and other Village policies and procedures that may be
implicated by such use.
Data Ownership
All data created, entered, received, stored, accessed, viewed or transmitted via Village technology
resources are Village property. Business -related data may not be used for any purpose unrelated
to Village business nor sold, transmitted, conveyed or communicated (including through social
media or entry into artificial intelligence services such as Chat GPT) in any way to anyone outside
of the Village without the Village's express authorization.
SECTION 1.18 (Page 1)
No Privacy
Users have no expectation of privacy in connection with the use of Village technology resources,
including the creation, entry, receipt, storage, accessing, viewing or transmission of data.
Monitoring
As with all other Village property, the Village has the authority to search, monitor, inspect,
intercept, review, access and/or disclose all Village technology resources and all data created,
entered, received, stored, viewed, accessed or transmitted via those resources for legitimate
management reasons, at any time, and without further advance notice by persons designated by or
acting at the direction of the Village, or as may be required by law or as necessary for, or incidental
to, auditing, security and investigative activities, and to ensure effective technology resource
administration and policy compliance. Users specifically consent to the access by and disclosure
to the Village of information created, entered, received, stored, accessed, viewed or transmitted
via the Village's technology resources that is stored by a third -party electronic communication
service or remote computing service and have no expectation of privacy in such information. For
example, authorized persons will inspect the Village's technology resources to investigate theft or
other unlawful activity or workplace misconduct, the unauthorized disclosure of client
confidences, attorney work product and proprietary information, misuse, to assess Internet use,
and for other work -related purposes. No employee may monitor or intercept any data without the
authorization of the Village Manager or Human Resources, or persons designated by them or
acting at their direction or at the direction of the Village Authorities.
Harassment
Users are absolutely forbidden from using technology resources in any way that violates the
Village's harassment -free workplace policy. This prohibition includes sexually explicit or
offensive images, messages, cartoons, jokes, ethnic or religious slurs, racial epithets or any other
statement or image that might be construed as harassment or disparagement on the basis of race,
color, religion, sex, national origin, age, disability, sexual orientation, or any other status protected
by law. Users are required to take all reasonable steps to avoid and eliminate receipt from known
sources of all potentially offensive material.
Unlawful/Inappropriate Use
Village technology resources may not be used to intentionally or unintentionally violate any local,
state, federal or international civil or criminal law. Unlawful activity includes but is not limited to
participating or facilitating in the distribution of unlawful materials. Users may not engage in the
following activities: lotteries, raffles, betting, or gambling for anything of value. Users likewise
may not upload, post, e-mail or otherwise transmit any data that is threatening, malicious, tortious,
defamatory, libelous, obscene, or invasive of another's privacy. In addition, Village technology
resources may not be used to solicit outside business ventures.
Prohibited Software
Software purchased and licensed for personal use may not be installed on Village computers. The
Village periodically may, at any time, conduct an audit of computers for installed software and
SECTION 1.18 (Page 2)
related printed material that is not included on a then current inventory of Village -authorized
software. All unauthorized software will be removed and destroyed.
Proprietary Rights
Village technology resources may not be used to violate proprietary rights, including copyright,
trademark, trade secrets, right of publicity or any other intellectual property rights. For example,
unless consistent with all applicable licenses, users may not post or download any data (including
software) protected by copyright or patent law. Likewise, users may load only licensed software
from the Internet or other source onto a Village -provided workstation or laptop, provided that use
of the software is consistent with the license and the original software license remains at the
appropriate Village office so that the Village may conduct accurate audits (and respond to external
audits). All software must be approved by the Director of Information Technology or their
designee prior to downloading.
Confidential Information and Use of Intellectual Property
Users may not leak, place, post, transmit, enter into an artificial intelligence service, or otherwise
disclose confidential, sensitive and/or proprietary Village information to anyone outside of the
Village by any means, at any time or for any reason, unless disclosure is authorized by the Village
Manager. If confidential information must be transmitted, it will be transmitted in a manner to
minimize the risk of disclosure to unauthorized personnel such as by a password protected
transmission system.
Passwords and Security
All passwords and security used in connection with Village technology resources, are Village
property and must be made available to the Village upon request by the appropriate Department
Head or Director of Human Resources. Users must understand that their use of passwords will not
preclude access, monitoring, inspection, review, or disclosure by authorized Village personnel.
The Village also may unilaterally assign and/or change passwords and personal codes. The security
of Village's technology resources is every user's responsibility.
Viruses
Users may not upload, post, e-mail or otherwise transmit any material that contains software viruses,
malware, ransomware, or any other computer code, files or programs designed to interrupt, destroy,
or limit the functionality of any computer software, hardware or telecommunications equipment. All
files to be downloaded from the Internet must be appropriately scanned for viruses.
Misrepresentation of Identity and/or Data
Unauthorized access of e-mail, data, and use and/or disclosure of other users' passwords is strictly
prohibited. For example, users are prohibited from accessing other users' files or communications
without any legitimate business purpose (e.g., to satisfy idle curiosity or to "snoop"), regardless of
the security designation assigned to a particular file or communication.
SECTION 1.18 (Page 3)
General Matters
Village technology resources may not be used to transmit junk mail or spam (the same or
substantially similar messages sent to a large number of recipients for commercial or other
purposes unrelated to Village) or pyramid schemes of any kind, or to download or execute games.
The Village will not be responsible for any damages, direct or indirect, arising out of the use of its
technology resources. The Village may amend, revise or depart from this policy at any time, with
or without notice.
Termination of Access at Separation
Before each user's last day of employment, he shall return or otherwise surrender possession of all
Village technology resources (including computers, cell phones, software programs, computer
peripherals, electronically stored data, data storage devices, keys, and written passwords) in his or
her possession, custody or control. Upon separation of employment, the Village will terminate user
access to Village technology resources.
Policy Violations
Access to and use of Village technology resources is a privilege, not a right. Users who do not
comply with this policy are subject to disciplinary action up to and including termination.
Cell Phones
While at work employees are expected to exercise the same discretion in using personal cellular
phones and tablets as is expected for the use of other Village equipment phones. Employees are
expected to devote working time to performance of job duties, and any use of communications
devices during working time for messaging or functions, such as gaming, internet browsing, video
streaming, etc. is prohibited. Occasional, limited personal phone calls and messaging may be
permitted for brief calls or texts to address personal matters requiring immediate attention,
provided such use does not interfere with Village business or the work duties or environment of
the employee or any other employee and does not violate Village policies regarding conduct in the
workplace. Otherwise, personal use should occur only during non -work time and must be made in
a manner that does not disturb employees who are working. Violations of this policy will be subject
to discipline, up to including termination. The Village will not be liable for the loss of personal
cellular phones, tablets, or similar electronic devices brought into the workplace.
The Village will provide configuration information for employees who choose to access their
Village e-mail, calendar, and contacts via their personal cell phone. Employees must be aware that
in providing such access, the Village reserves the right to monitor, access, retrieve and delete any
information stored in or created on an employee's personal cell phone and any information
accessed, received by, viewed or transmitted via the Village's networks.
Any employee utilizing a personal or Village -owned electronic communication device for the
performance of Village business agrees to maintain the security and confidentiality of Village data
and information, including by protecting the phone with a password lock, limiting access and
storage of confidential data on the communication device and deleting all such information from
my communication device regularly. Any employee who maintains any Village information on a
SECTION 1.18 (Page 4)
communication device must notify the Director of Information Technology or their designee
immediately if the device is lost or stolen. The Village retains the right to manage and control the
use and security of a communication device utilized for Village business, including as necessary by
removing or "wiping" data from the device, even if such action results in the loss of personal
information. Upon resignation or termination of employment, or at any time upon request, the
employee may be asked to produce a personal cell phone for return or inspection or otherwise to
provide the Village with access to the device.
Employees are reminded that the Village does not allow non-exempt employees to work "off the
clock" without compensation. Non-exempt employees must record all hours of work, including
work performed away from the workplace, on their time sheets and receive prior authorization if
performing work outside of the employee's assigned work hours. Any employee who fails to
accurately record all hours of work on his or her time sheet will be subject to disciplinary action,
up to and including termination of employment.
When operating a motor vehicle, employees are to limit their use of cell phones; pulling off to the
side of the road when making or answering calls whenever possible. In all instances, employees
must comply with applicable local, state or federal laws regarding motor vehicle operation and use
of cell phones. Texting or sending a -mails or other written communications is prohibited while
operating a vehicle.
SECTION 1.18 (Page 5)
SECTION 1.19 - OUTSIDE EMPLOYMENT
No full-time, part-time, or temporary Village employee shall be employed in outside employment
without the approval of the Department Head and Village Manager. This applies to any form of
non -Village activity, whether occasional, part-time, temporary or regular, for which the employee
receives money, goods, services or other forms of compensation. Employees wishing to hold
outside jobs shall apply in writing to the Department Head who will forward the same to the
Village Manager for approval prior to beginning work in the outside activity. In granting or
withholding such requests, the Village Manager shall consider the following criterion in making a
decision:
A. Impairment of Efficiency - The outside job shall not interfere with an employee's
effectiveness in his/her Village position. Special attention shall be given to the
number of hours at the location of the job and the nature of the duties performed.
B. Physical well-being - The outside work shall not leave the employee tired,
therefore, more subject to injury in his/her Village job. In addition, the outside work
must not create a physical strain on the employee's health so that the employee is
more prone to illness, thereby, requiring the employee to absent himself/herself
from work at the Village.
C. Conflict of Interest - No outside work will be approved if that job places the
employee in a compromising position of performing duties or responsibilities that
conflict or appear to conflict in ethics or purpose with his/her Village position.
D. Public Relations - The public relations of outside jobs shall be considered with
particular attention to employment that is generally acceptable in the Community
and does not reflect adversely on the Village or on its employees.
Any Village employee interested in securing outside employment must furnish the Office of
Human Resources with a full disclosure of the outside employment including the employer's name
and address, the nature of work to be performed and the hours per week that the employee will
engage in outside employment. Outside employment request forms are available in the Office of
Human Resources.
All outside employment requests must be submitted and approved by an employee's Supervisor,
Department Head and the Village Manager prior to the employee engaging in the non -Village
employment. Information submitted on the form shall be subject to verification. In addition, before
an employee's outside employment request will be considered, the employee's outside employer
must submit a "Statement of Understanding" indicating the outside employer's acknowledgment
and acceptance of specific responsibilities. Failure of the outside employer to return a signed
"Statement of Understanding" will result in the outside employment request being denied.
Full -Time employees are reminded that the Village is their primary employer and at no time can
outside employment activities violate the criteria established above. Likewise, part-time and/or
temporary employees who engage in outside employment activities, (whether it is for their primary
employer) must also comply with the criteria established above. If a Department Head believes
SECTION 1.19 (Page 1)
that one or more of the criteria is being violated by an employee engaging in an approved outside
employment activity, he/she shall review the situation and send a report and recommendation to
the Village Manager. Upon reviewing the situation, the Village Manager may revoke the
employee's approval to engage in outside employment. The Village Manager may revoke the
outside employment approval on a regular or temporary basis depending on the circumstances.
If an employee suffers an injury during or resulting from an outside employment activity, the
Village will not be responsible for any Worker's Compensation benefits.
Paid sick leave will not be provided for an employee who suffers an occupational sickness, injury
or disability as a direct result of outside employment. In addition, an employee is not eligible for
any medical coverage under the Village sponsored Health Plans for any occupational sickness,
injury or disability that occurs to him/her as a direct result of outside employment.
An employee who absents themselves from work due to illness, injury or use of any FMLA sick
leave is strictly prohibited from engaging in any outside employment during the period of time the
employee is absent. At the onset of a job -related disability at the Village, all approved outside
employment activities are immediately revoked. When the employee is able to return to his/her
normal position with the Village, without restriction, they are required to resubmit their request
for outside employment, if they wish to again engage in outside employment. The procedures as
defined by this Section shall be followed and the approval of the Village Manager must be secured
before the employee can engage in outside employment.
If the employee uses sick leave or FMLA sick leave he/she shall not engage in any outside
employment until he/she reports to work and completes a normal work day, or in the event where
the employee is not scheduled to report to work during the twenty-four (24) or forty-eight (48)
hour period immediately following his/her scheduled workday (that he/she was absent from) the
employee shall not engage in outside employment until a minimum of twenty-four (24) or forty-
eight (48) hours has elapsed from the time that the employee was scheduled to work but did not
because he/she used sick leave or FMLA sick leave.
Village uniforms, vehicles, equipment and supplies shall not be used in connection with outside
employment or any business other than Village business.
SECTION 1.19 (Page 2)
SECTION 1.20 - DRIVER'S LICENSE CHECKS
Applicants — Following a conditional offer of employment, the Village will check motor vehicle
records of any job applicant where driving is an essential job function. The driving record check
will include review of any appropriate state records based on the employee's application and
resume.
Existing Employees — It is incumbent upon the employee to notify the Village of any change in
status of their driver's license. The Village shall confirm the possession of a valid driver's license
for all current employees on an annual basis. Any employee without a valid driver's license will
not be allowed to operate a Village vehicle or drive on Village business. An employee must have
auto insurance to drive a personal vehicle on Village business. The Village shall confirm the
possession of a valid insurance policy for any current employees who may drive a personal vehicle
on Village business on an annual basis. If driving is an essential job function and the employee
cannot be reasonably accommodated, the employee will be terminated.
SECTION 1.20 (Page 1)
SECTION 1.21 - LIMITATIONS ON EMPLOYEE PERSONAL USE OF SOCIAL
MEDIA AND DIGITAL MEDIA
Introduction
While the Village respects its employees' First Amendment Rights, an employee's personal or
private use of social media and digital media may have unintended consequences.
Prohibited Disclosure of Confidential Information
The Village's policies against unauthorized disclosure of confidential information extend to social
media, digital media activity, and use of artificial intelligence services, such as Chat GPT.
Confidential information includes personal or private information of employees, customers,
citizens, and vendors, such as personal telephone numbers, personal email addresses, home
addresses, personal license plates or other unique identifiers, personal financial information,
medical information, HIPAA-protected information, information about minors, or other
information that is not subject to disclosure under state or federal law. Similarly, employees may
not post any information that threatens public safety or security of the Village's systems and/or is
subject to attorney client privilege.
Village employees shall not post, transmit, or otherwise disseminate any information to which they
have access as a result of their employment without express written permission from the Village
Manager or his/her designee.
Prohibited Content
Village employees may not use social media or digital media to harass, threaten, libel or slander,
bully, disclose confidential information, make statements that are maliciously or intentionally false
or discriminate against co-workers, customers, clients, vendors or suppliers, any organizations
associated or doing business with the Village, or any members of the public, including website
visitors who post comments.
The Village's harassment -free workplace policy, equal employment policy, and other conduct
policies apply to employee use of social media and digital media. Consistent with these policies,
inappropriate postings that may include discriminatory remarks, harassment, and threats of
violence or similar inappropriate or unlawful conduct will not be tolerated and will be subject to
disciplinary action up to and including termination of employment.
Use of Village Intellectual Property Prohibited
The Village seal or other logos, trademarks or copyrights belonging to the Village may not be used
except on official Village social media accounts and websites by authorized employees.
Additionally, employees may not utilize images or photographs typically associated with the
Village with respect to their personal social media or digital media activities if doing so would
reasonably create the impression that a Social Media post, page, website, or other content is
sponsored or sanctioned by the Village.
SECTION 1.21 (Page 1)
Representation of Personal Comments on Social Media and Digital Media
To the extent that employees are posting comments or information on social media or digital media
outside the scope of their job responsibilities, employees may not make any statements that would
give the impression that they are speaking on behalf of the Village, or that the views they have
expressed are the opinions of the Village. If there is any potential for confusion on this point (for
example, the individual making the post identifies themselves in the post as an employee of the
Village), employees are expected to include a disclaimer to the effect that the views being
expressed are personal and do not necessarily reflect the views of the Village.
Employees who list the Village as their employer, or otherwise identify themselves as a Village
employee in any manner including on any social media sites, blogs, or other websites must take
responsibility for representing the Village in a professional manner.
No Expectation of Privacy
Restrictions on the use of Village technology resources are outlined in the Village Internet & Email
Policy. As a reminder, users have no expectation of privacy in connection with the use of Village
technology resources, including the creation, entry, receipt, storage, accessing, viewing or
transmission of data.
The Village is free to, and may, view and monitor public or accessible content on employee's
social media or other third -party webpage use at any time without consent or prior approval.
Consequences for Violation of Limitations on Personal Use of Social Media and Digital
Media Policy
Employees are encouraged to be honest, accurate, and respectful to the Village, its officers,
employees, agents, and citizens in general through the use of social media.
Village personnel who become aware of incorrect, false, inflammatory or potentially damaging
information about the Village that is posted to a publicly accessible social media or website, or
other violations of this policy, have an obligation as employees of the Village to notify their
supervisor, Department Head, Director of Human Resources, or the Village Manager as soon as
possible.
Personnel whose online actions violate this policy may face disciplinary action, up to and including
termination of their employment.
SECTION 1.21 (Page 2)
SECTION 1.22 - WHISTLEBLOWER PROTECTION POLICY
The Village of Elk Grove Village is committed to maintaining a work environment that is free of
improper governmental activities including misconduct, inefficiency, and waste as well as a work
environment that is free from retaliation against those who report, testify about, or participate in
investigations regarding alleged improper governmental activities required by the Public Officer
Prohibited Activities Act (50 ILCS 10510.01. and 50 ILCS 105/4.1).
Examples of improper governmental activities include violation of state, federal or local law; abuse
of authority, public trust or expectations in the position; creating substantial and specific danger to
public health and safety or engaging in a gross waste of public funds are prohibited. Governmental
activity exercised or within the scope of the individual's official duties, e.g., approval of purchases
for the police department, is not an improper governmental activity. See 50 ILCS 10510.01 et. seq.
If a person covered by this policy feels that he or she has knowledge of improper governmental
activities or has experienced retaliation based on the reporting of alleged improper governmental
activities, he or she is to immediately report the act of retaliation to the Director of Human
Resources who is responsible for investigating complaints of misconduct, inefficiency, and
governmental waste within the Village of Elk Grove Village. All reports identifying conduct that
is inconsistent with this policy will be promptly and thoroughly investigated and, where
appropriate, remedial measures will be taken.
The Village of Elk Grove Village shall provide a copy of this policy on an annual basis to each
employee to ensure employees understand their rights and the process in which they can report
retaliation based on this policy.
SECTION 1.22 (Page 1)
ARTICLE 2
SECTION 2.1 - CLASSIFICATION OF EMPLOYMENT
There are three classifications of employment.
1. Regular full-time personnel.
2. Regular part-time personnel.
3. Seasonal or temporary personnel.
Regular full-time personnel are employees who work the regular workweek as defined in Section
3.1 of this manual for their position.
Regular part-time personnel are employees who work on a schedule of less than the minimum
workweek as defined for their position.
Seasonal and temporary employees are those who are hired for a specific period of time or for the
duration of a specific project. The Village makes hiring decisions at the start of each season.
Seasonal employees have no expectation that they will be rehired for the next season or for any
other position in the Village.
SECTION 2.1 (Page 1)
SECTION 2.2 - OPEN POSITIONS/RECRUITMENT
A job opening exists when two conditions are met:
The actual employment strength in a job classification is less than the authorized
strength (as determined by the Village Board) for that job classification; and
2. The Village Manager determines that an opening exists, and that such position will
be filled.
When the Village Manager determines that an open position exists, a notice of such opening may
be posted on current bulletin boards and made available in each department for a period of at least
five (5) business days as determined by the Village Manager.
Any employee interested in applying for such positions whether it is an upgrade, lateral transfer,
or downgrade, must notify the Office of Human Resources in writing of this desire. For a lateral
transfer within an employee's department, the employee must notify their Department Head in
writing.
Consideration may generally be made to fill the opening with an active employee prior to looking
outside the organization provided the employee possesses the required qualifications and is
determined to be the best candidate for the position. If such a move is successful, the transferring
employee must serve a one-year probationary period on the new job. If disqualification during the
probationary period occurs, an attempt will be made to place the disqualified employee in an open
position if it is determined the disqualified employee has a legitimate opportunity to perform the
job in a reasonable period of time with minimal loss of productivity.
As vacancies occur in positions, an attempt may generally be made to fill them by promotion of
present employees provided that employee is deemed to be the best -qualified employee for that
position. Notice of such vacancy may be posted on the bulletin board in each department for five
(5) calendar days before other means of filling vacant positions are used. Each interested employee
must file a statement of interest including cover letter and updated resume in the vacant position
within that five (5) day period with the Director of Human Resources and a formal application
must be submitted. In cases where employees, supervisors, or officials have referred individuals
as potential candidates for employment, such persons will be given the same consideration to any
other applicants — no more, no less. Employment advertisements may be placed online and in
various publications that serve our recruiting area as deemed desirable and necessary by the
Director of Human Resources.
SECTION 2.2 (Page 1)
SECTION 2.2A - PROMOTIONS
A promotion is defined as moving to a higher rated or paid position. A promotion shall be treated
the same way as a new appointment, insofar as it is necessary to successfully complete a new one
(1) year trial period. If the promoted employee does not complete the trial period successfully,
he/she may be reinstated in his/her former position at the last held status, if that position is
available. If that position is not available, the employee may be released from employment.
Employees are encouraged to discuss promotional opportunities with their supervisors, department
heads, or with the Director of Human Resources. When possible, in-service training programs may
be established which prepare employees for promotional opportunities if requested by the
employee. In addition, employees may be given increasingly responsible work assignments to
assist in preparing them for future advancement.
SECTION 2.2A (Page 1)
SECTION 2.2B - DEMOTIONS
A demotion is defined as moving to a lower rated or paid position. An employee may be demoted
for failure to meet the requirements of the job classification occupied or as a result of a reduction
in the work force. The employee can be demoted to a lower job classification if one is available
and if the employee is qualified. A written statement of reasons shall be furnished to the employee
at least five (5) calendar days prior to the effective date of the action.
Demotions will generally not cause another employee to be displaced from their current job.
Completion of a new one (1) year trial period is required following a demotion.
SECTION 2.213 (Page 1)
SECTION 2.2C - TRANSFERS
A transfer is defined as moving to a job which is equally rated to the employee's current job.
Transfers of employees between departments, on either a regular or temporary basis, may be made
upon the recommendation of the Department Head of the affected department and the approval of
the Village Manager. Employees who are transferred shall conform to the working policies of the
Department to which they are transferred and shall complete a new one (1) year trial period in the
Department to which the employee has been transferred. The Village Manager has the express
authority to transfer any employee if it is in the best interest of the organization.
SECTION 2.2C (Page 1)
SECTION 2.3 - TRIAL PERIOD
All regular full-time or part-time employees are required to serve a one-year trial period upon
being hired, promoted, demoted, or transferred. The trial period consists of actual time worked on
the job and shall be regarded as an integral part of the examination process. The trial period shall
be utilized for closely observing the employee's work, for securing the most effective adjustment
of an employee to the position, and for evaluating the employee's performance to make a final
determination as to whether the employee does or does not meet the required work standards of
the position and the Village. Progression through the probationary period does not guarantee
continued employment with the Village for any particular term and does not alter the status of "at -
will" Village employees. During the trial period the newly hired employee must demonstrate the
ability to perform the job. Trial employees may be dismissed without prior notice, cause, hearing,
or reason during the trial period.
Current employees who obtain a new job within the Village because of promotion, transfer, or
demotion must serve a new one (1) year trial period on the new job.
Any time an employee moves from one job to another, a trial period must be served. Failure to
perform satisfactorily in any trial period may result in loss of employment.
Employees required to fulfill the residency requirement stated in Section 1.14 will be provided an
additional six (6) months to comply with the residency portion of the trial period. Days absent due
to non -work -related illness or injury do not count toward the completion of the trial period.
SECTION 2.3 (Page 1)
SECTION 2.4 - CERTIFICATION OF EMPLOYEE
Upon completion of the designated trial period and before an employee may be classified to at -
will status, the employee must receive certification under the following policies and procedures:
The Director of Human Resources shall notify the Department Head and the subject employee
thirty (30) days prior to the end of the trial period that certification is due.
Certification to at -will status may be accomplished by the Department Head submitting, along
with the written performance evaluation, a "Notice of Personnel or Payroll Change" form to the
Village Manager requesting his certification of the trial employee. The Fire and Police
Commission shall certify sworn Fire and Police personnel under their purview.
The Department Head shall make the request for certification prior to the end of the probationary
period. Should the employee fail to perform his/her duties to the satisfaction of the Department
Head, a Notice of Non -Certification shall be filed with the Director of Human Resources for
general personnel or the Fire and Police Commission for sworn personnel.
A non -represented employee will not be deemed to have completed their trial period until a
certification has been submitted to the Office of Human Resources.
SECTION 2.4 (Page 1)
SECTION 2.5 - OFFICIAL PERSONNEL FILES
The Village has established procedures and responsibilities for the maintenance of personnel
records in accordance with the Personnel Records Review Act (820 ILCS 40).
A personnel file will be established for each employee. The Director of Human Resources shall be
responsible for the maintenance of the official personnel files for all employees. Employees are
responsible for and must promptly advise the Village of any changes in:
Name;
Address and telephone number;
Marital Status*;
Number of eligible dependents*;
W-4 deductions*
*Notifications of changes to marital status, eligible dependents, and W-4 deductions are required
for tax withholding and benefits eligibility purposes.
The personnel files shall consist of, but not be limited to: employment application, resume, cover
letter, reference checks, dates and records of injuries, commendations, reprimands, disciplinary
history, performance evaluations, wage data, promotions, education and special training, and other
related documents. Medical, workers' compensation, and benefit records will be maintained in a
separate confidential file.
The privacy of an employee's personnel file will be governed in accordance with Federal and State
laws and administered as follows:
Collection and Storage of Confidential Records
Department Heads and supervisors are responsible for ensuring that all personnel
documents (as defined above) pertaining to their employees are promptly submitted
to the Office of Human Resources.
Employee Access to Their Personnel File
Employees are permitted to inspect and copy any material that is contained in their
personnel file as provided by the Illinois Personnel Records Review Act. An
employee who wishes to inspect his/her personnel file must submit a written request
to the Office of Human Resources and an appointment will be set up with the
Director of Human Resources to review the file. The Director of Human Resources
or designate shall be present with the employee while the employee inspects his/her
personnel file. If factual information is demonstrated to be incorrect by the
employee, it will be corrected. If an employee disagrees with certain items in his/her
file, such as disciplinary action, the employee may submit a concise statement of
disagreement for inclusion in his/her personnel file. An employee will not be
permitted to remove any document from the employee's personnel file. An
employee may request a copy of the information contained in the file as required
by law.
SECTION 2.5 (Page 1)
External Disclosure of Personnel Information
Information contained in employee personnel files shall not be released or disclosed
without the employee's written consent, except to persons with a lawful right or
need to know or as required by law.
SECTION 2.5 (Page 2)
SECTION 2.6 - LAYOFF PROCEDURE
A. Definition: A layoff is defined as a reduction in the authorized strength of a job
classification in a department generally due to such reasons as budgetary restrictions,
changes in service requirements, changes in methods of providing services, or general lack
of work, initiated by the Village, which results in an active employee(s) being removed
from a previously authorized position. The Villages election not to fill an open position
does not constitute a layoff.
B. Procedure: If it is necessary to reduce or eliminate the active number of employees in a job
classification in a department or departments, multiple factors will normally be taken into
consideration as the steps of the following procedure: those factors include the employee's
work and attendance records, the performance abilities of the employee to perform the
remaining work, the employee's length of service with the Village, and any other factor
deemed relevant by management at the time of the reduction in force.
STEP 1: Temporary or seasonal employees in the affected classification may be
separated from employment first. Exceptions may be made when the Village
determines in its discretion that it is more prudent to hire or retain temporary or
seasonal employees instead of part time or full-time employees.
STEP 2: Trial employees in the affected classification will normally be separated from
employment unless the Village determines in its discretion that a trial employee
has unique skills and abilities that make his or her retention beneficial to the
service goals of the Village.
STEP 3: Part -Time employees in the affected classification may be separated from
employment. Exceptions may be made when the Village determines in its
discretion that it is more prudent to hire or retain part time employees rather
than full time employees. Finally;
STEP 4: Full Time employees in the affected classification will normally be laid -off.
C. Prior to implementing the layoff based upon the above stated criteria and steps, each
affected Department Head will present a list of affected employees by classification to the
Village Manager.
The Village Manager will then prepare a report and recommendation for the Mayor and Board of
Trustees. The report shall state the most effective manner to implement the reduction in work
force. Upon approval by the Mayor and Board of Trustees, the Village Manager shall implement
the reduction in work force. Prior to proceeding with the steps to determine who will be laid -off,
the Department Head may survey the employees in the affected classification to see if there are
any volunteers to be laid -off.
Efforts will be made to place affected employees in open positions in other classifications. To be
placed in an open position, an employee must possess the minimum qualifications of the open
position.
SECTION 2.6 (Page 1)
Pay rates in transfers of this type will be handled individually.
Full time employees to be laid -off may be given the opportunity to displace probationary
employees in another classification in the same or another Department. The Village Manager may,
in his discretion, limit bumping rights to minimize disruptions to the organization or for other
operational needs. If bumping is allowed, job performance, length of service, and qualifications
will serve as applicable criteria for placement. If there are no probationary employees in the same
or lower rated classification throughout the Village, a laid -off employee with a satisfactory work
record may be considered for displacing the employee with the least amount of service in the
Village provided the laid -off employee is immediately qualified to perform the work of the
employee to be displaced.
All employees who are laid -off as a result of implementing the reduction in force, shall be entitled
to payment for accrued and unused vacation and management vacation days. Employees eligible
for Floating Holidays will have their unused floating holiday(s) deposited into the employee's
Retirement Health Savings Account at their current rate in accordance with the following schedule:
1st Quarter (Jan 1 — Mar 31): 1 Floating Holiday
2nd Quarter (Apr 1 — Jun 30):2 Floating Holidays
3rd Quarter (Jul 1 — Sep 30): 3 Floating Holidays
4th Quarter (Oct 1 — Dec 31): 4 Floating Holidays
If the amount of Floating Holiday time used exceeds the rate above, no unused Floating Holiday(s)
will be deposited in the employee's Retirement Health Savings Account.
Further, each employee will normally receive such assistance as is within the capacity of the
Village for locating other employment opportunities. At a minimum, such assistance shall consist
of appropriate letters of reference, letters of referral, and counseling with respect to accumulated
benefits available through the Village and other public institutions.
Employees who are currently participating in the Village Health and Life Insurance programs, and
are laid -off, will have those benefits extended at Village cost for thirty (30) days after the effective
date of the layoff, and will normally have the right to continue to participate in the programs, at their
expense for a maximum of two (2) years from the date of layoff, or until employed by another
employer who provides coverage, whichever is shorter. No benefits will accrue during the layoff
period nor will laid -off employees be eligible for any type of compensation from the Village.
When the Village determines that the conditions, which led to the reduction in force, have
sufficiently abated to warrant recall of personnel, a recall will occur in accordance with Section
2.6A.
SECTION 2.6 (Page 2)
SECTION 2.6A - RECALL FROM LAYOFF
If the Village determines that the conditions which led to the reduction in force have sufficiently
abated to warrant recall of personnel, employees who are on layoff, and are immediately qualified
to perform the work in question, may be recalled. When multiple employees are equally qualified
to perform the available work, as determined by the Village in its discretion, employees will
normally be recalled to Village service in the reverse order of their separation provided that their
layoff status has been in effect for less than two (2) years. Notice of recall shall be sent by certified
mail to the last address on file with the Village. Employees so recalled shall have ten (10) calendar
days from the date of the notice to advise the Village of their interest in being reinstated to a Village
position. Failure to respond in writing within the ten (10) calendar day period shall cause the person
to forfeit any right to reinstatement in any job in the Village government. A physical examination
to determine current fitness to perform the work may be required. If such a physical examination
is required, the employee must successfully pass the employment physical before being reinstated
to work with the Village. Laid -off employees are required to keep the Director of Human
Resources informed as to their current address and phone number.
SECTION 2.6A (Page 1)
SECTION 2.6B - REINSTATEMENT OF BENEFITS
Employees who return to work for the Village, after being laid -off, shall have the sick leave that
they had accrued but not used prior to their layoff restored in full. In addition, the returning
employees shall have their seniority restored that was earned prior to their layoff, for purpose of
determining eligibility of benefits. Restoration of the returning employee's pension benefits shall
be governed by the pension plan in which the employee participates, as defined and provided for
by State Statute.
SECTION 2.613 (Page 1)
SECTION 2.7 - PERFORMANCE EVALUATION
Village employees shall have their work performance evaluated at least annually, or as necessary
for a performance improvement plan.
The performance evaluation periods vary by Department, but are typically:
April 1 through September 30; this evaluation will be completed by October 15 and submitted
to the Office of Human Resources no later than October 30.
October 1 through March 31; this evaluation shall be completed by April 15 and submitted to
the Office of Human Resources no later than April 30.
The evaluation shall be completed on the form provided and shall include all required supervisory
and employee signatures.
The performance evaluation process provides all supervisory employees and all subordinate
employees with the opportunity to:
1. Review their performance for the period applicable.
2. Discuss performance expectations and requirements for the future.
3. Establish goals and objectives for the future operating period.
Employees must understand that their continued employment with the Village is dependent upon
overall satisfactory job performance. Continued below standard performance and/or behavior may
result in termination.
Appeals may extend the date requirements stated above.
SECTION 2.7 (Page 1)
SECTION 2.8 - EMPLOYMENT OF RELATIVES
The Village welcomes the opportunity to hire and retain qualified employees who are related to
one another by blood or marriage. Due to the potential for perceived or actual conflicts, such as
favoritism or personal conflicts from outside the work environment which can be carried into daily
working relationships, the Village will hire Relatives of persons currently employed by the Village
only if:
The candidate for employment will not be working directly for or supervising a Relative or
working in the same department; and
The candidate for employment will not occupy a position in the same line of authority in which
employees can initiate or participate in decisions involving a direct benefit to a Relative. Such
decisions include, but are not limited to, hiring, retention, transfer, promotion, wages, benefits, and
leave requests.
Relatives of elected Village Officials are ineligible to be hired to any position in the Village.
Relatives of Village employees in the following positions are ineligible to be hired to any position
in the Village: Village Manager, Deputy Village Manager, Assistant Village Manager, Department
Heads, Village Attorney, and Director of Human Resources.
Relatives of current employees and elected officials are ineligible to be hired as seasonal
employees.
No Relatives shall be allowed to transfer into the same department, whether on a permanent or
temporary basis, except with the written approval of the Village Manager.
Employees are prohibited from directly or indirectly supervising any other employee who is a
Relative or with whom they are involved in a Personal Relationship.
A Relative is defined as any of the following, no matter where they live:
Spouse,
Civil Union Domestic Partner,
Brother or Sister,
Child,
Parent or Parent -in-law,
Grandchild,
Grandparents,
Niece or Nephew,
Cousin,
Brother or Sister-in-law,
Son or Daughter-in-law,
Grandparents of Current Spouse; and
any other relative (by blood, marriage, or adoption) living in the employee's household.
SECTION 2.8 (Page 1)
Personal Relationship is defined to include marriage, dating, or any other intimate personal
relationship that goes beyond mere friendship.
If employees begin a Personal Relationship or become Relatives, and at least one party is a
supervisor in the Village, the employee(s) in the supervisory position is required to inform their
supervisor and human resources of the relationship. The Village may investigate the status of the
relationship and its impact on the workplace. If the Village determines the situation negatively
impacts the workplace, the employees will have 60 days to resolve the situation on their own by
means acceptable to the Village such as a transfer or employment outside the Village. After 60
days, the employees' supervisors will work with the Village Manager and Human Resources to
determine the most appropriate action for the specific situation. This may include transfer or, if
necessary, demotion or termination of one of the employees.
The Village reserves the right to address situations where there is a negative impact on the
workplace, or the potential for a negative impact on the workplace, because of a Personal
Relationship between employees, even if no direct reporting relationship or authority is involved.
In these situations, the Village will take the necessary action to resolve the situation within 60
days.
Any exceptions to this policy must be approved by the Village Manager and Human Resources.
Written justification for the exception must be submitted to the Village Manager prior to any
employment decisions.
SECTION 2.8 (Page 2)
SECTION 2.9 - TEMPORARY APPOINTMENT/ASSIGNMENT
The Village reserves the right to temporarily assign employees to any position it deems necessary
when it is determined that a vacancy cannot be immediately filled and/or the workload within an
activity in a Department becomes overburdened or other reasons.
In the case of supervisory positions, if it is determined that a vacancy will not be filled for more
than thirty (30) days, and current supervisory personnel cannot absorb the needed work, the
Department Head may request the Village Manager to fill the vacant supervisory position on a
temporary basis. This may apply to either sworn or non -sworn supervisory positions.
The employee who is temporarily appointed shall accept the appointment with the full knowledge
that the position is temporary. The Department Head shall consider all the eligible employees in
the department, and based on job performance, the ability to successfully carryout the duties of the
vacant supervisory position, and any other relevant criteria the Department Head shall recommend
to the Village Manager which employee should be appointed to the temporary supervisory
position. The Village Manager shall make the temporary appointment.
The Village Manager based upon an appropriate recommendation submitted by the Department
Head may terminate a temporary appointment at any time. However, a temporary appointment will
automatically terminate with the appointment of a regular employee to fill the vacant supervisory
position.
In the case of Fire and/or Police Department supervisory appointments, if the Fire and Police
Commission is unable to make regular appointment to vacant supervisory positions within the six
(6) month period, the Commission shall advise the Village Manager in a written report. The report
shall indicate the reason for the delay and the approximate date the appointment will be made. Upon
reviewing the Commission's report, the Village Manager may appoint another employee on a
temporary basis to fill the position based on the Department Head's recommendation. This section
will also govern any such temporary appointment.
An employee who is temporarily appointed to a vacant supervisory position will be compensated
at a rate of pay of 5% higher than his/her pay, in his/her regular position or advanced to the entrance
rate of the vacant position, whichever results in a higher pay. The pay increase will be effective on
the first day of the temporary appointment. At the conclusion of the temporary appointment, the
employee's rate of pay will immediately revert back to the rate of pay assigned to their regular
position. If a temporary assignment remains in place for a year or more, the salary of the employee
in the temporary assignment will be pensionable. Accordingly, unless specifically authorized,
temporary assignments shall not exceed 364 days.
An employee who is temporarily appointed to fill a vacant supervisory position will be required to
fulfill all of the duties and responsibilities of the position and he/she will be assigned the authority
normally associated with the supervisory position. In determining overtime and other fringe benefit
eligibility, the employee will be governed by the Personnel Rules and Regulations as they pertain
to the supervisory position that he/she is temporarily filling.
SECTION 2.9 (Page 1)
Periodically, a department may need to temporarily exceed the staffing level shown in the
Authorized Position List in anticipation of an expected retirement, promotion, or separation of
service. In order to do so, the Department Head must submit a request to the Village Manager
explaining the need for temporarily exceeding the authorized staffing level, including
identification of the anticipated vacancy. The Village Manager has the authority to approve an
over-hire/temporary overstaffing request prior to the anticipated vacancy. Temporary overstaffing
or over -hire will only affect the Authorized Strength temporarily during the year.
SECTION 2.9 (Page 2)
SECTION 2.10 - SERVICE WITH THE VILLAGE
Service with the Village is defined as an employee's continuous full-time or regular part-time
service with the Village beginning with the employee's original or latest date of hire, excluding
any temporary service, leaves of absences without pay, or other non -paid breaks in service. If more
than one person is hired on the same date, service preference will be established alphabetically.
A. Breaks In Service
An employee's service continuity with the Village shall be broken by:
a. Voluntary resignation
b. Discharge
C. Retirement
d. Absence of three (3) consecutive workdays without notice of absence (except for
good cause shown to be due to circumstances beyond the control of the employee).
e. Failure to report to work on the first regularly scheduled workday following the
conclusion of an authorized leave of absence or vacation.
f. Is laid -off and fails to respond to recall within (ten) 10 calendar days.
B. Conversion of Benefit Date when going from Part -Time to Full -Time
Part-time service credit earned by an eligible part-time employee (as defined below) can
be converted into full-time service credit. As of the date of adoption of this policy, the
benefit date of eligible part-time employees promoted will remain the same as their original
date of hire.
An eligible part-time employee is defined as a regular employee who works at least 20
hours per week. Any part-time employee who works below the minimum 20 hours per
week is not eligible for a conversion of benefits. If a part-time employee's hours increase
above the threshold to become eligible, the date of that change will be considered their
benefit date. Crossing guards, temporary employees, seasonals/undergraduate interns, and
departmental interns are ineligible.
SECTION 2.10 (Page 1)
SECTION 2.11 - RE -HIRE OF PENSIONED EMPLOYEES
In the event a pensioned employee applies for an open job in a different classification prior to
retirement resignation, the employee may be hired in a new position as a new employee. The
Village Manager will address each application on case -by -case basis. In lieu of total payment of
accrued but unused vacation, the employee may carry up to a maximum of two weeks of vacation
into the new position. Such vacation will be utilized during the trial year on the new job.
SECTION 2.11 (Page 1)
SECTION 2.12 - VILLAGE MANAGER RESERVATION OF RIGHTS
The Village Manager reserves the right and ability to vary from Article 2 and act in the best interest
of the Village. The Village Manager has been granted this authority by the Village Board via its
Home Rule Authority.
SECTION 2.12 (Page 1)
ARTICLE 3
SECTION 3.1 - APPLICATION OF THIS ARTICLE
This Article defines the normal hours of work and establishes the basis for calculation of overtime
pay. It is not a guarantee of hours of work per day or per week or per any established period. It
does not establish a right to compensation in any form for time not worked.
SECTION 3.1 (Page 1)
SECTION 3.2 - THE WORKWEEK
All Village employees, full or part time, generally have regular work schedules. Regular work
hours may vary from Department to Department for operational reasons and at the discretion of
the Department Directors, with the approval of the Village Manager.
The standard workweek shall normally consist of five workdays during a period of seven (7)
calendar days. The days scheduled may be changed at the discretion of the Department Directors,
with the approval of the Village Manager for operational needs and may not necessarily be
consecutive. Below is a current list, which is not all-inclusive, of the work week for various
departments and positions.
A. 37.5 Hour Workweek
1. Village Manager's Office
2. Village Clerk's Office
3. Finance Department
4. Police Department: Non -Sworn personnel
5. Fire Department: Non -Sworn personnel
6. Community Development Department: only Health Services Division
7. All Secretarial/Clerical employees and Senior/Management Analysts
B. 40 Hour Workweek
1. Community Development Department
2. Public Works Department
3. Fire Department: classifications of Fire Chief, Deputy Fire Chief, EMS Battalion
Chief, Training Battalion Chief, Inspectional Services Supervisor, and Fire
Inspectors.
4. Police Department: classifications of Police Chief, Deputy Police Chief, Police
Commander, Social Services Supervisor, and Social Worker.
5. Village Manager's Office: classifications of Multimedia Producer/Director and
Senior Multimedia Producer/Director.
C. Non -Standard Workweek
1. Fire Department 24 on 48 off schedule, Average 56 hours per workweek
2. Police Department - Average 40 hours per workweek
SECTION 3.2 (Page 1)
SECTION 3.3 - THE WORKDAY
The Department Head, with the approval of the Village Manager, establishes the normal workday.
For employees working a 37.5-hour workweek, the normal workday is 7.5 hours. For employees
working a 40-hour workweek, the normal workday is 8 hours.
Part -Time positions are job assignments where the work schedules are less than the normal Full -
Time schedule of thirty-seven and one-half (37.5) hours or forty (40) hour workweek. Part -Time
positions may be either full day for less than five days per week, part days during a full week, or
a combination of these two. Part -Time employees may only work their designated schedule. The
Village Manager must authorize any change to their schedule.
SECTION 3.3 (Page 1)
SECTION 3.4 - STARTING AND QUITTING TIMES
The Department Head, with the approval of the Village Manager, establishes starting times and
quitting times. Every employee is expected to be at their workstation, prepared to begin work at
their designated starting time. They are also expected to work until their designated quitting time.
SECTION 3.4 (Page 1)
SECTION 3.5 - LUNCH PERIODS
Every employee who works six (6) hours or more in one (1) day will be provided with a one-half
hour or one -hour lunch period as designated by the Village. Employees may not work through
their lunch period to be excused early without permission from their Department Head. Such
permission may be granted with legitimate cause on an infrequent basis.
SECTION 3.5 (Page 1)
SECTION 3.6 - BREAK PERIODS
Two break periods, not to exceed 15 minutes each, may be authorized and scheduled by
Department Heads. The scheduling of these breaks is entirely discretionary with the Department
Head based upon departmental operational needs. Breaks when authorized may not be taken during
the first or last hour of the day, nor will they be allowed to be used adjacent to a designated lunch
period.
SECTION 3.6 (Page 1)
SECTION 3.7 - TIME & ATTENDANCE
Every employee is responsible to accurately record their own information on their electronic time
sheet or timecard. The Village does not authorize or condone any non-exempt employee working
"off the clock" without compensation (Refer to Overtime Authorization Policies of your
Department). Any non-exempt employee who feels that he or she has been pressured or
encouraged to work off the clock without compensation shall immediately report the issue to the
Department Head, Director of Human Resources, or the Village Manager.
Employee falsification of time records is a serious form of misconduct that may result in immediate
termination. Each immediate supervisor is required to review the time records of every subordinate
employee and to attempt to attest to its accuracy. Employees are expected to review their paystubs
and notify management of any discrepancies immediately. Discrepancies in record keeping must be
corrected by the employee within thirty (30) days from the date of the paystub.
Employees are prohibited from completing other employee's time records.
An employee's supervisor may complete the time sheet of an absent employee.
SECTION 3.7 (Page 1)
SECTION 3.8 - ATTENDANCE AT CONFERENCES, SEMINARS, MEETINGS AND
TRAINING SESSIONS
Attendance at professional conferences, seminars, meetings, and/or training sessions is considered
part of an employee's regular duties. As such, the time of attendance is also considered part of
their regular schedule. Starting and quitting times, and duration of lunch may be adjusted for the
day or days involved. If an employee has any question with regard to schedules when attending
these activities, their concerns should be addressed to their Supervisor or Department Head prior
to attendance. For any conferences, seminars, meetings, or training sessions outside of the
Chicago -Metropolitan area, the employee should discuss the hours of work, including potential
travel time, with the Supervisor or Department Head prior to the event.
SECTION 3.8 (Page 1)
SECTION 3.9 - FLEXIBLE WORK SCHEDULE
Refer to the Flexible Work Schedule Policy in Appendix C.
SECTION 3.9 (Page 1)
ARTICLE 4
SECTION 4.1 - WAGE AND SALARY PLAN PURPOSE
The purpose of the Village's Wage and Salary Plan is:
To provide a current inventory of job positions utilized by the Village in service to the Community.
To provide accurate up to date position descriptions.
To provide fair and equitable methods of compensation for Village employees based upon the
guidelines and direction of the Village Board.
The Wage and Salary or Compensation Plan of the Village consists of the following elements:
1. A Schematic Outline of Occupational Titles. This is a list of position titles by
Department and Pay Plan Type. It is reviewed annually or as directed by the Village
Board.
2. An Authorized Position List. This list, updated annually as part of the annual budget
process, provides an identification of the number of positions utilized by the Village
in service to the Community.
3. A Position Description Catalog. This book provides a current identification of the
duties and responsibilities of each position.
The Schematic Outline of Occupational Titles and the Authorized Positions List are reviewed on
an annual basis by the Village Manager as part of the budget process.
The Position Description Catalog for all authorized positions is maintained on a current basis. It is
reviewed periodically as well as when position duties change in order to maintain an accurate
account of the duties of a job.
Employees are reminded that all wages and benefits, including those summarized in this handbook,
are subject to budgetary approval by the Village Board. The Village Board may amend the Village
Budget at any time, including in the middle of a fiscal year.
SECTION 4.1 (Page 1)
SECTION 4.2 - DIRECT FORMS OF COMPENSATION
Village employees receive compensation for the work they perform directly in the form of a
biweekly paycheck based upon the rates of pay assigned to each position.
There are Three (3) Pay Plan Types:
1. The Merit Pay Plan
2. The Step Pay Plan
3. The Specific Rate Pay Plan
As part of the Schematic Outline of Authorized Positions each job in the service of the Village is
assigned to one of the three Pay Plan types.
SECTION 4.2 (Page 1)
SECTION 4.2A1 - MERIT PAY PLAN POSITIONS
Executive, Administrative, Managerial, Professional and Supervisory positions are paid in
accordance with the components of the Merit Pay Plan.
Each Merit Pay Plan has a Position Minimum Rate and a Position Maximum Rate. The differences
between these rates make up the Merit Pay Plan Range.
On a periodic basis, Merit Pay Plan position Minimum Rates, Maximum Rates, and Rate Ranges
are reviewed to determine their comparable position in relation to the wage rates for similar
positions in comparable communities.
Employees in the Merit Pay Plan have their actual pay determined based upon an amount
established by the Village and the guidelines established for distribution.
Merit Pay Plan employees will normally not be compensated at a rate lower than the established
rate range minimum for the position. Exceptions may be made on a case -by -case basis.
Certain designated First Line Supervisory employees may be paid no less than five (5) percent
above the top step rate for their designated subordinate position.
Merit Pay Plan employees will normally not be paid at a rate higher than the established Maximum
for their position Rate Range. Exceptions may be made on a case -by -case basis.
SECTION 4.2A1 (Page 1)
SECTION 4.2A2 - MANAGEMENT ENHANCEMENT AWARD PROGRAM
A second type of direct compensation available for Merit Pay Plan employees is the Management
Enhancement Program Award. Annually, the Management Enhancement Program Award will be
considered along with the amount for each award (if any). If granted, the award is provided to Full -
Time Merit Pay Plan employees who are actively on the payroll on November 1 of the current
fiscal year and on the date that payments are issued. Employees who separate from service between
November 2 and the distribution of Management Enhancement Program Awards shall not receive
any portion of the Award.
SECTION 4.2A2 (Page 1)
SECTION 4.2A3 - OVERTIME FOR MANAGEMENT PERSONNEL
Overtime is also considered a form of direct compensation. As exempt employees, most
executives, managerial, administrative, professional, confidential and supervisory employees are
ineligible for overtime compensation. Some merit pay classifications are eligible for overtime
compensation if-
1. The needs of the department are such that the supervisor must work additional days
and/or hours because of inadequate supervisory manpower.
2. When emergency situations develop which require their supervision.
Merit Pay Plan Classifications Eligible for Overtime
Police Sergeant
Any Foreman in Public Works
Any manager who is not classified as "exempt" from the overtime requirements of state
and federal law.
In addition, exempt employees are not eligible for compensatory time. Exempt employees are
expected to work sufficient hours to complete their job duties which may require them to work
more than 40 hours per week.
SECTION 4.2A3 (Page 1)
SECTION 4.2A4 - ACTING SUPERVISORY APPOINTMENTS LESS THAN 30 DAYS
If, in the extended absence of an employee's supervisor, an employee is officially designated to
fulfill all of the duties and responsibilities of the absent supervisor and the employee's job
description does not require them to act for the supervisor during the supervisor's absence, then
the employee may receive additional compensation at a rate of five (5) percent above the
employee's base compensation for the period of time the employee is designated to act for the
absent supervisor. Acting supervisor pay will not be paid for work less than one full workday.
If the supervisory position is anticipated to remain vacant in excess of thirty (30) calendar days,
the Department Head will consider the need for a Temporary Supervisory Appointment as
delineated in Section 2.9.
SECTION 4.2A4 (Page 1)
SECTION 4.2A5 - MANAGEMENT INCENTIVE PROGRAM
Another type of direct compensation available for employees holding Department Head status is
the Management Incentive Program. An employee holding Department Head status for at least ten
(10) years is eligible for the following incentive:
1. To be advanced to the salary range maximum for their classification upon the tenth
anniversary of the employee as a Department Head; and
2. To receive an award amount distributed over twenty-six (26) pay periods.
SECTION 4.2A5 (Page 1)
SECTION 4.2111 - STEP PAY PLAN POSITIONS
Non -union positions participating in the Step Pay Plan have their wages specifically identified
based on years of service. For union positions, it is the Village's policy to bargain in good faith
over the amount of any and all wage increases, including step wage increases. Employees
represented by a union should not expect to receive any non -bargained wage increases, including
step increases, at any point in time.
Steps For Each Step Pay Plan Position:
Step 1 -- the normal hiring step
Step 2 -- upon successful completion of the probationary period of service
Step 3 -- normally after two (2) years of service
Step 4 -- normally after three (3) years of service
Step 5 -- normally after four (4) years of service
Step 6 -- normally after five (5) years of service
Step 7 -- normally after six (6) years of service and thereafter
Movement from step to step is based primarily on length of service. In the case of employees
whose performance falls below the Meets Standard level, step increases may be withheld by the
Department Head with the approval of the Village Manager pending satisfactory improvement.
Part -Time employees are generally compensated in the same manner as Full -Time Step Pay Plan
employees.
SECTION 4.2B1 (Page 1)
SECTION 4.2B2 - LONGEVITY PAY PROGRAM
A second direct pay method for non -union, non -supervisory, Step Pay Plan personnel is a
Longevity Pay Award. On November 1 of each year, in accordance with the following schedule,
Step Pay Plan employees are eligible for a Longevity Award if approved by the Village Board.
There are three levels of awards. Those levels are:
Employees with at least 10 years of service as of November 1
Employees with at least 15 years of service as of November 1
Employees with at least 20 years of service as of November 1
The Village Board as part of the budget process determines the amounts of the longevity awards
for each level. Employees must be employed on the date that longevity awards are distributed.
Former employees no longer employed on the date longevity payments are distributed will not
receive any portion of the longevity payment.
SECTION 4.2B2 (Page 1)
SECTION 4.2B3 - OVERTIME FOR STEP PAY PLAN PERSONNEL
As non-exempt personnel, Step Pay Plan employees are eligible for overtime compensation at the
rate of time and one-half for any time worked beyond forty (40) hours in a work week. Sworn,
non-exempt police officers and firefighters may be paid overtime compensation based on different
overtime thresholds pursuant to work cycles established under the Fair Labor Standards Act.
Time paid but not worked during a workweek such as sick time will not count toward the forty
(40) hour accumulation. Vacation time and holiday time paid will count toward the forty (40) hours
accumulation. Step Pay Plan employees required to work fixed holiday will be paid time and a
half for any hours worked that holiday.
SECTION 4.2B3 (Page 1)
SECTION 4.2C - SPECIFIC RATE PAY PLAN
In some instances, employees are paid a specific hourly or unit rate for their services.
The classifications paid under this pay plan currently include, but are not limited to:
A. Crossing Guards — flat rate salary based upon the number of daily crossings
B. Non -union Part -Time Custodians — paid a specific hourly rate
C. Seasonal Employees — paid a specific hourly rate
D. Interns — paid a specific hourly rate
E. Local Government Management Fellowship — paid a specific hourly rate
F. Non -union Part -Time Fire Inspectors — paid a specific hourly rate
G. Non -union Part -Time Assistant Mechanics — paid a specific hourly rate
For the most up-to-date listing of Specific Rate Pay Plan positions, please check with the Office
of Human Resources.
The Village makes a wage level determination annually for these classifications. Seasonal Specific
Rate Pay Plan employees are normally eligible for overtime compensation in the same manner as
non-exempt Step Pay Plan employees.
Specific Rate Pay Plan employees are not eligible for Longevity Program Awards.
SECTION 4.2C (Page 1)
SECTION 4.2D1 - STAND -BY -STATUS PAY (non -supervisory employees)
Specifically, designated employees are eligible for stand-by pay if directed either verbally or in
writing to be continuously available to work during an off -duty period.
Non -supervisory employees may be required to be continuously available to report to work during
an off -duty period. An employee specifically instructed to be on stand-by mode must:
1. Be continuously available to be contacted by telephone or another electronic
telecommunication device.
2. Be able to report for work within thirty (30) minutes of contact.
3. Report drug and alcohol free, and in a physical condition that allows for efficient
and legal performance of required duties.
Compensation for stand-by status will generally be provided for:
Weekend
Fixed Holiday
Fixed Holiday and Weekend
SECTION 4.21)1 (Page 1)
SECTION 4.2D2 - RATES OF PAY FOR PROMOTIONS, TRANSFERS AND
DEMOTIONS
When employees move from job to job, either within a pay plan or between pay plans their
compensation may be impacted.
Generally, the following guidelines will apply:
Promotions
Merit Pay Plan employees when promoted from one Merit Pay Plan position to another of greater
value will generally receive a rate which is (5) percent more than their current rate or the minimum
of the new position Rate Range whichever is greater. In the case of a Step Pay Plan employee
promoted to a higher rated Step Pay Plan position, the employee's new salary will generally be placed
at the minimum of the new position, or generally receive a rate which is 5 percent more than their
current rate, whichever is greater. The salary will be higher, but the step may be the same, higher or
lower. Step Pay Plan employees promoted to a Merit Pay Plan position will generally be placed at the
minimum of the new position or receive a rate which is 5 percent more than their current rate,
whichever is greater. In the case of a Specific Rate Pay plan employee being promoted to a Step Pay
Plan or Merit Pay Plan position, the principles of applying a hiring rate will apply. The effective date
must coincide with the first day of a pay period. At no point for any of the above promotions will the
new pay exceed the maximum of the new position pay range.
Transfers
A transfer by definition is the movement from one position to an equally rated or paid position. In
these cases, an employee's rate of pay will remain the same.
Demotions
In the case of any demotion, the demoted employee's rate of pay will be set by the Village Manager
but in no case will the new rate exceed the Maximum Rate or the Top Step rate of the new position.
SECTION 4.2D2 (Page 1)
SECTION 4.2D3 - SERGEANTS OFF -DUTY COURT PAY
Any Police Sergeant, who is required to appear in court on a matter of Village business, while off -
duty, shall receive as additional compensation the flat -rate stipend as determined by the Village
Board such compensation shall only be granted once per off -duty day.
SECTION 4.2D3 (Page 1)
SECTION 4.3 - INDIRECT COMPENSATION
There are many benefits the Village provides its employees that are defined as indirect
compensation benefits. They range from holiday time off to Medical/Dental Benefits. The
following items identify and specify these indirect forms of compensation and the guidelines
associated with the benefits.
SECTION 4.3 (Page 1)
SECTION 4.3A - HOLIDAYS
Village employees actively on the payroll at the beginning of the calendar year are eligible for a
total of twelve (12) holidays. These holidays are either Fixed Holidays (celebrated on a specific
day) or Floating Holidays (voluntarily selected by the employee and approved by the Department
Head).
Before December of each year the Village publishes a list of Fixed Holidays and the days on which
those holidays are celebrated. There are now eight (8) Fixed Holidays. They are:
New Year's Day
Presidents' Day
Memorial Day
Independence Day (July 4th)
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Day
To supplement these eight (8) Fixed Holidays, employees are eligible to select (in writing) four
(4) Floating Holidays subject to written approval by the employee's Department Head.
In the case of Fire Department Battalion Chiefs, Police Sergeants, Police Commanders, Deputy
Chiefs, and Chiefs, because of their non -regular shift work, they do not celebrate the day after
Thanksgiving as a fixed holiday; they are instead allowed a fifth Floating Holiday.
In the case of non -regular workweek shift personnel, if their normal day off falls on a fixed holiday,
they will be allowed to select another day in observance of that holiday.
All employees actively on the payroll on January 1 of each year are eligible for all twelve (12)
holidays.
Newly hired employees are eligible for any Fixed Holiday(s) remaining in the year (after being
hired) and Floating Holidays in accordance with the following schedule:
Hired in January, February, March 4 Floaters
Hired in April, May, June 3 Floaters
Hired in July, August, September 2 Floaters
Hired in October, November, December I Floater
Floating Holidays must be used in the calendar year they are provided. Employees cannot carry-
over unused Floating Holidays. Unused floating holidays will be forfeited on December 31 of each
year. Full-time Merit and Full-time Step Pay Plan employees may have up to 32 hours of unused
floating holiday time converted to Retiree Health Savings. Please see Section 4AJ for specific
information regarding the use of floating holiday time for non -union employees.
Employees who leave employment with the Village prior to using their Floating Holidays may
forfeit any unused days in accordance with section 4.4J.
SECTION 4.3A (Page 1)
To be eligible for Holiday compensation, employees must work their regularly scheduled day prior
to the holiday and their regularly scheduled day following the holiday. Personnel who are required
to work on the holiday must also work and be compensated for the scheduled day of the holiday
to be eligible for Holiday compensation. If absent any of these days, an employee may only be
paid holiday pay if such absence(s) are approved by the Department Head.
Part-time employees are eligible for holiday pay benefits based upon the following criteria:
Work at least twenty hours per week on a regular basis; and
Payment is based upon their budgeted regular workweek schedule of hours as a pro -ration
of a full-time employee.
SECTION 4.3A (Page 2)
SECTION 4.3B - THE VACATION BENEFIT
Full-time employees and all eligible part-time employees (as defined in Section 2.1 OB) are eligible
for the vacation benefit after completing one full year of service or as determined by the Village
Manager.
VACATION ACCRUAL & USE
Vacation is earned or accrued on a monthly basis provided the employee is actively on the payroll,
in accordance with the schedule below. While on unpaid status, there is no accrual of benefits.
Accrual Period Hours Accrued
37.5-hour week Months 1 thru 48 6.25 hrs. per month
40-hour week Months 1 thru 48 6.67 hrs. per month
24/48 schedule Months 1 thru 48 10 hrs. per month
9-hour day schedule 6.67 hrs. per month
37.5-hour week Months 49 thru 108 9.375 hrs. per month
40-hour week Months 49 thru 108 10 hrs. per month
24/48 schedule Months 49 thru 108 15 hrs. per month
9-hour day schedule 10 hrs. per month
37.5-hour week Months 109 thru 168 11.25 hrs. per month
40-hour week Months 109 thru 168 12 hrs. per month
24/48 schedule Months 109 thru 168 18 hrs. per month
9-hour day schedule 12 hrs. per month
37.5-hour week Months 169 thru 228
12.5 hrs. per month
40-hour week Months 169 thru 228
13.34 hrs. per month
24/48 schedule Months 169 thru 228
20 hrs. per month
9-hour day schedule
13.34 hrs. per month
37.5-hour week Months 229 thru 288 14.375 hrs. per month
40-hour week Months 229 thru 288 15.33 hrs. per month
24/48 schedule Months 229 thru 288 23 hrs. per month
9-hour day schedule 15.33 hrs. per month
37.5-hour week Months 289 and above 15.625 hrs. per month
40-hour week Months 289 and above 16.67 hrs. per month
24/48 schedule Months 289 and above 25 hrs. per month
9-hour day schedule 16.67 hrs. per month
The charts below show annual vacation use and accrual based on years of service. (Continue to
next page)
SECTION 4.3B (Page 1)
37.5/40 Hour Week 24/48 Schedule 9 Hour Day Schedule
# of
Vacation
Days
Year Earned
# o
Vacation
Daysto
Use
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10.�
mr-
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20
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20
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20AN
23
23
23
23
23
25
25
.
.
.
.
20
20
23
23
23
23
23
25
# of
Vacation
Days
Year Earned
# of
Vacation
Daysto
Use
1
5
0
2
5
5
3
5
5
4
5
5
5
7.5
5
6
7.5
7.5
7
7.5
7.5
8
7.5
7.5
9
7.5
7.5
10
9
7.5
11
9
9
12
9
9
13
9
9
14
9
9
15
1'
9
16
1
1
17
1
18
1
1
19
1
20
1
21
22
23
24
25
26+
# of
Vacation
Days
Year Earned
# of
Vacation
Daysto
Use
1
10 Days
0
2
10 Days
10
3
10
10
4
10
10
5
15
10
6
15
15
7
15
15
8
15
15
9
15
15
10
18
15
11
18
18
12
18
18
13
18
18
14
6L 18
18
15
18
16
1
17
1
1
18
1
1
19
1
1
20
1
21
22
EEL
23
24
25
26+
SECTION 4.3B (Page 2)
The Village Manager, in their discretion, may indicate in an offer of employment that a new
employee will be eligible to accrue and/or use vacation at a different starting point within the
schedules set forth above.
After a full 12 months of employment, anniversary date to anniversary date, all vacation must be
taken between the anniversary date and December 31 st. For employees hired in October,
November, and December, if vacation is unable to be taken prior to December 31 st, they will have
until the following December 31 st to take their vacation.
All full-time Merit Pay Plan or Step Pay Plan employees may carry over a limited amount of
unused vacation time (as outlined below) to the following calendar year, provided that the vacation
days carried over are scheduled and used within the first eight months of the following calendar
year. This carry over allowance is provided separately from the additional time allotted for
employees hired in the fourth quarter to use their vacation time, as noted above.
37.5 Hour Week Employee
37.5 Hours
0 Hour Week Employee
40.0 Hours
12 Hour Day Schedule Employee
48.0 Hours
24/ 48 Schedule Employee
48.0 Hours
Unused vacation time that has been carried over per the schedule above must be used within the
first eight (8) months of the calendar year or the time will be forfeited. Unused vacation time
carried over from the previous calendar year per the schedule above will not be paid out in a lump
sum, and must be taken prior to resigning or retiring from the Village.
Accruals for less than a full year, earned prior to an employee's anniversary date, may be advanced
with the approval of the Village Manager. With the exception of the carry-over limits outlined
above for full-time Merit Pay Plan and Step Pay Plan employees, vacation may not be carried over
into the next calendar year without the written approval of the Village Manager.
A vacation advance is defined as taking vacation before it is earned in the following earning year.
Advances may be requested for legitimate reasons. All requests must be in writing and must be
approved by the Department Head and the Village Manager. All vacation advances will be
deducted from the employee's final paycheck if the employee leaves with a negative accrual.
Vacations are normally taken in full day increments. However, with the permission of the
Department Head, they may be taken in less than full day increments.
The Department Head determines vacation schedules. While due consideration will be given to
employee requests, operational needs of the department and the Village will take preference.
Seniority may be a factor used by the Department Head in scheduling vacations.
In the event of termination, separation, or retirement, vacation benefits previously accrued which
remains unused will be paid to the separating employee, with the exception of vacation time carried
over from the previous calendar year, as noted above. If an employee provides 90 days' notice to
the Village of retirement or separation from the Village, the remaining vacation benefit noted
SECTION 4.313 (Page 3)
above will be deposited into the employee's Retirement Health Savings Account at their current
rate.
If an employee leaves with a negative accrual, vacation benefits owed to the Village will be deducted
from the employee's last check.
If an active employee dies, payment for accrued unused vacation will be made to the deceased
employee's beneficiary. The employee's beneficiary will have the option to put the accrued unused
vacation amount into the employee's RHS plan which will be accessible to the beneficiary.
Regular part-time employees are eligible for vacation benefits based on the following criteria:
1. Employees work at least twenty hours per week on a regular annual basis
2. Accrual is based upon budgeted regular work week schedule as a pro -ration of a
full-time employee
Any graduate administrative intern working for the Village, regardless of the source of
compensation, will be treated as a full-time employee and accrue the normal accrual of a 37.5-
hour employee.
SECTION 4.313 (Page 4)
SECTION 4.3C - MANAGEMENT VACATION
In addition to the regular vacation benefit, non -union, full-time executive, administrative,
managerial, professional, and supervisory employees are eligible for the Management vacation
benefit. The following chart identifies the classifications eligible for this benefit and the amount
of their benefit. Management vacation days are available on January 1 and must be used before
December 31. Unused Management vacation days may not be carried over from year to year and
are forfeited after December 31 of each year. In the event an employee is unable to use their
management vacation days due to unplanned hardship, the employee will be compensated for the
unused management vacation days at the employees base hourly rate with the approval of the
Village Manager.
In the event of termination, separation, or retirement, management vacation benefits which remain
unused will be paid to the separating employee. If an employee leaves with a negative accrual,
management vacation benefits owed to the Village will be deducted from the employee's last check.
Three (3) Management Vacation Days
Merit Pay Plan Groups V, IV, III, and II (excluding Shift Fire Battalion Chiefs)
Two (2) Management Vacation Days
Merit Pay Plan Group I
Shift Fire Battalion Chief
SECTION 4.3C (Page 1)
SECTION 4.31) - SICK LEAVE
The Village may grant Sick Leave, which is paid leave for the non -service -related illness or injury
of an employee or caring for a sick family member. Employees accrue sick leave benefits at the
rate of one day for each month worked up to a maximum of 120 days. This number shall be divided
by two (2) for sworn fire personnel working a fifty-six (56) hour workweek schedule. An employee
will be eligible for sick leave compensation only to the extent that they have accrued sick leave.
Full-time employees become eligible for sick leave accrual and pay immediately upon being hired.
Part-time personnel, who work a regular schedule of less than that of a full-time position, shall
become eligible for a prorated sick leave benefit immediately upon being hired.
Sick leave will be granted to an employee who is unable to report for work due to a non -work -
related illness or injury or caring for a sick family member which physically prevents the employee
from effectively performing their job. Sick leave will not be granted or paid for employees who
are unable to work due to an occupational illness or injury or an injury or illness caused by an
outside employment activity. The Department Head reserves the right to require employees to
provide written, acceptable medical certification, signed by a licensed physician. The written
documentation must state that the employee was unable to work on the days absent, that they were
seen and treated by the attending physician, and that they are able to return to work on a specific
date. While such documentation is normally required if the employee has missed three (3) or more
consecutive workdays, it may be required of employees who are suspected of abusing the sick
leave privilege.
As a mutual protection for the employee and the Village, the Department Head with the approval
of the Village Manager, may require an employee to submit to a physical exam by a designated
physician when, in the Department Head's opinion, there is reason to believe that the employee
cannot perform the essential functions of the job. The employee may be required to conform to the
physician's recommendation(s) as a condition of continued employment. If the physician's report
states that the employee is unfit to perform the essential duties of their job because of their physical
condition, the employee may be placed on a temporary off -duty related disability. The Village will
normally pay for exams of this type.
To be eligible for sick leave compensation for a non -work -related illness or injury, the employee
must notify their immediate supervisor of what illness or injury prevents them from reporting to
work a minimum of one-half hour prior to the beginning of their normal work time. Failure to
provide this advance notice or failure to provide any notice at all may result in the sick leave
compensation being denied. Such notice shall include the general nature of the injury or illness,
when they will be able to return to work, and the location at which that the employee is recovering.
The Village retains the right to contact the employee at the location provided anytime during the
employee's regular scheduled workday. Such contact may be made at the discretion of the
Department Head.
Employees must work the scheduled day before and the scheduled day after any scheduled
vacation or holiday. Employees who are absent any of those days due to claimed illness or injury
shall not be eligible for sick leave compensation for the absences unless the Department Head
approves the absences.
SECTION 4.31) (Page 1)
Other uses of the sick leave privilege include any form of preventative exam or treatment which
requires the employee to take time off during normal work time to see their doctor, receive hospital
or clinical services, dental care, or other similar medical services. Employees must make every
effort to schedule such appointments outside normal work hours. When the appointments cannot
be scheduled outside normal work hours, they should be scheduled at a time that will minimize
disruptions to the production and efficiency of the workplace. Requests during normal work hours
must be made to a department supervisor no less than 48 hours in advance. Such use must be
requested and approved prior to the requested day of absence.
Subject to approval by the employee's department head and/or their designee an employee may
utilize up to three (3) work weeks or a total of up to 120 hours of sick leave for child
nurturingibonding purposes as long as the sick leave is utilized within 3 months of the birth of a
child or the adoption of a child. Employees are only eligible to use this leave if they meet the
minimum eligibility criteria defined in the Family Medical Leave Act, and the use of sick leave
will run concurrently with bonding leave approval under the Family Medical Leave Act. Nothing
in this policy prevents an employee from taking unpaid bonding leave, or utilizing other benefit
time, within the parameters provided by law, however, sick leave may only be used within three
months of birth of the child. Additional Leave schedules may be approved at the discretion of the
Village Manager or the Village Manager's designee.
Sick leave pay shall not be considered a right which an employee may use at their own discretion,
but is a privilege approved by management when the employee is suffering from a non -work
related or outside work -related illness or injury.
Any graduate administrative intern or fellow in the Village fellowship program working for the
Village, regardless of the source of compensation, will be treated as a full-time employee and
accrue the normal accrual of a 37.5-hour employee.
Part-time employees are eligible to accrue and use sick leave benefits on a pro -rated basis without
the year of service or fifty percent of full-time hour's criteria.
IMRF CREDITABLE SERVICE DAYS
The following section is a summary of current rules under the Illinois Municipal Retirement Fund
(IMRF) and is provided for your convenience only. IMRF has final decision -making authority
regarding all benefits it administers. This handbook does not and cannot alter IMRF benefits in
any way. The Village has no control over the administration of IMRF benefits. Employees with
questions about their IMRF benefits should contact IMRF.
Employees that are covered under IMRF are eligible to receive a maximum of six (6) months
additional creditable service with IMRF for unused unpaid sick leave upon retirement. Creditable
Service Days are accrued at the rate of one day for each month of service after the employee
accumulates 120 Sick Leave Days, to a maximum 120 Creditable Service Days. Creditable Service
Days can only be applied toward additional IMRF creditable service. In total, an employee may
accumulate up to 120 sick leave days and 120 IMRF Creditable Service Days. These Creditable
Service Days will not be used towards paid sick leave award.
SECTION 4.31) (Page 2)
SECTION 4.3E - BEREAVEMENT LEAVE
Full-time and part-time employees may be eligible for paid and/or unpaid Bereavement Leave due
to a loss of a covered family member or within the employee's immediate family.
Paid Bereavement Leave
Full-time employees may be eligible for paid Bereavement Leave in the event of a death in the
employee's immediate family. The initial days of absence, up to three (3) days, used for the
Bereavement Leave shall not reduce Sick Leave accruals.
The immediate family is defined as:
Spouse
Civil Union Domestic Partner
Brother or Sister
Child
Parent or Parent -in-law
Grandchild
Grandparents
Brother or Sister-in-law
Son or Daughter-in-law
Grandparents of Current Spouse
No matter where they live, and any other relative (by blood, marriage, or adoption) living in the
employee's household.
An employee, with the approval of their Department Head, may be authorized to use up to 7.5 or
8 hours of sick time to attend a funeral not covered by this policy.
Part-time employees are eligible for Bereavement Leave: Part-time employees may be eligible for
paid Bereavement Leave in the event of a death in the employee's immediate family. The initial
days of absence, up to three (3) days, used for the Bereavement Leave shall not reduce Sick Leave
accruals.
Unpaid Bereavement Leave
All full-time FMLA-eligible employees and part-time employees are eligible to take up to 10 days
of unpaid Bereavement Leave that will run concurrently with the Paid Bereavement Leave
mentioned above. Eligible employees may take Bereavement Leave regarding a family loss to:
1. Attend the funeral or alternative to a funeral of a covered family member;
2. Make arrangements necessitated by the death of the covered family member;
3. Grieve the death of the covered family member; or
SECTION 4.3E (Page 1)
4. Be absent from work due to (i) a miscarriage; (ii) an unsuccessful round of intrauterine
insemination or of an assisted reproductive technology procedure; (iii) a failed adoption
match or an adoption that is not finalized because it is contested by another party; (iv)
a failed surrogacy agreement; (v) a diagnosis that negatively impacts pregnancy or
fertility; or (vi) a stillbirth.
If more than one qualifying event occurs with a rolling 12-month period as defined in Section
4.3G, an employee may take up to 6 weeks of unpaid bereavement leave during the 12-month
period. Leave under this policy will not extend or exceed leave time allowed under the FMLA.
"Covered family member" is defined as:
Child or Stepchild
Spouse
Domestic Partner
Sibling
Parent, Stepparent, or Parent -in-law
Grandchild
Grandparent
Steps for Taking Bereavement Leave
An employee must provide their supervisor or manager with at least 48 hours' advance notice of
their intent to take bereavement leave, unless providing such notice is not reasonably possible. The
Village of Elk Grove Village may require documentation to substantiate the employee's need for
Bereavement Leave.
Bereavement Leave must be taken within 60 days of the date the employee receives notice of the
death of the covered family member; or on which one of the qualifying events described above
occurs.
In the event of the death of more than one covered family member in a 12-month period, an Illinois
employee may be eligible for up to a total of 6 weeks (30 workdays) of unpaid bereavement leave
during the 12-month period.
Child Bereavement Leave for Suicide or Homicide
In addition to the Bereavement Leave set forth above, all full-time and part-time employees with
at least two (2) weeks of service with the Village of Elk Grove Village who experience the loss of
their child by suicide or homicide are eligible to take up to twelve (12) weeks of unpaid
bereavement leave ("child bereavement leave"). The unpaid leave for death of a child by homicide
or suicide will run concurrent with other paid or unpaid time off (e.g. FMLA).
"Child" is defined as an employee's biological, adopted, or foster child, a stepchild, a legal ward,
or a child of a person legally serving in place of a parent (in loco parentis).
SECTION 4.3E (Page 2)
Steps for Taking Child Bereavement Leave
An employee must notify their supervisor and the Office of Human Resources of the loss of a child
as soon as practicable. However, an employee is not required to disclose the specific event if it
relates to a loss or negative diagnosis for pregnancy, surrogacy, or adoption.
An employee must provide their supervisor or manager with reasonable advance notice of their
intent to take Child Bereavement Leave, unless providing such notice is not reasonably possible.
The Village may require documentation to substantiate the employee's need for child bereavement
leave.
Child Bereavement Leave may be taken in a single continuous period or intermittently in
increments of no less than four (4) hours. The leave must also be completed within one (1) year
after the employee notifies the Village of the need for leave.
SECTION 4.3E (Page 3)
SECTION 4.3F - EMERGENCY LEAVE
In cases where an employee experiences a serious illness or injury to a member of their immediate
family (as defined in Section 4.3E), the employee will be eligible for Emergency Leave time.
Eligibility for Emergency Leave time shall be determined by a Department Head, and up to three
(3) days may be granted for that purpose. The Village Manager may extend this time limit.
Emergency Leave shall reduce accrued sick time totals.
Part-time employees are eligible for Emergency Leave: Eligibility for Emergency Leave time shall
be determined by a Department Head, and up to three (3) days may be granted for that purpose.
Such days will be prorated based upon their budgeted regular workweek schedule of hours
(prorated) and shall reduce Sick Leave accruals.
SECTION 4.3F (Page 1)
SECTION 4.3G - FAMILY AND MEDICAL LEAVE
The Village will comply with the provisions of the Family and Medical Leave Act of 1993.
The Family and Medical Leave Act of 1993 ("FMLA") was enacted to allow eligible employees
to help balance their work and family life by being able to take reasonable unpaid leave for certain
covered reasons. Pursuant to the FMLA, the Village offers unpaid, job -protected leave to all
eligible employees for specified family and medical reasons with continuation of health insurance
coverage under the same terms and conditions as if the employee had not taken leave. Time off
that is available under another leave policy and the Village's FMLA policy will run concurrently.
Additionally, in some cases, employees will be required to use earned paid time off options while
on otherwise unpaid FMLA leave.
A. Rights and Responsibilities
FMLA requires covered employers to provide up to twelve (12) weeks of unpaid, job -
protected leave to eligible employees for the following reasons:
1) for incapacity due to pregnancy, prenatal medical care or childbirth;
2) to care for the employee's child after birth, or placement for adoption or foster care;
3) to care for the employee's spouse, son, daughter or parent, who has a serious health
condition; or
4) for a serious health condition that makes the employee unable to perform the essential
functions of their job.
B. Military Family Leave Entitlements
Eligible employees whose spouse, son, daughter or parent is on covered active duty or call
to covered active duty status may use their 12-week leave entitlement to address certain
qualifying exigencies. Qualifying exigencies may include attending certain military events,
arranging for alternative childcare, addressing certain financial and legal arrangements,
attending certain counseling sessions, and attending post -deployment reintegration
briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up
to 26 weeks of leave to care for a covered service member during a single 12-month period.
A covered service member is: (1) a current member of the Armed Forces, including a
member of the National Guard or Reserves, who is undergoing medical treatment,
recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary
disability retired list, for a serious injury or illness*; or (2) a veteran who was discharged
or released under conditions other than dishonorable at any time during the five-year period
prior to the first date the eligible employee takes FMLA leave to care for the covered
veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious
injury or illness.*
SECTION 4.3G (Page 1)
*The FMLA definitions of "serious injury or illness" for current service members
and veterans are distinct from the FMLA definition of "serious health condition".
C. Benefits and Protections
During an employee's leave of absence for Family and Medical Leave, the employee's group
health insurance and life insurance plan shall continue under the same conditions, as coverage
would have been provided if the employee had continuously been employed during the leave
period. Employees' contributions to premiums continue at the same level as if they were
actively employed plus an additional administrative fee may be charged as allowed by law. If
there is a change in the employee's share of premium costs, the employee will be notified of
the change and expected to pay the premium they would have paid had they not been on leave.
The employee is responsible to submit the employee portion of the insurance premium to the
Finance Department by the first of each month. Employees, who have questions or desire
clarification, should contact the Office of Human Resources.
Upon return from FMLA leave, most employees must be restored to their original or
equivalent positions with equivalent pay, benefits, and other employment terms.
D. Eligibility Requirements
Employees are eligible if they have worked for a covered employer for at least 12 months,
have 1,250 hours of service in the previous 12 months and if at least 50 employees are
employed by the employer within 75 miles.
E. Definitions
1) "Child" means a child under eighteen (18) years of age, or eighteen (18) years of age and
older who is incapable of self -care because of a mental or physical disability.
2) "Eligible Employee" means an employee who has worked for the Village for at least twelve
(12) months and has worked a minimum of 1,250 hours during the year preceding the start
of the leave.
3) "Health Care Provider" means a doctor of medicine or osteopathy, or any other person
determined by the Federal Government to be capable of providing health care services
including podiatrists, dentists, clinical psychologists, optometrists, chiropractors, nurse
practitioners, nurse midwives authorized to practice by state law, and Christian Science
practitioners.
4) "Incapable of self -care" means that the individual requires active assistance or supervision
to provide daily self -care in several of the activities of daily living, such as caring
appropriately for one's grooming or hygiene, bathing, dressing, eating, cooking, cleaning,
shopping, taking public transportation, paying bills, maintaining a residence, using
telephones, and the like.
5) "Medical Necessity" means there must be a medical need for the leave, as distinguished
from voluntary treatments or procedures.
SECTION 4.3G (Page 2)
6) "Serious health condition" is an illness, injury, impairment, or physical or mental condition
that involves either an overnight stay in a medical care facility, or continuing treatment by
a health care provider for a condition that either prevents the employee from performing
the functions of the employee's job, or prevents the qualified family member from
participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period
of incapacity of more than three (3) consecutive calendar days combined with at least two
visits to a health care provider or one visit and a regimen of continuing treatment, or
incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions
may meet the definition of continuing treatment.
7) "Twelve Month Period" means a rolling twelve (12) month period measured backward
from the date leave is taken and continuous with each additional leave day taken. Under
the "rolling" 12- month period, each time an employee takes FMLA leave the remaining
leave entitlement would be any balance of the 12 weeks which has not been used during
the immediately preceding 12 months. For example: If an employee takes three weeks
leave beginning February 1, three weeks leave beginning May 1, three leave weeks
beginning August 1, and three weeks leave beginning November 1, the employee would
not be entitled to any additional leave until February 1 the following year.
F. Use of Leave
Family Medical Leave designation is not an option of the employee, the employee's
Supervisor, or the Village. The federal government sets out criteria in the Family and
Medical Leave Act of 1993, with which the Village is required to comply. If any
employee's leave meets the standards set forth in the Act, the Village is required to
designate the leave as FMLA leave. The Director of Human Resources is responsible for
making such determination.
Except for leave to care for the birth or adoption of a healthy child, an employee does not
need to use this leave entitlement in one block. Leave can be taken intermittently or on a
reduced leave schedule when medically necessary. Employees must make reasonable
efforts to schedule leave for planned medical treatment so as not to unduly disrupt the
employer's operations. Leave due to qualifying exigencies may also be taken on an
intermittent basis.
G. Other Applicable Leaves
FMLA will run concurrently with any other applicable leave. For instance, worker's
compensation leave will be simultaneously designated as FMLA leave as well, if the leave
is also FMLA-qualifying.
H. Substitution of Paid Leave for Unpaid Leave
Employees on approved FMLA leave are required to exhaust any available and eligible
paid leave (sick leave, personal leave, compensatory time, or vacation leave) prior to leave
SECTION 4.3G (Page 3)
without pay. Such paid time will run concurrently with the approved unpaid FMLA leave
time.
After such paid leave time has been exhausted, any remaining FMLA leave time will be
unpaid. Employees shall not "accrue" sick leave while on unpaid Family Medical Leave,
but will continue to "earn" vacation leave, updated upon their annual service anniversary
date, as if they were not away from their job, in accordance with federal regulations.
I. Employee Responsibilities
Employees must provide 30 days advance notice of the need to take FMLA leave when the
need is foreseeable. When 30 days' notice is not possible because the reason for leave is
not foreseeable, the employee must provide notice as soon as practicable and generally
must comply with an employer's normal call -in procedures.
Employees must provide sufficient information for the employer to determine if the leave
may qualify for FMLA protection and the anticipated timing and duration of the leave.
Sufficient information may include that the employee is unable to perform their job
functions, the family member is unable to perform daily activities, the need for
hospitalization or continuing treatment by a health care provider, or circumstances
supporting the need for military family leave. Employees also must inform the employer if
the requested leave is for a reason for which FMLA leave was previously taken or certified.
Employees also may be required to provide a certification and periodic recertification
supporting the need for leave.
J. Returning from Leave
If you wish to return to work at the expiration of your leave, you are entitled to return to
your same position or to an equivalent position with equal pay, benefits and other terms and
conditions of employment, subject to any applicable exceptions. However, you have no
greater right to reinstatement or other benefits and conditions of employment than if you
had not taken leave. You must return to work immediately after the expiration of your
approved FMLA leave in order to be reinstated to your position or an equivalent position.
If you take leave because of your own serious health condition, you are required to provide
medical certification that you are fit to resume work. You may obtain Return to Work
Medical Certification forms from the Director of Human Resources. Employees failing to
provide the Return to Work Medical Certification Form will not be permitted to resume
work until it is provided. Such certification may be required periodically if you take
intermittent leave.
K. Employer Responsibilities
The Village will notify employees requesting leave whether they are eligible for leave
under FMLA, if leave will be designated as FMLA protected, and the amount counted
against the employee's leave entitlement. If the Village determines that the leave is not
FMLA-protected, the Village will notify the employee.
SECTION 4.3G (Page 4)
The Village may require certification, on a periodic basis, of the employee's or family
member's continuing serious health condition by the employee's or family member's
physician and/or a physician selected by the Village.
SECTION 4.3G (Page 5)
SECTION 4.311 - MILITARY LEAVE
A military leave of absence is available for anyone who voluntarily or involuntarily leaves
employment positions to undertake military service or certain types of service in the National
Disaster Medical System for a period of up to five (5) years or less of cumulative military service
while with this employer. Military services include the U.S. Army, Navy, Marine Corps, Air Force,
Coast Guard, Public Health Service commissioned corps, and the reserve components of each of
these services. Rights are also extended to employees who receive federal training or perform
service in the Army or Illinois National Guard and Air National Guard.
An employee who provides notice of active military service will be granted a military leave of
absence to participate in the required military service. Employees will be required to provide a
copy of military orders and any additional requested documentation to facilitate the proper
administration of differential pay and benefits.
Employees on approved military leave may use accrued vacation, personal or compensatory time
during their military leave, but are not required to do so. Employees on approved military leave,
to the extent they were eligible prior to the leave, shall continue to earn vacation leave time, sick
leave time and personal leave time, be provided the opportunity to continue in the Village's group
health and dental plans, continue participation in any applicable pension plan, and shall receive
holiday pay and any other benefits as may be entitled by law. If the employee does not choose to
continue the Village's group health insurance during the leave, the employee shall be permitted
immediate reinstatement into the group health plan when the employee returns from military
MAIrl"Kla
Compensation
Employees who are members of a reserve component shall continue to receive their full Village
compensation during their annual training commitment for up to 30 days per calendar year.
Employees who exhaust their concurrent compensation for annual training may be eligible for
differential compensation.
An employee on military leave will be eligible for continuing differential pay as authorized by
law:
• An employee who is a member of a reserve component and performs qualifying voluntary
active service is eligible for up to 30 workdays of differential compensation in a calendar
year.
• An employee who is a member of a reserve component and is ordered to perform
involuntary active service is eligible to receive additional differential compensation.
• Differential compensation is only paid for those workdays where the employee would
otherwise have been scheduled to work. Work hours extending over two calendar days
counts as two workdays when calculating differential compensation.
SECTION 4.31-1 (Page 1)
An employee may elect the use of accrued vacation, annual or similar leave with pay in lieu of
differential compensation during any period of military leave or during any period of unpaid
military leave.
Employer -provided health insurance plan benefits will be provided for members of a reserve
component during leave in accordance with federal and state law, except that Village will continue
to pay its share of the insurance premium and administrative costs during the employee's "active
duty" as defined by Illinois law.
Return to Work
Unless the Village's circumstances have changed to the extent that it would be impossible or
unreasonable to provide reinstatement, eligible employees on military leave related to active
military service, in addition to rights provided by federal law, shall, after timely notice of intent to
return to work, be restored to a position with such seniority, status, and pay as such employee
would have had but for the employee's absence for active military service or to a similar position
of comparable seniority, status, and pay. If such employee is unable to perform the duties of such
position due to a disability sustained during such active military service, then the employee shall
be offered employment in, another position that the employee is qualified to perform and that will
provide the employee, to the greatest extent possible, with comparable seniority, status, and pay,
if such a position exists. Employees returning from military service must make application for
reemployment in a timely after being relieved from military service or from hospitalization
continuing after discharge for a period of not more than 1 year based on the following schedule of
military service:
a. Fewer than 31 days of service: Employee must return to work on the first full day
of release, taking into account safe travel home, plus an 8-hour rest period;
b. Between 31-180 days: Employee must submit application for reemployment within
14 days of release from service;
More than 180 days: Employee must submit application for reemployment within
90 days of release.
This policy is a summary of the Village's policy which is intended to comply with state and federal
military leave laws. It is not the Village's intent to broaden or narrow the Village's obligations
under state and federal law, and the policy should not be read or interpreted in a manner that would
do so.
SECTION 4.3H (Page 2)
SECTION 4.3I - NECESSARY TIME OFF TO VOTE
If an employee finds that due to circumstances beyond their control, they cannot reach their
assigned polling place either before or after scheduled work hours, they will be permitted to be
absent from work for a period not to exceed two hours. The time that an employee will be permitted
to leave the workstation shall be determined by the Department Head based on operational
requirements. Employees must submit requests to use this benefit before the day of the election.
The time the employee is away from the workstation for purposes of voting shall only be used to
vote in the election. Such time as the employee is absent from work shall be eligible for normal
compensation. The time shall be recorded as authorized time away from work.
SECTION 4.3I (Page 1)
SECTION 4.3J - ELECTION JUDGE LEAVE
Upon providing the Village with at least 20 days written notice, you will be granted an unpaid
leave from work without penalty for the purpose of serving as an election judge. However, you
may substitute accrued paid vacation, personal or compensatory leave in lieu of unpaid leave while
serving as an election judge. The Village reserves its rights under this Act to permit no more than
10% of the Village's employees to be absent for this purpose on the same election day.
SECTION 4.3J (Page 1)
SECTION 4.3K - JURY DUTY LEAVE
Employees who are required to serve on a jury and would otherwise have been actively at work
are eligible to receive full pay for work time missed in this service. Such payment is made provided
the employee provides advance notice to their supervisor. Fees associated with this service may
also be retained by the employee. If an employee is excused from jury service for any day or days
during their required period, they are expected to report for work as usual.
SECTION 4.3K (Page 1)
SECTION 4.3L - WITNESS LEAVE
Occasionally, employees may be subpoenaed to be a witness in a formal legal procedure unrelated
to normal Village work activities. If so required, and such appearance is not in the employee's
self-interest such as being a plaintiff or as a defendant, and if the matter does not include a claim
against the Village, the employee may be eligible to receive full pay for such time including any
fees they receive as a result of their appearance. Advance notice to their supervisor is required for
approval. An employee is expected to return to work as soon as is possible following such
appearance.
Witness appearances directed by the Village or its attorneys as a direct result of work activities
shall be considered normal work assignments.
SECTION 4.31- (Page 1)
SECTION 4.3M - BLOOD AND ORGAN DONATION LEAVE
The Village complies with the general provisions of the Illinois Blood Donation Leave Act.
Village Sponsored On -Site Blood Donation Leave
Employees who donate blood at a Village sponsored, on -site blood drive will be allowed up to one
(1) hour of paid time for the purpose of blood donation and two (2) hours for blood platelets
donation. Employees must obtain approval from their supervisors, and their time away from their
job will not incur additional costs or coverage issues.
Off -Premises Blood Donation Leave and Organ Donation Leave
All employees who have been employed with the Village for at least 180 days are eligible to take
blood and organ donation leave under this policy.
Employees who donate blood off -premises, not in connection with a Village sponsored event, may
take up to one hour, or more if authorized by the Village or a collective bargaining agreement, to
donate blood once every 56 days in accordance with appropriate medical standards established by
the American Red Cross, America's Blood Centers, the American Association of Blood Banks, or
other nationally recognized standards. Employee must obtain written approval from their
supervisors by submitting a request for leave form as far in advance as possible, but no less than
seven (7) calendar days prior to using such time. Requests must include a written verification stating
that the employee is an organ or blood donor. Donations must be scheduled at the start or end of
the employee's workday. Upon return to work, the employee must provide documentation
substantiating the blood donation for this time.
Paid sick leave shall be given in accordance to the sick leave policy indicated in section 4.31).
Eligible employees may take up to 10 days of paid sick leave in a one-year period to serve as an
organ donor. Employees must obtain written approval from their supervisors by submitting a
request for leave form as far in advance as possible, but no less than seven (7) calendar days before
the leave is scheduled to begin. Requests must include a written verification stating that the
employee is an organ or blood donor.
Any leave taken for the donation of an organ or blood will not constitute a break in service for
purposes of the employee's right to wage adjustments, sick leave, annual leave, or seniority. Leave
provided under this policy may be taken in one or more periods.
SECTION 4.3M (Page 1)
SECTION 4.3N - ADMINISTRATIVE LEAVE
In the case of non -unionized Executive, Administrative, Managerial, Supervisory, or Professional
personnel, it is implicit in the nature of their positions, that time beyond normal work schedules
may be required. As a means to recognize responsible, dedicated service, these employees may be
eligible for leave under this provision as recommended by their Department Head and approved
by the Village Manager in advance of taking this time. It will be entirely at the Village Manager's
discretion and should not be considered as compensatory time.
SECTION 4.3N (Page 1)
SECTION 4.30 - ILLINOIS SCHOOL VISITATION RIGHTS ACT
Employees who have been employed for at least six (6) months are entitled to a maximum of eight
(8) hours of unpaid leave per school year, with no more than four (4) hours being taken in one day.
An employee requesting leave under this Act must provide a written request for the leave at least
seven (7) days in advance, except in the case of emergencies. This leave is intended to be used as
a last resort by employees who have no other paid (vacation, floating holiday or compensatory
time) time available and who have made every attempt to schedule the visit during non -working
hours.
The employee must provide his/her Supervisor with documentation of the visit as provided by the
school administrator within two (2) working days of the school visitation. If notice is not provided
within the required time frame, the employee is subject to applicable disciplinary procedures for
unexcused absences. This is unpaid leave; however, the Village will attempt to make reasonable
efforts to accommodate an employee who wishes to make up the time, provided it is not disruptive
to normal Village operations.
SECTION 4.30 (Page 1)
SECTION 4.3P - VICTIMS' ECONOMIC SECURITY & SAFETY ACT POLICY
The Leave Policy. Illinois employees may take unpaid leave under the Victims' Economic
Security and Safety Act ("VESSA") to seek assistance in response to an act or threat of domestic
violence, sexual assault, or stalking. You may take this leave to seek services for a victim of
domestic or sexual or gender violence, or any other crime of violence, if the victim is: 1) yourself,
2) a covered family member (spouse, child, parent) or 3) a household member (who is currently
residing with you). VESSA leave is not allowed, however, if the employee's interests regarding
the violent act are averse to the victim's interests. For the purpose of this section, family or
household members include a spouse, persons jointly residing in the same household, a party to
civil union, a parent, a grandparent, a child, a grandchild, a sibling, or any other person related by
blood or by present or prior marriage or civil union, or any other person who shares a relationship
through a child, or any other individual whose close association with the employee is the equivalent
of a family relationship as determined by the employee. The employee may take leave for a child
who is a victim if that child is under age 18 or, if 18 years or older, the child is mentally or
physically disabled and incapable of self -care. You are eligible to take up to 12 weeks of unpaid
VESSA leave within any 12-month period and be restored to the same or an equivalent position
upon your return from leave.
Reasons For Leave. You may take VESSA leave to obtain assistance or services for a victim for
the following purposes: (1) to seek medical attention for, or recover from, physical or
psychological injuries caused by the domestic or sexual or gender violence, or any other crime of
violence, (2) to obtain services from a victim services organization, (3) to obtain psychological or
other counseling, (4) to participate in safety planning, seek temporary or permanent relocation, or
take other actions to increase the safety of the victim from future domestic or sexual or gender
violence, or any other crime of violence, or ensure economic security, or (5) to seek legal assistance
or remedies to ensure the health and safety of the victim, including preparing for or participating
in any civil, criminal, or military legal proceeding related or derived from domestic or sexual or
gender violence, or any other crime of violence. If you misrepresent facts in order to be granted a
VESSA leave, you will be subject to immediate termination.
Notice Of Leave. You must give the Village at least 48 hours prior notice, unless providing
advance notice is not practicable under the particular circumstances. If you are unable to provide
advance notice, you must provide notice when you are able to do so, within a reasonable period of
time after the absence. Failure to provide the required notice may result in treatment of the
absences as unexcused.
Certification. Employees requesting VESSA leave must provide proper certification for all
absences. The certification must show that: (1) the victim for whom the leave is requested is the
employee, a covered family member, or a covered household member, (2) the victim was subjected
to an act or threat of domestic or sexual or gender violence, or any other crime of violence, and (3)
the leave is to seek assistance for a purpose covered by the Act. The employee must provide two
types of written documentation as certification: (1) a sworn statement by the employee showing
that the leave qualifies for a purpose covered by VESSA and (2) written documentation from the
source from whom assistance was sought or who could otherwise verify the nature of the leave,
such as documentation from: (a) a representative of a victim services organization, an attorney,
member of the clergy, or a medical or other professional, from whom the employee has sought
SECTION 4.3P (Page 1)
services on behalf of a covered victim to address domestic or sexual violence or the effects of the
violence, (b) a police or court record, or (c) other corroborating evidence.
It is the employee's responsibility to ensure that the Village receives the proper certification. If the
Village does not receive adequate certification within a reasonable time period after it is requested,
or if the certification does not confirm a VESSA-qualifying purpose, the employee's absences will
be treated according to the Village's attendance standards.
Reporting While On Leave. You may be required to contact your supervisor on a regular basis
regarding the status of your leave and your intention to return to work.
Leave Is Unpaid. VESSA leave is unpaid leave. You may choose, however, to use any accrued
paid time off which would otherwise apply to the circumstances of the leave. For instance, if the
leave was for you, because you are temporarily disabled due to domestic or sexual violence, you
may use any accrued sick time for that portion of the leave. You may use accrued vacation or other
personal time for any of the purposes allowed under the Act. The substitution of paid leave time
for unpaid leave time does not extend the 12-week leave period.
Medical And Other Benefits. During an approved VESSA leave, the Village will maintain your
health benefits, as if you continued to be actively employed. If paid leave is substituted for unpaid
leave, the Village will deduct your portion of the health plan premium as a regular payroll
deduction. If your leave is unpaid, you must pay your portion of the premium during the leave.
Your group health care coverage may cease if you fail to make timely payments of your share of
the premiums. If you do not return to work at the end of the leave period, you may be required to
reimburse the Village for the cost of the premiums paid by the Village for maintaining coverage
during your unpaid leave, unless you cannot return to work because of the continuance, onset or
recurrence of domestic or sexual or gender violence, or any other crime of violence, or other
circumstances beyond your control. If that is the case, you will be required to produce written
certification to confirm the circumstances beyond your control.
Vacation, sick time, or other benefits will not accrue while on unpaid VESSA leave. You will
remain entitled to all of your benefits which accrued prior to your leave, however.
Intermittent And Reduced Schedule Leave. VESSA leave may be taken intermittently (in
separate blocks of time) or on a reduced leave schedule (reducing the usual number of hours you
work per workweek or workday). If leave is unpaid, the Village will reduce your salary based on
the amount of time actually worked.
Other Applicable Leaves. VESSA leave will run concurrently with any other applicable leave.
For instance, leave taken under VESSA which also qualifies under the Family and Medical Leave
Act ("FMLA"), will be simultaneously designated as both VESSA and FMLA leave. Likewise,
absences for which an employee receives sick time or short-term disability benefits for a purpose
covered under VESSA will be designated as VESSA leave.
Returning From Leave. If you wish to return to work at the expiration of your leave, you are
entitled to return to your same position or to an equivalent position with equal pay, benefits and
other terms and conditions of employment, subject to any applicable exceptions. However, you
have no greater right to reinstatement or other benefits and conditions of employment than if you
SECTION 4.3P (Page 2)
had not taken leave. You must return to work immediately after the expiration of your approved
VESSA leave in order to be reinstated to your position or an equivalent position.
If you take leave because of your own medical or psychological condition, you are required to
provide medical certification that you are fit to resume work, according to the Village's usual
policies.
Reasonable Accommodation In The Workplace. The Village will consider making reasonable
accommodations to an employee or job applicant for a known limitation resulting from domestic
or sexual violence, unless the accommodation would cause the Village an undue hardship. If you
are an otherwise qualified individual who can perform the essential functions of your job, but need
such an accommodation, the Village may provide an adjustment to the job structure, workplace
facility, work requirements, or your telephone number, seating assignment, or physical security of
your work area in response to a need covered by VESSA. The Village will also consider a request
for transfer, reassignment, or modified schedule if needed due to a known limitation caused by an
act or threat of domestic or sexual violence. Other safety measures may also be appropriate. Any
employee covered by VESSA may make a request for leave or for a reasonable accommodation to
the Office of Human Resources.
Confidentiality. The Village will maintain your written certifications and other documentation
regarding any requests for VESSA leave in a confidential file. The Village will not disclose the
nature of your leave other than to those specific persons who need to know in order to ensure you
receive your VESSA rights.
No Retaliation. The Village strictly forbids any of its employees, managers or other
representatives from discriminating, retaliating, or otherwise treating an employee unfavorably for
requesting or taking VESSA leave or exercising any other rights under VESSA. If you feel you
have been denied your VESSA rights or if you feel you have been treated unfavorably for having
exercised any VESSA rights, you should immediately report such action to Office of Human
Resources. The Village will investigate your concerns and take corrective action if it determines
that someone has violated the Village's VESSA policy.
SECTTON 4.3P (Page 3)
SECTION 4.3Q - PERSONAL UNPAID LEAVE
Unpaid leave of absence is only granted due to non -work -related illness or injury as specified in
the policy below.
An employee, who has suffered a non -work -related illness or injury and who exhausts all accrued
benefits (sick leave, holidays, and vacation) and FMLA may be placed on a personal unpaid leave
of absence with the approval of the Village Manager. If the employee is permitted such leave, the
Village Manager shall set the time period based on the circumstances in the specific case. Benefits
will not accrue during such unpaid leave and in no case shall the leave be extended beyond one year.
An employee on unpaid leave will be permitted to continue their coverage under the group health
and group life plans at their own cost.
If the employee is certified as permanently disabled and unable to perform his or her essential job
functions, with or without reasonable accommodations, as a result of the non -work related illness
or injury, the employee will be terminated by the Village Manager effective on the date of such
certification.
Requests for unpaid leave shall be in writing to an employee's supervisor and shall include a
specified period for the leave and any appropriate documentation available. (Doctor's statements
and admission acceptance letters are examples of acceptable documentation.) The Village
Manager, upon the recommendation of the Department Head, may approve or disapprove such
request on the basis of operational requirements of the department, availability of temporary
substitute employees, the performance and attendance record of the requesting employee, and the
reason for the request. No unpaid leave may be taken for any reason without the Village Manager's
approval.
Employees requesting such a leave must understand that there is no guarantee of reinstatement to
any position in the Village upon completion of the leave.
SECTION 4.3Q (Page 1)
SECTION 4.3R - REQUIREMENT TO PROVIDE WRITTEN REQUESTS FOR
LEAVES OF ABSENCE PRIOR TO HAVING THE LEAVE APPROVED
For any type of leave other than legally required leaves, requests and approvals must be submitted
in writing and must come well in advance of requested leave time.
There may be instances when due to unusual circumstances such requests and approvals may not
come in written form. In such cases verbal requests and approvals will be reduced to writing as
soon as is practicable.
SECTION 4.3R (Page 1)
SECTION 4.3S - PAID LEAVE TIME (CONSISTENT WITH 820 ILCS 192/1) FOR
CLASSIFICATIONS ENCLOSED
While not required to do so, effective January 1, 2024, the Village will provide paid leave
(consistent with 820 ILCS 192/1) for the following classifications: temporary employees,
seasonals/undergraduate interns, and department interns. Each of these classifications will receive
one (1) hour of paid leave for every week (approximately 40 hours) worked.
In addition, employees who are not paid on an hourly basis, such as crossing guards, will receive
one (1) hour of paid leave for every estimated 40 hours worked. It is estimated that a crossing
guard works approximately one-half hour in the morning crossing and approximately one-half
hour in the afternoon. Based upon that estimation, crossing guards will receive 8 hours of paid
leave time annually. Similar estimations will be made for other employees who work on a non-
traditional basis (not hourly). Crossing guards will receive payment for their accrued paid leave
at the end of the year if not used and start accruing again for January 1 of the following year.
All temporary employees, seasonals/undergraduate interns, and departmental interns will receive
payment for their accrued paid leave at the end of their employment with the Village. Seasonal
employees/undergraduate interns and/or department interns who return for winter break or spring
break will start accruing at the rate of one (1) hour for every week (approximately 40 hours)
worked upon returning.
SECTTON 4.3S (Page 1)
SECTION 4AA - MEDICAL, DENTAL, AND VISION BENEFITS
One of the most valuable benefits provided by the Village to its employees is the choice to
participate in the Village Healthcare Program which consists of Medical, Dental, and Vision
benefits. Each eligible employee has the opportunity to make a number of choices about Medical,
Dental, and Vision care. They may choose to participate or not to participate. They may choose
between available plans for Medical, Dental, and Vision coverage. The Village reserves the right
to change any aspect of the Village Healthcare Program at any time. Nothing in this handbook
should be construed as a guarantee of current or future benefits.
Eligibility
Active full-time employees.
As required by Federal Legislation, any active employee working at least 30 hours per week is
eligible to participate in the Village's health insurance program.
To the extent required by the Insurance Code, retirees are eligible to participate in the Village
Healthcare Program provided they are eligible for a regular, disability, or deferred pension in the
case of sworn personnel; or a regular or disability pension for IMRF participants. Retirees must
sign up for Retiree Insurance Coverage prior to their last workday.
Spouses and eligible dependents of deceased active employees are eligible to participate in
accordance with applicable State and Federal Laws.
Spouses and eligible dependents of deceased retirees are eligible to participate in accordance with
applicable Laws. Eligibility in Village sponsored health care plans is discontinued upon eligibility
for Federally sponsored health care benefits (Medicare). Medicare supplementary programs are
available through the Village.
Cost
All active employee health care plan participants are required to contribute fifteen (15) percent of
the monthly health care premiums, which premiums may be changed from time to time. The
Village contributes the remaining eighty-five (85) percent. The employees' percentages for their
contributions may be increased or decreased by the Village depending upon the circumstances.
All other participants are required to contribute one hundred (100) or one hundred two (102) percent
(COBRA) of required monthly premiums, or an amount designated by the Village Board.
Olen Enrollment
All health care plan participants with the exception of those participating under the provisions of
COBRA may participate in the annual open enrollment process.
All health care plan election changes outside the open enrollment process are subject to and
based upon qualifying family status changes.
SECTION 4AA (Page 1)
SECTION 4.4A1 - MEDICAL INSURANCE OPT -OUT PROGRAM
The Village offers a Medical Insurance Opt -Out Program Incentive to full-time Village employees
who are eligible to participate in the Village Healthcare Program. Village employees are required
to be covered by a medical insurance plan that meets the Affordable Care Act requirements.
Employees may elect to annually opt out of medical coverage under the Village's health insurance
plan. Such employees are eligible to receive a one-time annual payment as described below,
subject to the following requirements.
Eligibility
Full -Time Village employees electing to opt out of medical coverage must do so in a manner
provided by Federal law or regulation. That is, employees must annually submit proof, using forms
provided by the Village, for themselves and for all members of the employee's family (i.e. spouse
and children), of group medical insurance coverage for the plan year (July 1 — June 30) for which
the opt out payment is being offered and sought. The opt -out plan year is defined as July 1 to June
30 for each year which is in line with the medical plan year. Such medical insurance coverage
cannot be coverage in the individual market or otherwise violates Medicare Secondary Payer rules
or the Affordable Care Act, as amended from time to time.
The amount of such payment shall be determined as follows:
• For employees enrolled in Village medical insurance during the prior coverage year, such
payment will be equal to 20% of the Village's share of the then current premium cost for
either single, single plus one, or family medical coverage, depending under which plan the
employee electing to opt out was most recently enrolled in, as certified by the Village.
• For employees not enrolled in Village medical insurance during the prior coverage year,
such payment will be equal to 20% of the Village's share of the then current premium cost
for single, single plus one, or family medical coverage, depending under which plan the
employee electing to opt out continues to qualify for, as certified by the Village.
• For employees who have never previously been enrolled in Village medical insurance, such
payment will be equal to 20% of the Village's share of the then current premium cost for
single HMO medical coverage.
Employees shall be ineligible for the opt -out payment and any type of reimbursement whatsoever
if the Employee:
• Fails to submit opt -out forms and proof of medical insurance coverage by the end of open
enrollment.
• Is covered as a spouse and/or dependent under the Village's medical insurance plan through
a parent and/or spouse or partner.
SECTION 4.4A1 (Page 1)
• Experiences a qualifying life event that requires him/her to obtain Village medical
insurance during the opt -out plan year.
• Retires or otherwise separates from employment during the opt -out plan year defined as
July 1 — June 30 of each year.
This opt -out benefit does not apply to dental or vision insurance coverage.
SECTION 4.4A1 (Page 2)
SECTION 4.411 - LIFE INSURANCE
The Village provides all active full-time employees with a Basic Term Life Insurance policy in an
amount equal to one (1) times the employee's annual salary at no cost to the employee. Additional
Life Insurance may be purchased by employees.
Employees age 70 or older shall have an age reduction of their Basic Term Life Insurance policy
(one (1) times the employee's annual salary), in accordance with the below table:
Age of Employ Amount of Insurance
70-74 35%
75-79 45%
80 and over 30%
Part-time employees are ineligible for participation in Life Insurance.
SECTION 4.413 (Page 1)
SECTION 4AC - COST CONTAINMENT RELATING TO HEALTH CARE BENEFITS
The Village reserves the right to institute cost containment measures relative to insurance coverage
while providing the same or reasonably similar basic levels of benefits for all employees. On an
annual basis, the Village sets the monthly premium levels upon which the current 85% Village
contribution and the current 15% employee contribution are based. Establishing deductibles, co -
payment levels, and other features of the Village's insurance plans also falls within the jurisdiction
of the Village and may be changed from time to time.
SECTION 4.4C(Page 1)
SECTION 4.41) - TRAVEL RELATED BENEFITS
Employees are compensated for business travel related expenses in accordance with the most
current policy on this subject, included in Appendix A of this Policy.
SECTION 4.41) (Page 1)
SECTION 4.4E - UNIFORM BENEFITS
Where necessary, the Village will provide uniforms for employees. Employees are responsible for
the condition of the uniforms and shall maintain them in a reasonable fashion. Uniforms shall be
worn only during working hours, or directly to and from work.
SECTION 4.4E (Page 1)
SECTION 4AF - WORKER'S COMPENSATION BENEFITS
The Village and all Village employees operate under and are subject to the Illinois Worker's
Compensation Act and the Illinois Occupational Diseases Act.
It is Village policy to provide a safe and healthful work environment. Employees are required to
perform their jobs in a safe and attentive manner.
Notwithstanding the above requirements, employees may occasionally suffer an accident, injury,
or illness arising out of or in the course of employment. In such cases, the Village will normally
provide and pay for all necessary first aid and any reasonable medical services normally required
as a result of the injury or illness.
Rebortin2 Reauirement
An employee who is injured or becomes ill as a direct result of their work must report the injury
or illness to their supervisor immediately, unless physically unable to do so. This rule applies
regardless of how small or how big the employee may perceive the injury to be. The supervisor is
required to complete the "Supervisor's Investigation Report" form and submit it to the Finance
Department immediately for insurance and recording purposes. The report must be completed in
its entirety.
If the report cannot be submitted to the Finance Department that same day, the Supervisor is
required to verbally notify his Department Head and the Finance Department that the incident has
occurred. The report must then be completed and submitted within twenty-four (24) hours.
Combensation for an On -the -Job Iniury
If an employee incurs an injury or illness arising out of or in the course of employment, an
employee will normally be compensated in the following manner.
If the employee is unable to work for three (3) workdays or less, the employee will generally
receive full pay for time lost.
If the employee is unable to work for more than three (3) work days, the statutorily required
compensation benefit of two-thirds (2/3) pay will be supplemented by the Village with one-third
(1/3) pay to provide full pay to an employee for a period not to exceed one (1) year. Any absence
from work in excess of one (1) year will revert to the statutory benefit provided by the Illinois
Worker's Compensation Act.
As a condition of receiving this benefit, the employee agrees to submit to any medical authorities
chosen by the Village to obtain a medical opinion(s), (at Village expense), if it is determined by
the Village that a medical opinion(s) is required; and
That the employee agrees to make every effort to return to work (regular or light duty) as quickly
as is practical to do so and will not engage in any activities that are detrimental to the employee's
speedy and complete recovery.
SECTION 4.4F (Page 1)
At no time does an employee forfeit the right to select medical authorities or facilities for obtaining
diagnosis or treatment as provided by State Statute.
The one-third supplemental benefit will continue for a period not to exceed one (1) year.
Utilization of Accrued Benefits
In accordance with this handbook, the Village will carry over any unused vacation days or floating
holidays. Fixed holidays celebrated during the employee's absence from work will not be re-
scheduled nor carried over. Work reduction days will not be re -scheduled or carried over.
Compensatory time will be paid out as part of the routine process at the end of the fiscal year.
Supplemental Use of Accrued Vacation and Floating Holiday Benefits
Employees who are disabled as a result of a work related injury or illness, and who have exhausted
the one-third supplemental pay benefit as stated above, and who have accrued benefits in
accordance with this policy, will be allowed to use accrued vacation and floating holiday benefits
immediately following the exhaustion of the one-third supplemental pay benefit. Such use of the
accrued vacation and floating holiday shall be consecutive. Use shall be consecutive and shall be at
a rate of one day used for each day off. Following the exhaustion of these benefits, the two-thirds
statutory compensation will begin. Sick leave benefits may not be used at this time.
Payment for Group Benefit Plans while using accrued benefits will be provided at the same level
as was provided during the period of active employment or during the period of use of
supplemental pay benefits. When the employee reverts to two-thirds pay, the employee will be
responsible for 100% of all required payments for Benefit Plans.
Worker Shortage
When a department experiences a worker shortage due to a work related injury(s), and when it can
be shown that such absence will continue for a period of time in excess of thirty (30) calendar
days, a department may replace the ill or injured employee with a temporary substitute.
Although the Village does not guarantee the employee's reinstatement to their original position,
the Village will permit employees, who have been absent from work due to a work related illness
or injury, to resume their job duties if the position they absented themselves from is still in
existence and if it otherwise makes sound management sense to do so. If the position no longer
exists, they will be laid off in accordance with the appropriate layoff provisions.
Light Duty Status
It is in the best interest of the employees and the Village to have employees who have been injured
or who become ill as a result of a work -related incident, return to work as soon as they are physically
able. Therefore, following a work related illness or injury, an employee who is capable of working
at some level and capacity may be assigned such work within their work restrictions as may be
beneficial to the employee and the Village. Light Duty Work is never guaranteed.
SECTION 4.4F (Page 2)
The Village shall review each case on an individual basis and shall determine if the employee's
work restrictions allow the employee to fill a Light Duty Work Status.
The Department Head shall consult with the employee and the appropriate medical/professional
person as may be appropriate. After carefully reviewing the circumstances of each case, the
Department Head shall make a recommendation to the Village Manager indicating whether the
employee should be classified in a Light Duty Status position and the work responsibilities while
in such Light Duty position. If Light Duty is recommended by the Department Head, such
recommendation must include a written medical opinion from a qualified physician stating the
employee is able to return to work in a Light Duty Status. Based on the doctor's written statement,
the Department Head shall identify the duties that could be performed by the employee, as well as
the recommended length of the Light Duty Work status. The Village Manager shall review each
case and shall decide if the Light Duty assignment will be authorized. The employee may be
directed by the Village to any medical authority (at Village expense) for a medical examination
when it is considered appropriate.
The Village Manager shall establish the terms and conditions, as well as the duration of the Light
Duty assignment, based upon the circumstances of each specific case. Upon receiving
authorization to place the employee on a Light Duty assignment, the Department Head shall
immediately advise the employee and direct the employee to report for the assignment.
An employee assigned to a Light Duty assignment will be paid at a rate equal to that of their regular
rate of pay. Employees may be assigned to any Village -related function based on the determination
of the Village Manager and the needs of the Village.
SECTION 4.4F (Page 3)
SECTION 4AG - DEFERRED COMPENSATION PROGRAM AND INDIVIDUAL
RETIREMENT ACCOUNT
The Village offers all regular full-time and regular part-time employees the ability to participate
in the Deferred Compensation Program and an Individual Retirement Account. Regular full-time
and regular part-time employees may participate in the Deferred Compensation Program as
prescribed within the terms and conditions of the plan in effect.
The Deferred Compensation Program may be changed by the Village from time -to -time. Regular
full-time and part-time employees may also participate in an Individual Retirement Account
managed by the Village's third party administrator.
SECTION 4AG (Page 1)
SECTION 4.411 - SERVICE AWARD PROGRAM
Employees completing five, ten, fifteen, twenty, twenty-five, thirty, and thirty-five years of service
and those that retire with at least 15 years of service and are eligible to draw a pension shall receive
awards in recognition of that length of faithful, continuous service.
SECTION 4.4H (Page 1)
SECTION 4.4I - RETIREMENT HEALTH AWARD BENEFIT PROGRAM
This benefit program, sponsored by the Village provides eligible employees with a monetary
award, post retirement, to offset retiree health care costs. The Retirement Health Award Benefit
Program is available to all regular full-time and regular part-time employees not covered by a
collective bargaining agreement under the following eligibility requirements:
1. Employees must have a minimum of twenty (20) years of total employment with
the Village or a minimum of twelve (12) years of employment as a Department
Head with the Village.
2. Be at least age 50 and eligible to draw retirement benefits.
3. Provide at least four (4) weeks' notice of the intent to retire.
4. Be retiring in good standing as determined by the Village of Elk Grove Village.
5. At the time of separation, the employee must have accrued in the bank at a
minimum, the following number of sick leave days:
For 37.5/40 Hour Workweek For 24 Hour Shift
80 days
40 days
In recognition of dedicated service, an employee will receive an award equal to the value of 50%
of the accrued sick time at the hourly rate in effect at retirement. The award will be paid on the
first of the month following their retirement date. The award will be deposited by the Village, in
the name of the employee, in the employee's Retirement Health Savings Account.
If any of the above eligibility requirements are not met by the employee upon retirement, the
employee is ineligible for the Retirement Health Award Benefit Program.
Payments are subject to IRS requirements in effect at the time.
Employees that are covered by a collective bargaining agreement should refer to their union
contract.
Should an employee who is retirement eligible, in other words has sufficient age and tenure with
the Village, die before retirement, the employee's surviving spouse or beneficiaries will be eligible
to receive the deceased employee's retiree health award benefits.
SECTION 4.4I (Page 1)
SECTION 4.4J - RETIREE HEALTH SAVINGS PROGRAM
The mandatory Retiree Health Savings Program will provide full-time Merit Pay Plan and full-
time non -union Step Pay Plan employees not covered by a collective bargaining agreement who
are eligible for Floating Holidays the ability to fund a supplemental retirement health plan. The
contributions are on a pre-tax basis during the employee's working tenure. Moreover, any interest
earnings are not subject to income tax. After separation from the Village, any medical expenses
eligible by IRS rule can be reimbursed on a pre-tax basis.
For any employee not covered by a collective bargaining agreement, the Village will place the
hourly value of at least 7.5 hours, but no more than 32 hours, of remaining Floating Holiday time
at calendar year end (December 31st) into a Retiree Health Savings Program
Employees that are covered by a collective bargaining agreement must refer to their union contract
due to mandatory IRS participation requirements. In the event of separation or retirement from the
Village, employees eligible for Floating Holidays will have their unused floating holiday(s)
deposited into the employee's Retirement Health Savings Account at their current rate in
accordance with the following schedule:
1 st Quarter (Jan 1 — Mar 31): 1 Floating Holiday
2nd Quarter (Apr 1 — Jun 30):2 Floating Holidays
3rd Quarter (Jul 1 — Sep 30): 3 Floating Holidays
4th Quarter (Oct 1 — Dec 31): 4 Floating Holidays
If the amount of Floating Holiday time used exceeds the rate above, no unused Floating Holiday(s)
will be deposited in the employee's Retirement Health Savings Account.
SECTION 4.4J (Page 1)
SECTION 4.5A - PAYROLL PERIODS
The payroll period is two weeks in duration. Paychecks will be distributed on the appropriate
payday (typically Friday), except when the payday is an official holiday. In such cases, the
paychecks will be distributed the day before the holiday. For purposes of calculating employee's
paychecks, the following policy will be followed:
1. Sworn personnel and personnel who work variable shifts shall have their salaries
computed in accordance with their labor agreement if applicable.
2. General personnel who are paid a base salary shall have their pay computed based
on their annual salary.
3. Hourly employees shall be paid on the basis of the hours that are actually worked
during the pay period.
SECTION 4.5A (Page 1)
SECTION 4.5B - DIRECT DEPOSIT
The opportunity to electronically deposit paychecks is provided to all employees provided they
properly complete all required forms and submit them to the Finance Department.
All employees are highly encouraged to use the Village's Direct Deposit program. Direct deposit
is available to all active employees and retirees. Information on how to sign up can be obtained
from the Finance Department or Office of Human Resources. Employees who may be on vacation
or unavailable to accept a paper paycheck are highly encouraged to sign up for Direct Deposit on
a permanent basis.
SECTION 4.513 (Page 1)
SECTION 4.6 - RETIREMENT AND PENSION
The following section is a summary of current rules under the state -established pension plans and
is provided for your convenience only. The pension funds are not managed by the Village of Elk
Grove Village. The pension funds have final decision -making authority regarding all benefits they
administer. This handbook does not and cannot alter state -established pension benefits in any way.
Employees may be eligible to participate in a retirement program governed by the policies and
benefits as prescribed by the various retirement and pension programs. Both the Village and the
employee shall contribute an amount prescribed by policy or statute. The current retirement
programs and the eligible participants are:
A. ILLINOIS MUNICIPAL RETIREMENT FUND - Persons (except sworn Police and Fire
personnel) employed on jobs that normally require one thousand (1,000) or more hours per
year, normally participate in IMRF. This Statewide plan was created by Illinois Law.
B. POLICE PENSION FUND - Sworn Police Personnel are normally eligible to participate
in the pension fund. Within three (3) months after being appointed to the sworn position,
the Police Officer must make a written application to the Police Pension Board if they wish
to participate. The Police Pension Board will make a decision to accept or reject the
application based on the criteria provided in the State Statute.
C. FIREFIGHTERS' PENSION FUND - All sworn Fire personnel must make a written
application to the Fire Pension Board within three (3) months if they wish to participate.
The Fire Pension Board will make a decision to accept or reject the application based on
the criteria provided in the State Statute.
D. SOCIAL SECURITY/ FICA - All employees, except ineligible Sworn Fire and Police
personnel, must participate.
E. MEDICARE - All general employees and Fire and Police personnel hired after April 1986,
participate in Medicare.
SECTION 4.6 (Page 1)
SECTION 4.7 - DEATH OF AN EMPLOYEE
Survivors or estates of employees who die during active employment with the Village are eligible
for certain benefit rights. Survivors or estates of employees may also be eligible to receive
additional benefits if the employee was eligible to retire.
On-the-iob Death
An employee who loses their life on-the-job will be covered by the death provisions of the Illinois
Workers' Compensation Act. The Village's Risk Coordinator will work with the beneficiary(s) or
estate in the processing of benefits.
Survivor Pension Benefits
Each state -established pension program offered through the Village provides surviving spouse,
family, and/or estate benefits as prescribed by the Illinois Compiled Statues. A copy of the
employee's death certificate should be forwarded to the Illinois Municipal Retirement Fund or the
appropriate Fire or Police Pension Fund.
Life Insurance Death Benefits
The Office of Human Resources will process a claim with the Village's Basic Term Life Insurance
carrier and elected optional life insurance programs for which deductions were made from the
employee's paycheck upon the receipt of a death certificate from the beneficiary. If the death was
accidental, the Term Life Insurance plan provides an additional Accidental Death &
Dismemberment benefit. Accidental cause is determined by the Village's life insurance carrier.
Payment of Accrued Leave upon Death
The employee's family or estate will receive the compensation for any time due during the next
pay period during which the employee died. Benefits provided to the deceased employee outlined
in section 4.3 and section 4.4 will be paid to the beneficiary or deposited into the employee's
Retirement Health Savings Account where applicable and indicated in section 4.3 and section 4.4.
Health Insurance for Survivors
The spouse and eligible dependents of a deceased employee who participated in the Village's
Healthcare program (group health insurance plan) prior to the employee's death may be eligible
for continuation in the Village's Healthcare Program. Participation must have existed prior to and
be continuous and uninterrupted prior to the date of death of the employee/retiree. The survivor
must pay 100 percent of the monthly premiums of the applicable insurance plan(s). See section
4.4A.
SECTION 4.7 (Page 1)
ARTICLE 5
SECTION 5.1 - SEPARATING FROM VILLAGE EMPLOYMENT
Employees leave service with the Village in many ways, the most common being resignation and
retirement.
SECTION 5.1 (Page 1)
SECTION 51A - RETIREMENT
The mandatory retirement age for sworn police officers and firefighters appointed by the Fire and
Police Commission is sixty-five (65) years of age as provided by 65 ILCS 5/10-2.1-17.
Social Security and/or the Illinois Municipal Retirement Fund cover all eligible employees, except
sworn Fire and Police personnel. The amount of each eligible employee's pension depends upon
length of service and average earnings. Employees are encouraged to consult with IMRF regarding
their pension benefits.
Sworn Police and Fire personnel are encouraged to consult with members of their Police or Fire
Pension Board or associated accounting firm regarding their pension benefits.
For more detailed information on pension benefits, employees are encouraged to contact the Office
of Human Resources, Finance Department, or members of their respective Pension Boards.
SECTION 5.1A (Page 1)
SECTION 5.111 - RESIGNATION
Preferred notice of resignation for retirement purposes is four (4) weeks. Employees shall submit
a written letter of resignation or retirement stating the reasons and the effective date of their action
to their Department Head and the Fire and Police Commission if applicable.
During the notice period, earned benefit days (vacation and floating holidays) may not be used
unless notice has been given in excess of four (4) weeks (twenty working days). Employees who
do not give at least four (4) weeks' notice of their retirement forfeit the ability to receive the
Retirement Health Benefit Award Program described in Section 4.4I above. This forfeiture may
be waived in cases of hardship where the untimely retirement notice is due to no fault of the
employee, as determined by the Village Manager in his discretion.
The Department Head shall send the notice of resignation to the Village Manager's Office and it
shall become a part of the employee's personnel file.
All notices of resignation are deemed accepted immediately upon receipt. The Village Manager
retains the sole right to allow an employee to rescind any notice of resignation or modify the
effective separation date.
Failure to provide at least two (2) weeks' notice of resignation or retirement will result in the
employee's personnel record to indicate that the employee did not leave in good standing, and that
any eligibility for re -hire will be forfeited.
SECTION 5.1B (Page 1)
SECTION 5.2 - DISPOSITION OF THE FINAL PAYCHECK
The final paycheck will normally be available to be picked up in the Office of Human Resources
(or mailed or direct -deposited, if so arranged) on the next regular payday covering the period that
includes the employee's last day worked.
Prior to distribution of the final check, the employee will be responsible to return to the Village all
Village property including uniforms, keys, tools and equipment.
A separation checklist will be maintained in the Department and in the Office of Human Resources.
SECTION 5.2 (Page 1)
SECTION 5.3 - EXIT INTERVIEW
In addition to the normal exit interview forms completed by the employee at the time of sign out
with the Village, each employee separating in good standing should be provided with the
opportunity to meet with the Village Manager and/or Personnel Committee of the Board of
Trustees. Such meeting will be arranged by the Office of Human Resources and will occur after
the employee's final day of service.
SECTION 5.3 (Page 1)
ARTICLE 6
SECTION 6.1 - SOLICITATION
Employees are expected to devote their full attention to their assigned duties during work hours.
Except for requests for contributions for gifts or receptions, held only during breaks or lunch
periods, specifically to honor employees on their retirement, resignation from Village employ, or
other events of personal significance, the following rules shall be in effect:
Employees may not solicit for or distribute literature during work hours on behalf of any
organization, charity or cause except during non -work periods such as breaks or lunch periods.
The Village may maintain literature or solicit for or distribute literature on behalf of a charity or
cause in the public area of the Village premises.
Employees who wish to solicit for any organization, charity or cause may not disturb other
employees when the other employees are working.
Employees may not distribute literature on behalf of any organization, charity or cause in working
areas.
Employees who wish to solicit for or distribute literature on behalf of any organization, charity or
cause must do so in a manner and location, which does not disturb members of the public who are
transacting business with the Village.
Non -employees of the Village may not solicit or distribute literature on behalf of any organization,
charity or cause on Village property, which is not open to the general public
Non -employees who wish to solicit or distribute literature on behalf of any organization, charity
or cause on Village property, which is open to the general public, must do so in a manner and
location, which does not interfere with the conduct of Village business.
If Village employees elect to participate in such activities, they are prohibited from using their
position as a Village employee either directly or indirectly to influence person's or business's
generosity. Additionally, such solicitation may not be done as part of an employee's regular work
activity or on Village time.
SECTION 6.1 (Page 1)
SECTION 6.2 - POLITICAL ACTIVITY
It is a violation of State statute and Village policy to use Village resources for any political purpose.
To serve the best interests of the employee, taxpayers, and Village government, it is the policy of
Elk Grove Village to restrict certain types of political activity without infringing upon the
employees' right to exercise their suffrage as citizens. The purpose is to safeguard the employee
from political pressure to support financially or otherwise any political party or person. Another
important reason is to safeguard the interest of the public who all municipal employees must serve
without political bias and without regard to their political opinions or affiliations.
This policy has been developed not to restrict one's constitutional rights but to protect the
neutrality of public service personnel.
Therefore, employees are prohibited from:
1. Using their official authority or influence for the purpose of interfering with or
affecting the result of an election or a nomination for office.
2. Directly or indirectly coercing, attempting to coerce, commanding, or advising a
State or local officer or employee to pay, lend, or contribute anything of value to a
party, committee organization, agency or person for political purposes. Moreover,
employees are prohibited from soliciting funds as noted in Section 6.1.
3. Being a candidate for any elective governmental office if, at any time, political
activity involved in being a candidate occurs while the employee is on duty.
4. Prohibited political activity shall include, but not be limited to, the following:
a. Assembly, copying, delivery or construction of campaign material, or
installation of campaign signs when on Village time.
b. While on Village time, communication with campaign workers or with
voters soliciting votes or any communication relating to the campaign in
any manner whatsoever.
C. Any communication to advocate for or against a political party, candidate,
or referendum using Village resources or equipment.
d. Discussing issues of the campaign with co-workers while on duty except
during authorized lunch or break periods.
e. Writing speeches or preparing agendas for campaign activity while on
Village time or using Village equipment.
f. Any similar conduct relating to a political campaign which disrupts the
work force or otherwise interferes with the employee's performance of his
or her required duties.
SECTION 6.2 (Page 1)
g. Other than elected officials, employees can never utilize their official
Village title when engaged in political messaging.
On the other hand, employees on their own time shall be permitted to:
1. Express their opinions on political subjects and candidates;
2. Take an active part in political management and political campaigns;
3. Campaign for a candidate in a partisan election by making speeches, writing on
behalf of the candidate, or soliciting voters to support or oppose a candidate;
4. Attend political rallies or partisan campaign meetings;
5. Transport voters to the polls for their convenience;
6. Make voluntary contributions to a political party or organization.
SECTION 6.2 (Page 2)
SECTION 6.3 - REIMBURSEMENT FOR LOSS OF PERSONAL ITEMS
The Village of Elk Grove Village will not reimburse any Village employee in any manner or form,
for any personal objects, possessions or clothing which are lost or damaged, either while on -duty
or off -duty, as an employee of the Village, unless the employee can prove liability rests with the
Village. Personal objects, possessions and clothes are items purchased and maintained by the
employee and not purchased or maintained by the Village of Elk Grove Village. If an employee
utilizes personal items in the normal course of their work activities, written authorization from the
employee's Department Head must be obtained prior to such use.
In order that the employee's request for reimbursement is processed in accordance with the
foregoing policy, all Departments shall use the following procedures:
1. The employee shall submit to their Department Head a request for reimbursement
along with a full description of what contributed to the loss and the extent to which
the Village or one of its employees was liable or responsible for the loss sustained.
2. The appropriate Department Head will review the incident and the facts and present
to the Village Manager a report and recommendation on disposition of the claim.
3. The Village Manager will review the case and either declare the claim invalid and
so advise the employee or present it to the Village Board with a recommendation
for reimbursement in part or full.
4. The decision of the Village Board is final and shall be communicated to the
employee by the Village Manager.
SECTION 6.3 (Page 1)
SECTION 6.4 - USE OF VILLAGE PROPERTY INCLUDING CELL PHONES
l . Employees shall observe the rules of telephone courtesy when receiving or placing
calls.
2. Employees are permitted to use Village telephones for personal reasons as long as
such use is kept to reasonable levels and does not interrupt Village business. This
is a privilege and not a right and may be withdrawn by the Department Head if
abused through excessive use or if telephoning causes interference with work duties.
It is the employee's responsibility to ensure that no cost to the Village results from
their personal phone calls. Violation of this policy will minimally result in cost
reimbursement to the Village and may subject the employee to further disciplinary
action.
Personal cellular telephones and texting must be kept to a minimum during working
hours and should not impact employee productivity. Accessing the internet and
texting should be reserved for break times. The Village will not be liable for the loss
or damage of any personal cell phone brought into the workplace.
4. In using Village vehicles, employees must remember that they are representatives
of the Village government and that their conduct in adhering to the rules of safety
and courtesy on the road is a reflection, for good or bad, on the Village. Thus, it is
imperative that such employees abide by these rules and customs with the highest
degree of exactitude. Any fines incurred by an employee while operating a Village
vehicle due to traffic or parking violations shall be the responsibility of the
employee and all fines or monies shall be paid by the employee.
5. Village vehicles, equipment, supplies, tools, and uniforms shall not be used for
private or unauthorized purposes, except as otherwise provided for under Village
policy.
6. Employees shall be responsible for the proper care and use of Village vehicles,
equipment, supplies tools and uniforms, and shall report accidents, breakdowns or
the malfunction of any equipment so that the repairs may be made.
7. Village owned vehicles may be taken home overnight on an assigned regular basis
only when authorized by Village policy. The Village Manager may authorize the
occasional overnight use of Village owned vehicles when work conditions so
warrant. Texting while driving a Village owned vehicle is strictly prohibited and
will result in disciplinary action.
SECTION 6.4 (Page 1)
SECTION 6.5 - IDENTIFICATION CARDS
Employees will be provided with photo identification cards through the Office of Human
Resources. All costs for identification cards issued to an employee shall be borne by the Village.
Please refer to Building Security and Access Policy in Appendix G.
SECTION 6.5 (Page 1)
SECTION 6.6 - PERSONAL MAIL
Except as authorized by law, employees shall not use the addresses of the Village Municipal
Buildings or offices for receipt of personal mail and other deliveries nor shall they use Village
postage machines, stationery, and out -going mail services.
SECTION 6.6 (Page 1)
SECTION 6.7 - DEPARTMENTAL BULLETIN BOARDS
Each Department is equipped with a bulletin board. The bulletin board is designed as a
communication tool that shall be used to keep all employees advised about useful information
pertaining to various aspects of employment. Only approved items shall be posted on the
departmental bulletin board. Employees may request permission to post information on the bulletin
board. Requests should be submitted to the Department Head in writing. Each request must be
accompanied with a copy of the material that the employee is requesting be posted. If the material
is determined to be germane to employment with the Village and beneficial to the Village, the
Department Head may authorize the posting of this material. If authorization is provided, a time
period will be established for the posting.
SECTION 6.7 (Page 1)
SECTION 6.8 - EMPLOYEE ONLY AREAS
All areas designated as "Employee Only" or "Authorized Personnel Only" shall be considered off
limits to everyone except for authorized individuals. For purposes of this section, authorized
individuals shall include Village employees, Village elected officials and invited guests who have
received authorization from the Department Head or the Village Manager. In the event that a non -
authorized individual enters an "Employee Only" area, he/she shall be immediately escorted to a
public area in a courteous and helpful manner. Under no circumstances will a non -authorized
individual be allowed to stay in an area so determined and identified as "Employee Only" or
"Authorized Personnel Only." Please refer to Building Security and Access Policy in Appendix G.
SECTION 6.8 (Page 1)
APPENDIX A
TRAVEL AUTHORIZATION POLICY
PURPOSE
The purpose of these rules and regulations is to set forth the policies governing travel expenses
and to describe certain procedural matters concerning travel authorization, documentation and
accounting.
The Village's objectives are to allow travel arrangements that:
• Conserve funds;
• Provide uniform treatment; and
• Allow travel in a manner that is applicable for all travel expenses incurred on behalf of the
Village by employees, elected officials, and board and commission members.
Good judgement and a proper regard for economy are expected when incurring travel expenses on
behalf of the Village of Elk Grove Village.
TRAVEL POLICY & PROCEDURES
A. Authorized Travel
1. Authorized trips are determined through the budget formulation process.
Exceptions to this rule include unscheduled travel required in the line of duty or
travel due to specials circumstances, which require Village Manager approval.
2. Local professional and technical conferences/meetings are authorized as funding
and duty conditions permit.
3. There is no objection to spouse and/or other family members traveling on an official
trip. Extra expenses attributed to a spouse or other family members over and above
covered expenses will be the employee's responsibility.
B. Travel Authorization Levels
1. Department Head or Designee authorization is required when:
a. An overnight stay is not required; and
b. Travel is seven (7) days or less in duration; and
C. The estimated cost is under $3,000.
Individual department policy may require the use of a Travel Authorization Form
for training greater than one (1) day.
APPENDIX A (Page 1)
Village Manager or designee authorization is required in addition to Department
Head authorization when:
a. An overnight stay is required; or
b. The travel is greater than seven (7) days in duration; or
C. The estimated cost is greater than $3,000.
d. All Department Head training requires Village Manager approval.
A Travel Authorization Form is required when any of these conditions are met.
The Village Manager may authorize exceptions when these regulations do not cover
the situation.
Any training that is a condition of employment such as the Police Academy or Fire
Academy will not require Village Manager approval, as these trainings will be
handled through the appropriate Department Head.
C. Reimbursement of Expenses
1. Expense claims shall be submitted within seven (7) working days after returning
from a trip using the designated Employee expense program or form.
2. The required receipts shall be attached to the expense claim when submitted.
3. Alcohol and entertainment, are non -reimbursable expenses. "Entertainment"
includes, but is not limited to, shows, amusements, theaters, circuses, sporting
events, golf outings, or any other place of public or private entertainment or
amusement, unless the entertainment is ancillary to the meeting, training session,
or conference. For purposes of this Policy, "ancillary" means an element of a
program or activity that is supportive of the primary element of the program or
activity, but is not itself the primary event.
4. No advanced cash or checks will be made for travel.
TRAVEL RULES & REGULATIONS
A. Transportation
Employees shall exercise discretion in the selection of transportation and associated
expenses with emphasis on the least costly alternatives.
Employees should not drive to meetings and conferences when the travel time en route to
the destination requires more than one (1) day unless the employee is utilizing holiday or
vacation time. In such instances, no reimbursement will be made for lodging, meals, or
other expense incurred en route, except as allowed below.
APPENDIX A (Page 2)
1. Air Transportation
a. Commercial carrier (airline) fares shall be limited to Coach or Economy
class fares when such services are available.
b. Receipts are required for transportation costs.
2. Ground Transportation
a. Bus, taxi, ride share, commuter rail or private vehicle may be utilized to
travel to and from destination.
b. Employee should use the least costly alternative.
C. Tolls, parking, and garage charges are reimbursable when reasonable and
economical.
d. Valet parking is reimbursable only when open parking is not available.
e. Receipts are required for transportation costs when available.
3. Private Vehicles
Private vehicles may be used for travel on Village business within the six (6) county
Chicago metropolitan region, subject to Department policy, or when authorized by
the Village Manager or their designee. If training is scheduled for the start of the
workday, reimbursement is based upon the shortest distance to the training site from
the closer of either the employee's residence or place of employment.
a. Reimbursement shall be limited to the lower o£
• Mileage rate approved by the Internal Revenue Service plus tolls,
parking, and garage charges; or
• Cost of commercial travel as stated above.
b. Reimbursement shall be paid to the owner of the vehicle when two (2) or
more employees travel in the same private vehicle.
C. An employee in a cost sharing arrangement that was approved in advance
by the Finance Department will also be fully reimbursed.
d. Mileage determinations, exclusive of tolls, will be set according recognized
Internet mapping programs that display the total mileage for travel, such as
Google Maps, or MapQuest; and
e. A vehicle waiver must be signed by the employee before authorization for
use of a private vehicle for travel outside a six (6) county Chicago
metropolitan region will be approved unless a Village vehicle is not
available.
4. Village Vehicles
Village vehicles, if available, should be utilized for travel when cost, distance, time
requirements or other justification warrants it.
a. Prior approval must be obtained from the Department Head.
b. Gasoline, repairs and other expenses attributable to the vehicle are
reimbursable and paid receipts must be submitted.
APPENDIX A (Page 3)
C. Tolls, parking, and garage charges are reimbursable when reasonable and
economical.
d. Valet parking is reimbursable only when open parking is not available.
e. Receipts are required for transportation costs when available.
f. Employee conduct shall be in accordance with Village policy as stated in
the Personnel Manual including the section covering Drug Free Workplace
and Use of Village Property.
5. Trains
a. Coach or economy class if applicable.
b. Receipts are required for transportation costs when available.
6. Rental Cars
Use of a rental car is only considered in special circumstances and must be
approved in advance by the Village Manager or their designee.
B. Lodging
1. Hotel or motel reservations should be made well in advance to ensure that lodging
is secured at moderate rates.
2. Receipts for lodging are required.
3. Reimbursement of lodging shall be limited to the minimum number of nights
required to conduct the assigned Village business, unless prior night arrival is
required, or cost savings can be demonstrated for the additional night's lodging.
4. If a conference, for example, opens on Sunday evening and closes Thursday at
noon, reimbursement for Sunday through Wednesday night would be allowed.
5. If an employee chooses to arrive earlier or stay later for personal reasons, the
additional lodging and other expenses related to this decision will not be
reimbursed.
6. In addition to the cost of the room, the Village will reimburse access to the internet
if the hotel or motel does not include internet access as part of the room charge.
7. If a spouse and/or family member travel on an official trip and incur extra lodging
charges, the employee will be responsible for the extra charges.
8. No lodging expenses shall be reimbursed for meetings or conferences in the 6
County Chicago Metropolitan Area unless prior written approval is obtained from
the Village Manager or their designee.
APPENDIX A (Page 4)
C. Meals
1. Outside of the 6 County Chicago Metropolitan Area
a. For each full day a per diem, less any meals covered in the registration fees,
will be received based upon the United States General Services
Administration (U.S. GSA) Per Diem Rate Schedules accessible on the web
at: https://www.gsa.gov/travel/plan-book/per-diem-rates.
Per diem rates will be calculated based on a percentage of the maximum full
daily amount based upon the U.S. GSA rate for the location of travel. Per
diem expenses will be calculated as follows:
Breakfast: 20%
Lunch: 25%
Dinner: 45%
Incidental: 10% (for overnight travel only)
Incidental Expenses include tips, personal phone calls, and other expenses
incurred at or while en route to the destination.
• No receipts are required to support expenditures of money, unless
using a Village authorized Procurement Card.
b. For each partial day, a pro -rated per diem will apply as follows:
• For the day of departure and day or return, meals will be pro -rated
based on the number of meals required away from home (See U.S.
GSA per diem rates as outlined on
http://www.gsa.goy/portal/content/101518).
Meals will be pro -rated based on full day per diem less any meals covered
in the registration fees.
2. Inside of the 6 County Chicago Metropolitan Area
a. Meals, including tips, are reimbursable based upon the United States
General Services Administration (U.S. GSA) Per Diem Rate Schedules
accessible on the web at: https://www.gsa.gov/travel/plan-book/per-diem-
rates.
Per diem rates will be calculated based on a percentage of the maximum full
daily amount based upon the U.S. GSA rate for the location of travel. Per
diem expenses will be calculated as follows:
APPENDIX A (Page 5)
Breakfast: 20%
Lunch: 25%
Dinner: 45%
Incidental: 10% (for overnight travel only)
No receipts are required to support expenditures of this money, unless using
a Village authorized Procurement Card.
b. Professional meetings will be reimbursed at actual cost if one price is
charged all participants.
D. Expenses Not Covered Under the Travel Regulations
The Village Manager or their designee may authorize expenses not ordinarily allowed
under the provisions of these regulations.
E. Registration Fees
1. Registration and tuition fees for professional and technical meetings and
conferences are reimbursable.
2. Receipts are required.
3. Descriptive brochure or announcement is also required.
F. Required Receipts
Receipts are required for the following expenses in order to receive reimbursement:
1. Commercial carrier travel cost
2. Train ticket costs
3. Rental car, if approved in advance by the Village Manager or their designee
4. Gas, repair, and vehicle expense for Village vehicles
5. Parking and garage charges
6. Lodging
7. Registration and tuition fees
8. Extraordinary expenses not covered by these regulations when approved in advance
by the Village Manager or their designee
9. Taxi and ride share costs
APPENDIX A (Page 6)
G. No Receipts Required
No receipts are required for the following providing the expenses are nominal and
measurable:
1. Commuter rail parking
2. Buses
3. Tolls
4. Per diem meals
APPENDIX A (Page 7)
Personal Vehicle Use Waiver
Name:
Department:
Dates of Travel:
Location:
Reason for Travel:
I am scheduled to attend the event identified above. I have been offered a Village owned vehicle
to use to attend Village business outside the six (6) county Chicago metropolitan regions, in lieu
of using a Village owned vehicle, I am requesting to drive my own vehicle.
In making this request and signing this waiver, I attest and affirm that I possess a valid driver's
license and proof of insurance, which I will have in my possession at all times during travel and
that I obey all traffic laws while traveling to this event.
I understand that I am voluntarily opting out of driving a Village owned vehicle, the Village will
not provide any form of reimbursement for traveling expenses such as parking, mileage
reimbursement, gas fill -up, and tolls along the way. I specifically waive any requirement of
reimbursement under 820 ILCS 115/9.5 or the IRS tax code as the Village does not require me to
use my own vehicle.
I further attest and affirm that I currently carry insurance coverage as required by law and sufficient
to cover any potential damage. I understand that I am responsible for insuring my own vehicle
and that it is my responsibility to pay any and all premiums and deductibles required.
Finally, I attest and affirm that I shall hold harmless Elk Grove Village for any and all property
damage liability which may result from my use of my own personal vehicle for Village business.
I further waive any potential claim against the Village for property damage which may be sustained
to my personal vehicle while driving to or from this event.
Each waiver for personal vehicle use must be approved by Department Head and Village Manager
or designee before an employee can be authorized to use their personal vehicle for transportation.
Signature: Dated:
Employee
I have reviewed the above and approve the personal vehicle use.
Signature:
Department Head
APPENDIX A (Page 8)
APPENDIX B
DRESS CODE POLICY
The Village of Elk Grove Village delivers services to the public in a dignified and professional
manner. To project a professional image, it is the responsibility of each employee to report for
work with a presentable appearance. Employees are expected to dress neatly and appropriately,
and in a manner that reflects the nature of their work. This policy outlines the expectations
regarding employee appearance and dress during working hours or at any time the employee is
acting as a representative of the Village of Elk Grove Village.
The policy shall apply to all Village employees. Uniformed Village employees are required to
meet standards of dress as outlined in their Department Policy Manual, or as required by the
Department Head or his/her/their supervisor.
A. Definitions:
Business attire: The appropriate professional business wear attire consists of dress slacks,
collared dress shirts, ties, sports coats or blazers worn with dress pants (not khakis), suits,
dresses, coordinated separates, skirts, dress socks, nylons, tights, dress shoes and dress
boots. Business attire may also include sweaters, blouses and dress boots. Employees are
expected to exercise discretion in the selection of their attire in order to present a
professional, businesslike image to clients, visitors, vendors, customers and the public.
Business Casual attire: In addition to the above -mentioned apparel, the appropriate casual
business wear attire for employees consists of corduroy pants, khaki/twill pants,
turtlenecks, mock turtlenecks, long or short sleeved polo/golf shirts and knit tops, loafers,
dress capris, casual dresses and skirts and dress sandals. Employees are expected to
exercise discretion in the selection of their attire in order to present a professional,
businesslike image to visitors, vendors, customers, fellow employees and the public.
Casual attire (Fridays): Additional appropriate casual attire for employees on Fridays
consists of any neat, untorn blue jean/denim material, and conservative athletic or walking
shoes.
Inappropriate attire: Clothing items not permitted consist of any clothing that is torn,
ripped or dirty in appearance; faded, worn, frayed, or rolled up denim jeans; shirts with
potentially offensive words, terms, logos, pictures, cartoons or slogans; T-shirts or
sleeveless t-shirts; sweatpants, sweatshirts; overalls, shorts, leggings, stirrup pants, yoga
pants, athletic or workout attire, spandex or other form -fitting pants; flip-flops, slippers,
beach shoes, athletic sandals; sports team apparel;, tank tops, midriff tops, see -through or
mesh clothing; mini -skirts, city shorts,; or halter -tops, sun dresses, beach dresses,
spaghetti -strap dresses or tops or any other attire that is unnecessarily distracting, revealing,
controversial or offensive.
B. Appearance/Hygiene:
Revealing clothing (too short, too low, too tight) is inappropriate.
APPENDIX B (Page 1)
• Clothing should be clean and neatly pressed.
• Hats, visors, and sunglasses are not appropriate in the office environment. Head covers that
are required for religious purposes or to honor cultural tradition are allowed.
• Facial hair should be well groomed.
• Tattoos that are visible to the public when working are generally discouraged and ANY
visible tattoos or markings above the collarbone such as the neck, head, face, tongue, lips,
and/or scalp, are expressly prohibited.
• Tattoos below the neckline collarbone, including the arms, may be visible provided the
tattoo(s) is/are not obscene, offensive, sexually suggestive, profane, or discriminatory
toward a person on the basis of race, color, national origin or ancestry, religion or creed,
age, sex, or disability or any other protected category. Tattoos that violate a professional
standard are also prohibited. Village employees displaying tattoos deemed obscene or
offensive in nature, as determined by the Office of Human Resources, must be concealed.
The method of covering a tattoo not authorized for display will either be through the
wearing of a long sleeve shirt or through the use of another authorized covering at the
discretion of the Department Head or his/her designee. The ability to display tattoos does
not, in any way, affect the requirement to wear the appropriate uniforms and/or utilize
safety equipment.
• Body piercings are inappropriate for the workplace and shall not be visible during working
hours or work -related functions.
• Earrings are permitted, except in work situations where the risk of injury may be increased.
Employees may wear no more than two pairs of earrings, which are conservative and in
good taste.
• Perfumes or cologne should be used sparingly. Heavily scented perfumes, colognes and
lotions are not permitted, as these can cause allergic reactions, migraines and respiratory
difficulty for other employees and guests.
• Always observe proper rules of personal hygiene by bathing regularly, oral hygiene and
use of deodorant/antiperspirant to minimize body odors.
C. Application of Policy
1. Non -uniformed Village employees will be permitted to dress in business casual
attire Monday through Thursday, and casual attire on all Fridays during the year.
2. Employees involved in a business meeting are expected to dress in appropriate
business attire for that meeting regardless of whether business casual or casual dress
is permitted on that day. When representing the Village at community events,
business attire may be required.
APPENDIX B (Page 2)
3. The Village Manager or Department Head may prohibit business casual dress on
any day or casual dress on any Friday due to special circumstances or activities that
may be occurring on that given day.
4. Building/Engineering Inspectors, Staff Engineers, Plan Reviewers, Public Works
Foremen and Public Works Superintendents are required to work in the field;
therefore, business casual or casual attire may be worn subject to the discretion of
the Department Head.
5. Environmental Health Inspectors are required to follow the business attire or
business casual attire policy. Casual attire for special circumstances or activities
can be worn at the discretion of the Department Head.
6. Uniforms provided must be worn at all times unless otherwise specified by the
Department Head.
7. Public Works seasonal employees will be instructed by a supervisor regarding the
appropriate attire for work.
8. An employee's religious beliefs or medical conditions, as defined by applicable
law, that require an accommodation from the standards as set forth will be
considered on an individual basis. Requests for accommodations should be directed
to the Office of Human Resources.
If clothing fails to meet these standards, as determined by the Department Head or their designee,
the employee will be sent home and directed to return to work in proper attire. Employees will not
be paid for the time used to correct their attire. Progressive disciplinary action will be applied if
dress code violations continue.
No dress code can cover all contingencies and all items deemed inappropriate. Employees should
use common sense and good judgment in their choice of work attire. If you are uncertain about
acceptable attire for work, please refrain from wearing the questionable attire and ask your
Department Head or their designee.
APPENDIX B (Page 3)
APPENDIX C
FLEXIBLE WORK SCHEDULE POLICY
DEFINITIONS
A. Flex Week: The week an employee has scheduled to work an extra hour for four (4) days
(extended days) in order to leave four (4) hours early on one (1) day during the work week.
B. Flex Day: The day during the Flex Week in which the employee leaves four (4) hours
early.
C. Extended Day: A day during the Flex Week in which the employee is to work the one (1)
additional hour.
PURPOSE
The Flexible Work Schedule (Flex Schedule) Program is an alternative to the Village's traditional
work schedule. The Flex Schedule allows employees the opportunity to add one (1) hour to their
workday during the work week, resulting in the employee's eligibility to leave four (4) hours early
on one (1) day of that work week. The Village's Flex Schedule Program provides full-time
employees the opportunity to vary their work arrival and departure times over the course of a work
week.
Employees will be able to utilize up to twenty (20) "Flex Days" over the calendar year.
FLEXIBLE WORK SCHEDULE POLICY & PROCEDURES
Employees are to commit to being at work on time, not leaving before the designated end of the
workday and ensuring the extra hour of work is productive. Failure of the employee to be on time
and work a full extended schedule on any extended day during the flex week will result in their
exclusion from further participation in the program.
Each Department Head will determine which employees are eligible to participate in the program,
based upon the operational needs of the Department, utilizing the following guidelines:
1. The current level and quality of service in the Department must be maintained and
cannot be reduced as a result of instituting a flexible work schedule; this may mean
that employees who are in positions that require interaction with members of the
public during business hours may be ineligible for the Flexible Work Schedule
program;
2. Employee productivity must be maintained at least at the same level;
3. No overtime liability is to be incurred as a result of implementing a flexible work
schedule;
4. Employees and supervisors retain their obligation to complete time sheets
accurately; and
APPENDIX C (Page 1)
5. Merit Pay Plan employees may be required to work during periods scheduled as
"Flex Time Off' as dictated by the needs of the Department. Such work will not
entitle the employee to additional time off as compensation for that time worked.
D. Flexibility In Schedule
1. A worker participating in the Flex Schedule Program must work and be present on
a daily basis during "core hours" (e.g., from 8:00 a.m. to 5:00 p.m. or from 8:30
a.m. to 5:00 p.m.), and may adjust arrival and departure times on Extended Days as
approved by the Department Head on a daily basis.
2. During the "Flex Week," the employee may leave from work four (4) hours early
on one (1) workday (designated as their "Flex Day") as approved by the Department
Head.
E. Scheduling of Work Hours
1. If an employee chooses to participate in the Flex Schedule Program, they will need
approval from their Department Head and/or Supervisor one (1) week prior to any
Flex Week.
2. During the course of the five (5) day workweek, employees participating in the Flex
Schedule Program will be required to work their designated number of hours.
3. Employees that work an eight (8) hour schedule will be required to work nine (9)
hours during their "Extended Days." Employees that work a seven and a half (7.5)
hour schedule will be required to work eight and a half (8.5) hours during their
"Extended Days."
4. Employees may not work more than one (1) additional hour above their regularly
designated work hours each workday. Eight (8) hour employees may only work
nine (9) hours on an "Extended Day," and seven and a half (7.5) hour employees
may only work eight and a half (8.5) hours on an "Extended Day."
5. To achieve the extra work hour during the "Extended Day," employees may:
a. Work an hour before or after their regularly scheduled start or end time; or
b. Work a half hour before and after their regularly scheduled start and end
times; or
C. Work a half hour before or after their regularly scheduled start or end time,
as well as a half hour over the course of their regularly scheduled one (1)
hour lunch break.
APPENDIX C (Page 2)
F. Restrictions
1. Flex Schedule is not available on weeks with designated Fixed Holidays. The
designated Fixed Holidays are as follows:
New Year's Day
Presidents' Day
Memorial Day
Independence Day (July 4th)
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Day
2. If an employee is absent from work due to illness or an emergency on an "Extended
Day" during the "Flex Week," the employee must use as many benefit hours (Sick
Leave, Floating Holiday, or Vacation Hours) as necessary to cover the amount of
hours owed to the Village schedule.
3. An employee cannot schedule a "Flex Week" during any week that the employee
has scheduled to use more than one-half day of leave (Floating Holiday or Vacation
Day). However, the employee may combine leave time with their scheduled "Flex
Day" in order to take the entire "Flex Day" off from work.
4. No "Comp Time" or carryover of hours into a different work week is permitted.
No overtime liability may be incurred as a result of the Flex Work Schedule.
6. The Department Head or their designee reserves the right to suspend the use of the
Flex Schedule Program should it be determined that the level or quality of service
provided to our community, residents, clients, or customers is not being met.
APPENDIX C (Page 3)
APPENDIX D
TAKE YOUR CHILD TO WORK DAY
The Village of Elk Grove Village has enacted the following guidelines for the "Take Your Child
To Work" program sponsored by various school districts.
Participation is approved consistent with the following requirements:
1. Employee must receive the approval of the Department Head.
2. Participation is limited to office personnel.
3. Children must be Junior High or High School age.
4. If participation is a half -day, parents are responsible for returning the children to
school on their own time.
5. If school releases are required, please submit the release to the Office of Human
Resources for signature.
APPENDIX D (Page 1)
APPENDIX E
NON -UNION WORKPLACE POLICY CONCERN PROCEDURE
The Village will maintain a Workplace Policy Concern Procedure for non -union employees. The
procedure is designed to provide employees with information and/or a solution to their questions,
concerns, or problems. If an employee who is not represented by a union has reason to seek
information or to resolve a problem pertaining to his/her employment with the Village, he/she
should informally discuss the question/problem with his/her immediate supervisor. The supervisor
shall listen to and document the employee's question/problem, respond, or if necessary, investigate
the employee's question/problem and provide a response within a reasonable time.
If the immediate supervisor does not or cannot provide the employee with an acceptable response,
the employee may avail himself/herself of the Non -Union Workplace Policy Concern Procedure
as indicated in the steps listed below. The employee may avail himself/herself to the procedure for
any matter pertaining to his/her employment with the Village, including job classification,
supervisors, rules, regulations, policies, job safety, working conditions, salary and benefits.
Bargaining unit employees have their contractual grievance procedure to inquire into alleged
contract violations.
STEP 1
EMPLOYEE: Please state your question, concern or problem in the space provided on the
Workplace Policy Concern Procedure Form. Be as specific and precise as possible. Upon
completing this form, you should immediately submit it to your supervisor.
FIRST LEVEL SUPERVISOR: Please provide the employee with your response to the question,
concern or problem identified on the attached sheet generally within two (2) working days from
the date you received this form. A copy is to be sent to your next level supervisor, Department
Head, and Director of Human Resources at the same time.
SECOND LEVEL SUPERVISOR: Upon receiving this form, please establish a meeting with the
employee and his/her immediate supervisor. The meeting should generally be set up within five
(5) working days of your receipt of this form. Please review the entire issue and identify, in the
space provided, exactly what action, if any, you will take or recommend to resolve this matter. If
the matter remains unresolved, the employee may address the issue with the Department Head.
STEP 2
If the employee is unsatisfied with the response provided by their immediate supervisor(s), the
employee can meet with their Department Head under Step 2.
DEPARTMENT HEAD: If your employee's question, concern or problem remains unresolved,
please establish a meeting with the employee and all of the supervisory personnel who have been
involved in this issue. The meeting should be set up generally within five (5) working days. Please
review the entire issue and identify on a separate sheet of paper what action (if any) you will take
to resolve this situation. If in your opinion the employee's concern or problem is legitimate but
cannot be properly resolved because of an established Village rule or policy, you should submit a
recommendation to resolve the matter to the Village Manager. If the response of the Department
APPENDIX E (Page 1)
Head is unsatisfactory to the employee(s), the employee must provide a statement as to why the
response is unsatisfactory to the Director of Human Resources.
STEP 3
If the employee is unsatisfied with the response provided by their Department Head, the employee
can meet with the Director of Human Resources under Step 3.
Upon receiving the reports, the Director of Human Resources will schedule a meeting generally
within fifteen (15) working days. The meeting will include the employee, the employee's
supervisor(s), and the Department Head.
After the meeting, the Director of Human Resources will review the entire issue and reach a
decision generally within fifteen (15) working days of the meeting. The Director of Human
Resources' decision shall be final and the employee will be notified in writing. A copy of the
Director of Human Resources' response shall be provided to the Village Manager.
APPENDIX E (Page 2)
APPENDIX F
VILLAGE TUITION REIMBURSEMENT POLICY
A. SUMMARY
The Village of Elk Grove Village is committed to cultivating a knowledgeable and
exceptional staff. The Village encourages employees to pursue life-long learning for
professional and personal development through continuing education courses that will
improve the careers of its employees and expand the organizational capacity of the Village.
To fulfill this commitment, the Village of Elk Grove Village offers a tuition reimbursement
program to eligible employees for eligible courses.
This policy provides for repayment to employees of funds spent by the employee for
qualified tuition expenses. This policy does not provide for direct tuition payment by the
Village of Elk Grove Village to the educational institution nor does it provide for payment
in advance of course completion.
Eligible employees seeking tuition reimbursement must first receive approval from the
Village for their anticipated degree and requested courses prior to enrolling any course for
which the employee seeks reimbursement within 30 days after completing the academic
term, the employee must submit their tuition reimbursement request forms. Employees who
receive tuition reimbursements will not automatically re -qualify for reimbursements during
successive fiscal years until they complete their degree; rather employees must apply for
tuition reimbursement each fiscal year, as needed. The Village will reimburse 75% of
tuition costs up to a maximum of $3,000 per fiscal year, per employee. Employees may
seek tuition reimbursement for up to two courses per term. Tuition reimbursements are
reviewed by the Village Manager or designee on a first come, first served basis and are
dependent on the availability of budgeted funds.
B. FUNDING
Funding shall be determined on a fiscal year basis as part of the budgeting process.
C. ELIGIBILITY REQUIREMENTS:
1. To be eligible for tuition reimbursement for a course, an employee must satisfy the
following requirements:
a. Must have received at least a "meets standards" or "meets expectations"
indication on their most recent performance evaluation or evaluation by the
employee's Department Head.
2. Must not have any current or pending disciplinary actions.
3. Employees with access to department -specific tuition reimbursement programs
must seek reimbursement through such programs first before applying to this
Village Tuition Reimbursement Program.
APPENDIX F (Page 1)
4. Applicants must select a degree program that is relevant to their current position
and/or of benefit to the Village/organization. The course must be related to the
employee's Village job and career development with the Village. The course must
also be consistent with the Village's mission. Determinations of the relevance of
the intended degree and/or course are at the discretion of the applicant's Supervisor,
Department Head, and Village Manager or designee. Courses for certifications are
ineligible for tuition reimbursement.
5. Eligible employees who satisfy the requirements above must first submit a Degree
Authorization form and a Pre -Authorization for Course Reimbursement form to
Human Resources prior to enrolling in courses. Prior to each academic term,
employees must submit a Pre -Authorization for Course Reimbursement form in
order to qualify for reimbursement. Employees must take a minimum of one course
per calendar year to maintain active status in the Tuition Reimbursement program.
Employees who pause classes for more than one calendar year must resubmit
Degree Authorization form prior to resuming classes.
Employees must submit a Tuition Reimbursement Request form to Human
Resources within thirty (30) calendar days of the completion of each term.
6. Employees who receive a disciplinary action or do not receive a "meets standards"
or "meets expectations" indication on their most recent evaluation while enrolled
in the Tuition Reimbursement Program may be removed from the program at any
time at the discretion of the Director of Human Resources, and/or Village Manager
or designee.
D. REIMBURSEMENT:
I . The Village of Elk Grove Village will reimburse costs for tuition only. Student fees
and/or other charges (i.e. CLEP tests, competency exams, books, miscellaneous
fees, etc.) will not be reimbursed.
2. Reimbursement will be issued once the following documents are submitted to
Human Resources within thirty (30) calendar days of course completion:
a. Completed Tuition Reimbursement Request Form.
b. Transcript with course information and evidence of passing grades (C or
higher, or "pass" for pass/fail courses).
C. Proof of tuition payment(s). Scholarships and financial aid should not be
included. Payments must reflect out-of-pocket tuition cost, including
student loan disbursement, if applicable).
3. Falsifying any documents or misrepresentation of any financial assistance can
result in disciplinary action and loss of tuition reimbursement benefits.
APPENDIX F (Page 2)
4. Each application for tuition reimbursement must be approved by Human Resources
and Village Manager or designee.
5. All tuition reimbursements will be paid to employee in the form of a check.
E. CONTINUATION OF EMPLOYMENT REQUIREMENT:
I . Employees must continue employment with the Village of Elk Grove Village for a
minimum of two years after completion of their final course.
2. If an employee discontinues employment with the Village prior to the completion
of this two-year period, the employee must pay back all tuition reimbursement
payments from Village received within the prior two years. Tuition reimbursement
payments are due and payable to the Village prior to the employee's departure with
the Village. The entire tuition reimbursement amount will be deducted from the
employee's final paycheck unless other arrangements are made for reimbursement
of tuition payments.
APPENDIX F (Page 3)
APPENDIX G
BUILDING SECURITY AND ACCESS POLICY
PURPOSE
To provide a policy that enhances the personal safety for all Village employees and customers, to
prevent vandalism and thefts within our facilities, to protect the physical assets of the Village, and
to facilitate timely access in case of an emergency.
ELECTRONIC ACCESS CONTROL SYSTEM
The Village's electronic access control system is a technological alternative to the traditional lock
and key system (mechanical key). Use of a mechanical key, rather than the Village's electronic
access system, has the potential to compromise the personal safety for all Village employees and
customers, and restrict the ability to monitor instances of theft or vandalism from our facilities.
ProxCards and mechanical keys are the property of the Village of Elk Grove Village. The Office
of Human Resources is responsible for the issuance of ProxCards and Access Codes, as part of the
electronic access control system, while the Building Services division of Public Works is
responsible for the issuance of mechanical keys and locks.
All Village ProxCards and Access Codes are assigned to individual employees. The person whose
name is assigned to the ProxCard or Access Code is responsible for those items. Access Codes
are assigned to specific individuals for specific purposes and should not be used unless absolutely
necessary and should never be shared with other employees.
Certain Village facilities are secured by an electronic access control system. Access to those
facilities is granted through a security code that is programmed on an individual's ProxCard,
Access Code, or on a Loaner ProxCard for consultants and contractors.
Persons having a valid reason to enter Village facilities when they are locked will be granted
access through their assigned ProxCard or Access Code. Most facilities are generally locked
at all times, but other buildings are locked only after normal working hours. Normal working
hours are generally defined as 8:00 a.m. through 5:30 p.m., although each building may have
more customized hours depending on its particular needs.
2. Individual access to areas with higher security protection levels requires approval from the
Chief of Police, through the employee's respective Department Head.
3. Special clearance permission granting access to all doors except high security protection levels
is intended solely for those employees who must access numerous rooms or buildings for
operational, safety, and maintenance reasons. The following employees will be granted the
special clearance if a need is demonstrated:
a. Sworn and select Police Department Staff,
b. Sworn and select Fire Department Staff;
APPENDIX G (Page 1)
c. Department Heads, Deputy Department Heads, and Other Key Staff; and
d. Building Maintenance Staff who service and maintain the respective facilities.
MECHANICAL KEYS
Mechanical keys will be maintained by the Building Services division of Public Works as a
precaution in the event of an extended outage due to a power or panel failure, as well as to
control doors without electronic access systems. Upon request, the Building Services division
of Public Works will issue a backup mechanical key which is building specific to any
individual that can demonstrate a compelling need.
2. Mechanical keys are intended for use only during a power failure or to access areas without
electronic access, and not for routine building access. Any individual requesting a mechanical
key is responsible for that key.
3. Employees needing a mechanical key must request written approval from their Department
Head. The Department Head or designee will then make the request to the Superintendent of
Fleet and Facilities or the Public Works Administrative Specialists in the absence of the
Superintendent of Fleet and Facilities.
4. Department employees with a mechanical key have the following responsibilities:
a. Verify that there is a need for a mechanical door key.
b. Ensure that only authorized persons who have a need have access to the mechanical key.
c. Ensure that all unneeded mechanical keys are returned promptly to the Building Services
division of Public Works.
d. Immediately report all keys that have not been returned or are lost to the Police Department
and Building Services division of Public Works.
5. Persons failing to return issued keys may be charged for costs associated with re -keying of the
spaces accessible by the key. Refusal to return a key upon request may result in suspension,
termination, or arrest for theft of Village property.
APPENDIX G (Page 2)
SECURITY REGULATIONS
1. Security features of the Village's Electronic Access Control System (example: cameras,
alarms, horns, general lockdown, etc.) cannot be disarmed without the approval of the Police
Department.
2. Building interior spaces equipped with electronic access controls must be locked at all times.
Requests for exceptions must be approved in writing by the Department Head and the Police
Department.
3. Disabling or propping open secured doors provides a threat to personal safety and a risk to
property and is against Village policy. Temporarily propping open secured doors for
operational purposes is permissible.
4. Loaner Cards are used to provide clearance but not associated with a specific individual.
Departments requesting Loaner Cards must provide for their strict control. In addition, regular
reconciliations of the cards must be performed to ensure that the whereabouts of the card is
known. Active Loaner Cards will expire yearly.
5. ProxCards and Loaner Cards are non transferable.
6. It is the responsibility of every cardholder to report a lost or stolen card immediately to the
Office of Human Resources during working hours and to the Police Information Center after
hours.
7. All ProxCards must be surrendered upon request of the Police Department, the employee's
supervising Department, Human Resources, or upon leaving employment with the Village.
8. Anyone possessing or using a ProxCard, access code, or Loaner Card without authorization
will be subject to disciplinary action from the Village, and/or criminal charges where
appropriate.
9. The Building Services division of Public Works will accept responsibility for unlocking
exterior doors for Village approved events if authorized by the Village Manager's Office or
Police Department.
APPENDIX G (Page 3)
PROX CARD/CODE ACCESS AND ISSUANCE
The Office of Human Resources is responsible for programming ProxCards, Loaner Cards and
issuing access codes as well as special clearances in accordance with the policy and procedures
defined in this document. The Office of Human Resources will only respond to requests from
Department Heads, or requests from a Department representative that have followed the
appropriate procedures.
2. In cases where there is a short term need to access a building by a consultant or contractor,
Loaner Cards will be issued to a Department representative who will be responsible for those
cards. The Department representative will be responsible for checking those cards out and
returning them back to the Police Department. The Office of Human Resources will
activate/deactivate the cards and program the clearance codes for Loaner Cards on demand.
Additionally, certain Village consultants and contractors have an ongoing need to access
Village facilities. In such cases, the Department Head or staff representative that contract for
those services will accept responsibility for granting access and controlling the Loaner Cards.
3. Department representatives requesting the Office of Human Resources to program a ProxCard,
Loaner Card or issue a special clearance code should:
a. Make requests in writing;
b. Have request signed off and approved by the requestor's Department Head;
c. Forward those requests to the Chief of Police; and
d. Expect that requests may take up to 24 hours to be programmed during the work week,
although an effort will be made to handle requests as soon as they are received.
APPENDIX G (Page 4)
DISCIPLINARY ACTIONS
The following actions are in violation of the Building Security & Access Policy:
1. Loaning ProxCards, access code, and mechanical keys without authorization;
2. Using another employee's ProxCard, access code, or mechanical keys without permission from
the Village Manager's Office or Police Department;
3. Duplication of ProxCards or mechanical keys;
4. Altering of ProxCards, keys, locks, or other security mechanisms;
5. Propping open doors unless for operational necessity;
6. Admitting unauthorized persons into access controlled facilities;
7. Failure to return a ProxCard or mechanical key when requested by the Village Manager's
Office, Human Resources Office, Police Department, or upon leaving the Village.
Violation of this policy may result in:
1. Disciplinary action up to and including suspension or termination for employees.
2. Termination of employment relations with the Village in the case of consultants and
contractors.
Additionally, individuals, consultants, and contractors can be subject to civil and criminal
prosecution. Furthermore, the Village reserves the right to assess damages and/or replacement
costs.
Violations of this policy or any components of this policy must be immediately reported to a
Department Head, Director of Human Resources or Village Manager's Office.
APPENDIX G (Page 5)
APPENDIX H
SAFE LIFTING POLICY
Sprain and strain injuries are frequent results of improper lifting. These injuries could result in
extended absence from work, loss of ability to work full duty, and can be very costly.
Non-compliance with proper lifting techniques could result in the following:
1. Strains and sprains from lifting loads improperly or that are too heavy for the particular
employee;
2. Fractures and bruises caused by being caught between material handling equipment and a
fixed object;
3. Cuts and bruises caused by striking a fixed object or by a falling object.
SAFE LIFTING INVOLVES:
• Standing as close to the load as possible
• Planting your feet shoulder -width apart with one foot slightly ahead of the other
• Bending at the hips and knees only until you're deep in a squatting position
• Keeping your head up and straight with your shoulders back to keep your back straight
• Holding the load close to your body at waist height
• Engaging your core muscles as you push against the ground and straighten your legs
EMPLOYEES SHALL NOT:
• Twist your torso while lifting. Stay "nose between your toes."
• Lift a heavy item above shoulder level
• Carry a load that obstructs your vision
• Hold your breath while lifting, moving, and setting the load down.
CARRYING HEAVY ITEMS SAFELY:
It is important to maintain good ergonomics while carrying a load to its destination. Also keep in
mind:
• Keep aisles clear and in good repair, free of tripping hazards; permanent aisles and
passageways shall be appropriately marked.
• Hold the load as close to your body as possible, level with your belly button.
• Keep your shoulders in line with your hips as you move — don't twist your trunk.
• Change direction with your feet and lead with your hips.
• Take small steps and keep a good grip with all of your fingers; grip objects with the whole
hand and use a firm grip.
APPENDIX H (Page 1)
• Do not lift awkward or heavy materials by yourself; get a fellow employee to help you lift
and raise the load simultaneously.
SETTING DOWN HEAVY ITEMS SAFELY:
Reverse the lifting process, following the same ergonomic principles:
• Keep the load close to your body and your back straight or slightly arched
• Squat down, bending only at the knees and hips
• Engage your core as you lower yourself
• Kneel on one knee if necessary
TRAINING
For employees working in higher risk areas, training will be provided to ensure employees follow
safe work practices.
The frequency of training provided to the employees is to be determined by the supervisor and
department manager.
Please note that safe lifting and carrying policies and procedures may vary in detail and
requirement by department.
APPENDIX H (Page 2)
APPENDIX I
SLIP, TRIP AND FALL PREVENTION POLICY
Slip, trip and fall incidents are a regular cause of injury. Slips, trips and falls can occur while
working on the same walking level or from an elevated level. Injuries resulting from a slip, trip
and fall often are very painful to the employee and can be financially expensive to treat.
OBJECTIVES OF SLIP, TRIP AND FALL PREVENTION INCLUDE:
• Identifying work environments where slip, trip, and fall hazards are most likely to occur.
• Eliminating/reducing identified slip, trip and fall hazards with engineering or
administrative controls.
• Training employees who will be working in these environments.
It is the responsibility of all employees to help ensure safe conditions are maintained to minimize
the potential for slips, trips and falls.
• Clean up spills immediately; don't use cleaning methods that will spread the problem.
• Do not leave floors wet and unattended without utilizing signage.
• Avoid running or walking too fast in higher risk areas.
• Avoid carrying items that will obstruct one's view.
• Avoid walking through potential hazards.
• Avoid walking while being distracted.
• All employees should promptly report all employee incidents related to slips, trips, and
falls, so the exposure can be eliminated.
Spills should be cleaned up and wet areas mopped to eliminate slip hazards. Proper illumination
is necessary to allow everyone to see where they are going. Work areas and walking surfaces need
to be illuminated at a level which is adequate and suitable.
Employees who work in potentially higher hazard areas are expected to wear footwear appropriate
for the duties of their work task.
Floor mats should be placed in building entrances and higher risk areas where walking -working
surfaces may encounter wetness or other slippery conditions.
Stairways shall be routinely maintained, and debris and materials shall not be permitted to
accumulate on stairs. Slippery conditions shall be eliminated as they occur.
APPENDIX I (Page 1)
TRAINING
For employees working in higher risk areas, training will be provided to ensure employees follow
safe work practices.
The frequency of training provided to employees is to be determined by the supervisor and
department manager.
Please note that slip, trip and fall policies and procedures may vary in detail and
requirements by department.
APPENDIX I (Page 2)