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Academic Staff Handbook |
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Chapter
3 Employment and Related
Information |
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OFFICE OF ACADEMIC HUMAN
RESOURCES The Office of Academic
Human Resources is responsible for the administration of personnel
policies for academic staff members. Staff in the office should be
contacted whenever questions about academic policies and procedures arise
(333-6747). For information on academic appointment processing, call
244-2400. Categories of Academic
Appointees There are several
categories of academic appointees: faculty and other academic ranks,
academic professionals, and graduate assistants (students).
Included within the faculty
are those in the tenured/tenure-track professorial ranks (i.e.,
professors, associate professors, and assistant professors). Other
academic ranks recognized within the academic staff are (1) lecturer; (2)
instructor; and (3) teaching associate, research associate, and clinical
associate. Academic professionals are
those members of the academic staff whose positions have been designated
by the president and the chancellor as meeting specialized administrative,
professional, or technical needs, in accordance with Article IX of the
University of Illinois Statutes (http://www.uillinois.edu/trustees/statutes.cfm#art9).
Academic professionals receive an academic contract issued by the Board of
Trustees for a term appointment. They are accorded the rights and
privileges pertaining to other academic staff members, except those that
apply specifically to members of the academic staff with faculty rank,
such as eligibility for tenure. (Academic appointees on the hourly payroll
do not receive University benefits.) Graduate assistants are students with appointments which include teaching, research, and clinical assistants. |
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Academic Freedom and
Faculty Responsibility The responsibilities of
full-time members of the academic staff to the University are fulfilled by
the performance appropriate to rank and terms of appointment of teaching,
scholarly research, continuing education and public service. Such staff
members may carry on some professional or business activities of an
income-producing character, so long as such activities are compatible and
not in conflict with University interests. The head or chair of the
department of which the employee is a member should know about and approve
of these activities outside the University. See Policy on Conflicts of
Commitment and Interest in this chapter. Universities exist to serve
the common good and not primarily to further the interests of either
individuals or institutions. The basic functions of the University of
Illinois are teaching, research, and public service. By accepting an
appointment at this University, an individual assumes a responsibility to
pursue scholarly activities. Such pursuits necessitate free inquiry, free
expression, intellectual honesty, respect for the dignity and rights of
others, and openness to change. The rights and responsibilities exercised
within the academic community must be compatible with these
characteristics. Academic freedom is
essential to the functioning of a university. It applies to its teaching,
research, and public service and involves both faculty and students.
Faculty members are responsible for providing students with the same kind
of freedom that they claim for themselves, namely, the freedom to consider
conflicting views and to make their own evaluation of data, evidence, and
doctrines. Furthermore, faculty members have a responsibility to maintain
an atmosphere conducive to intellectual inquiry and rational discussion.
Faculty members are
expected to instruct their assigned courses in a manner consistent with
the scheduled time, course content, and course credit as approved by the
faculty. Within these constraints, they are entitled to freedom in the
classroom in developing and discussing according to their areas of
competence the subjects that they are assigned. Faculty members who are
unable to meet their classes have the obligation to offer alternate
instruction to meet the course requirements. If they are unable or
unwilling to do so, their department or college must assume this
responsibility. Since University policy calls for the comparison of a
student's performance with that of other students in the University for
the several purposes that grades serve, faculty members have the
responsibility to provide the University with an evaluation of the work of
each student in their classes. Faculty members are
citizens as well as members of a learned profession and an educational
institution. When they speak or write as citizens, they should be free
from institutional censorship or discipline. As citizens, faculty members
have the rights common to all citizens to organize and join political or
other associations, convene and conduct public meetings, peacefully
demonstrate, picket, and publicize their opinions on political or social
issues. In exercising these rights, they should not use the services of
the University, and any indication of University affiliation should be
accompanied by a statement that it is for identification purposes only.
Each faculty member has the
right to criticize and seek alteration of regulations and policies by
appropriate means. Among means deemed inappropriate are committing or
inciting acts of physical violence against or coercion of individuals;
acts that interfere with academic freedom, freedom of speech, or freedom
of movement; and acts of destruction of property.
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Alleged abuse of the proper role of the faculty with regard to academic freedom and faculty responsibility should be identified and adjudicated by appropriate faculty bodies already in existence in the University community in accordance with established principles and procedures of due process. The University Statutes (http://www.uillinois.edu/trustees/statutes.cfm) indicate that these evaluations are initially made by departmental administrators with the counsel of faculty bodies; subsequent evaluation is made by academic deans, campus- and University-level administrators, and the Board of Trustees with adequate counsel of faculty bodies. At the campus level, the Faculty Advisory Committee and the Senate Committee on Academic Freedom and Tenure are charged with a responsibility in both the judicial and review processes. Periods of
Appointment Members of the teaching
staff are generally appointed for an academic year, which at the
Urbana-Champaign campus consists of two semesters (August 21 to January 5
and January 6 to May 20). They are free for other employment in the
University or elsewhere during the summer months, except that they are
expected to report for any departmental meetings before registration and
to render all services requested of them in connection with registration
and the preparation of materials and reports for the academic year.
Academic year appointees must be paid over twelve months; i.e., August 21
to August 20, unless they are temporary; i.e., visiting, in which case
they may be paid over nine months. Academic-year appointees have no
vacation periods except for specific approved
holidays. Academic staff members at
Urbana-Champaign on an academic-year appointment may also be employed to
teach in the summer session, or to perform research or other services
during a period not exceeding two months or two-ninths of the academic
staff member's academic year salary. For each month of such service, they
will receive additional compensation at the rate of one-ninth of the
full-time rate paid for services required during the preceding academic
year. Summer employment that exceeds two months or the full-time
equivalent of two-ninths of the academic year salary is subject to advance
approval by the chancellor. Questions may be directed to the Office of
Academic Human Resources. Members of the
administrative, research, and extension staffs (i.e., academic
professionals) are generally appointed for twelve months, including
allowable vacation consisting of twenty-four working days per appointment
year. While most academic professional staff members are appointed on a
twelve-month basis, other options are available, including the academic
year nine-month appointment as described above and the ten-month service
paid over twelve months appointment. On this latter ten-month appointment
type, no vacation is earned as with the nine-month appointment, and the
ten months of service may occur over any ten-month period. In addition,
academic professionals on a ten-month appointment may be eligible for a
one-month "summer" appointment at the rate of one-tenth of the annual
rate. Transfers Between
Academic and Civil Service Status When a staff member changes
from a civil service position to an academic position, or vice versa, sick
leave and vacation credit will be transferred as outlined in Section
IX/C-39 of the Campus Administrative Manual (www.fs.uiuc.edu/cam). For questions regarding the
application of these policies, call the Office of Academic Human Resources
(333-6747) when transfers are to academic status and the Personnel
Services Office (333-2143) when transfers are to civil service status.
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SALARY
INFORMATION There are petition and
review processes for faculty members and academic professionals who
believe their salaries are too low by reason of sex, race, color, national
origin, or religion. The policy has its origins in affirmative
action/equal opportunity and does not apply to perceived inequities
stemming from causes other than sex, race, color, national origin, or
religion. To initiate the equity
review process, the complainant must file a written petition with the
executive officer of his or her department or unit. This petition should
1) describe the peers with whom a comparison of salary and accomplishments
should be made and 2) state the dollar amount of the perceived salary
discrepancies. Faculty Salary Equity
Review Because market factors can
vary to a considerable degree from discipline to discipline, equity review
petitioners should seek counterparts within their own discipline or, in
the case of small departments, in closely related disciplines. To be
acceptable for review, the petition must describe a discrepancy between
the salary of the petitioner and the average of the appropriate
counterparts that exceeds 7 percent of the petitioner's salary.
After receiving the
petition, the departmental/unit executive officer will meet with the
petitioner to determine (with the help of a standing or ad hoc committee,
if necessary) whether the petitioner has named appropriate counterparts.
If further review is warranted, the petition is referred to a standing or
ad hoc committee appointed by the executive officer. When the committee
has completed its review, its recommendations are communicated in writing
to the executive officer, who is charged with making a decision. The unit
executive officer's decision is communicated in writing to the petitioner
and for purposes of review to the administrator to whom the unit executive
officer reports. This administrator will review all materials examined at
the departmental level and will assess whether fair and proper procedures
were followed and whether the decision at the departmental level was
sound. The reviewer's decision is final. For the complete text of
the faculty salary equity review process, consult Section IX/C-31 of the
Campus Administrative Manual (www.fs.uiuc.edu/cam),
available in academic and administrative offices, including the Office of
Equal Opportunity and Access on the first floor of Swanlund Administration
Building. Academic Professional
Salary Equity Review In an equity review
petition, the peers cited do not have to be in the same unit or have the
same job title as the petitioner, but should have similar jobs and
comparable qualifications and experience to those of the petitioner. To be
acceptable for review, the petition must describe a discrepancy between
the salary of the petitioner and the average of the appropriate
counterparts that exceeds 10 percent of the petitioner's salary.
After the departmental/unit
executive officer receives the petition, a meeting will be arranged
between the petitioner and his or her supervisor. At this point the matter
will be resolved if a proposed solution is acceptable to both parties.
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If the issue is not resolved at the supervisor's level, a review will be conducted by the departmental/unit executive officer in consultation with a standing or ad hoc committee appointed by the executive officer. The petitioner has the right to be heard by this committee. When the committee has completed its review, its recommendations are communicated in writing to the executive officer, who is charged with making a decision in the matter. If the petitioner is not satisfied with the decision of the unit executive officer, he or she may appeal to the administrator to whom the unit executive officer reports. This administrator will review all materials examined at the departmental level and will assess whether fair and proper procedures were followed and whether the decision at the departmental level was sound. The reviewer's decision is final. For the complete text of the academic professional salary equity review process, consult Section IX/C-32 of the Campus Administrative Manual (www.fs.uiuc.edu/cam), available in academic and administrative offices, including the Office of Equal Opportunity and Access on the first floor of Swanlund Administration Building. Mid-Year Salary
Increases Salary increases ordinarily
occur as part of the annual budget cycle, i.e., are effective August 21 at
the beginning of the appointment year. Mid-year salary increases will not
be approved except in limited and well-defined circumstances. Such
circumstances include: 1) responding to a demonstrable salary inequity
within the employing unit when there are compelling reasons to make the
adjustment outside the normal process; 2) countering an immediate written
offer to an employee either from outside the University or from another
unit; and 3) recognizing a significant change in an employee's duties and
level of responsibility. In the latter case, a change in title is not in
itself sufficient. There must be a real and clearly noticeable change in
the position as of the date of the increase. Requests for mid-year salary
increases should be accompanied by a statement of justification and
forwarded through the normal personnel approval channels (unit, college,
or director of an independent campus unit) to the Office of the Provost.
Employment and Salary
Verification Academic staff members who
are attempting to secure loans or mortgages and who need employment and/or
salary verification may contact the Office of Academic Human
Resources-Processing, 807 South Wright Street (333-2191). Salary
information will be released to mortgage or credit companies only upon
authorization by the employee. Verifications of salary may be also be done
electronically through the TIGER Web-based system. For further
information, consult Human Resources Information Center at
333-4297. |
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VACATIONS, HOLIDAYS, AND
LEAVES Vacations and
Holidays Academic staff members
appointed for any period of time other than on a twelve-month basis have
no vacation periods except for specific approved holidays. Full-time
academic staff members appointed on a twelve-month basis receive 24
workdays of paid vacation per appointment year; part-time academic staff
members appointed on a twelve-month basis receive 24 workdays of paid
vacation at the percentage of their appointment (based on an eight-hour
day) per appointment year. Vacation is arranged to accommodate the
convenience of the academic staff member with the approval of the unit. A
maximum of 48 workdays of vacation may be accumulated and carried over
into the new appointment year. During a partial-year appointment, vacation
is prorated. Vacations taken during the holiday recesses, other than the
actual holidays recognized by the University, are considered a part of the
annual vacation allowance of 24 days. For more information refer to NESSIE
Vacation Leave. Each fiscal year salaried employees are eligible for the designated holidays and one or two floating holidays depending on the number of designated holidays each year. Part-time employees who do not normally work on a designated holiday day are not eligible to take a "make up" holiday on a day they normally work. Leaves of
Absence Sabbatical
Leave. A member of
the faculty who has the rank of assistant professor or above and who has
served the University for the periods indicated below on full-time,
nonvisiting appointment as an assistant professor or above since his or
her original appointment or since the termination of his or her last leave
on salary, may be granted a sabbatical leave of absence with pay for the
purpose of study, research, or other pursuit. The object of the leave is
to increase the individual's usefulness to the University. The leave must
be recommended by the head or chair of the faculty member's department
with the concurrence of the dean of the college (or on recommendation of
the dean or director of an independent campus unit), subject to approval
by the chancellor, the president, and the Board of Trustees.
The following sabbatical
leave options are available to the Urbana-Champaign faculty:
A. For faculty members on
nine-month appointments 1. After eight
appointment years of full-time service: a. two
semesters at two-thirds salary or b. one
semester at full salary. 2. After six
appointment years of full-time service: a. two
semesters at half salary or b. one
semester at full salary. |
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3.
After four appointment years of full-time service: one
semester at two-thirds salary. 4. After three
appointment years of full-time service: one
semester at half salary. B. For faculty members on
twelve-month appointments 1. After nine
appointment years of full-time service: nine
months at full salary. 2. After eight
appointment years of full-time service: a.
twelve months at two-thirds salary or b. eight
months at full salary. 3. After six
appointment years of full-time service: a.
twelve months at half salary or b. six
months at full salary. 4. After four
appointment years of full-time service: six
months at two-thirds salary. 5. After three
appointment years of full-time service: a. six
months at half salary or b. three
months at full salary. After a sabbatical leave,
credit toward the next sabbatical begins to accumulate at the beginning of
the next semester (for faculty members on nine-month appointments) or the
next month (for faculty members on twelve-month appointments) upon
returning to full-time service. Time spent on leave of absence without pay
may not be counted as credit toward a sabbatical leave, unless
specifically approved by the provost. An eligible faculty member
may combine sabbatical leave salary with salary paid from a grant or
contract administered by the University as long as 1) the combined salary
does not exceed the faculty member's full salary for the year in which
sabbatical is taken and 2) the contracting or granting agency approves
such an arrangement. |
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Sabbatical leaves are given
to members of the faculty primarily for the purpose of enabling them to
acquire additional knowledge and competency in their respective fields.
No one to whom a sabbatical has been granted will be permitted while on
such leave to accept remunerative employment or engage in professional
practice or work for which he or she receives pecuniary compensation,
including administrative stipends. Although this does not prohibit the
faculty member while on leave from giving a limited number of lectures or
doing a limited amount of other work, it does require advance approval by
the chancellor. A faculty member while on sabbatical leave may accept a
scholarship, fellowship, or grant for the purpose of study, research, or
scientific investigation provided that the acceptance does not impose
duties and obligations incompatible with the purpose for which sabbatical
leaves of absence are granted. A member of the faculty to
whom a sabbatical leave of absence has been granted must agree to return
to the University on the expiration of the leave and to remain in its
service for at least one year thereafter or pay back any salary earned
during the leave. The University, on its part, will agree to retain the
faculty member in its service for the period of one year after return from
sabbatical. Upon the faculty member's return from sabbatical leave, he or
she is required to submit through the appropriate department head and dean
or director a report to the chancellor on the work undertaken during the
sabbatical period. Those reports should be routed through the Office of
Academic Human Resources. Each faculty member seeking
sabbatical leave must prepare an Application for Sabbatical Leave of
Absence form and a sufficiently detailed statement about the proposed
program of study and travel and the type of supplementary financial aid to
be applied for or received. This material is transmitted through the head
of the department and the dean of the college (or the director of a
similar unit) to the provost, who forwards the application to the Campus
Research Board for evaluation and recommendation. In light of the Research
Board's recommendations, the provost transmits the application, with
recommendations via the chancellor, to the Board of Trustees. Applications
will not be approved if any additional costs to the University are
involved. For further information,
consult the Provost's Communication No. 19 (http://www.provost.uiuc.edu/communication/19/index.html);
NESSIE Sabbatical Leave; or call the Office of Academic Human Resources
(333-6747). Leave of Absence without
Pay. On the
recommendation of the head or chair of a department and with the
concurrence of the dean of the college, or on the recommendation of the
dean or director of an independent campus unit, a member of the academic
staff may be granted a leave of absence without pay (full or partial) by
the chancellor for a period of one year or less. Such a leave may be
renewed in special circumstances, ordinarily for not more than one year.
Leaves for longer periods or frequently recurring leaves would not seem to
serve the best interests of the University. It is the obligation of the
head of the unit to justify the approval of the leave. Leaves of absence
without pay are not normally granted to academic staff on visiting
appointments. Refer to Provost's Communication No. 20 (http://www.provost.uiuc.edu/communication/20/index.html);
NESSIE Leaves; or contact the Office of Academic Human Resources
(333-6747). |
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In order to continue to
receive service and earnings credit for retirement purposes, an employee
who is granted a leave of absence without pay must file an election to pay
the employee contributions of 8 percent of salary, which are automatically
deducted from the employee's earnings when pay is being received.
Employees on leave without pay do not earn sick leave or vacation during
the period of the leave unless the leave without pay is a partial leave,
and then the vacation and sick leave benefits are earned at the percentage
the employee works. The Family and Medical
Leave Act (FMLA) of 1993 entitles eligible employees to up to 12 weeks of
unpaid (or paid) leave for illness or certain family reasons. Employees
are eligible for the 12 weeks of FMLA leave each academic year (August 21
through August 20). Employees may use paid sick leave or vacation, as
appropriate, during the FMLA leave or may use leave without pay if
necessary. FMLA leave is available for the following purposes: birth or
adoption of a child, and in order to care for such child; care of a
spouse, child, or parent with a serious health condition; or for an
employee's serious health condition. Refer to Section IX/A-10 of the
Campus Administrative Manual (www.fs.uiuc.edu/cam)
for specific provisions under FMLA or NESSIE Family Medical Leave or
contact the Office of Academic Human Resources (333-6747) for additional
information. For employees ineligible
for FMLA leave or who have exhausted their 12 weeks FMLA leave, leave
without pay for family purposes such as child-rearing and care of an
invalid or seriously ill spouse, parent, child, other close relative, or
member of the household is available. It is available to male and female
staff members, regardless of marital status, and is applicable to the
adoption of children. Requests for leave for family reasons are treated
like any other request for leave without pay. Also see Parental Leave
below. Within strictly defined
limits, assistant professors who provide service to the University for
less than a full appointment year (as in the taking of leave without pay)
may determine whether they wish to have that year counted toward
completion of the probationary period toward tenure. Refer to the section
on the probationary period for a statement of this policy. Time spent on a
leave of absence without pay does not ordinarily count toward the
completion of the probationary period for a faculty member in the tenure
track, if the circumstances of the leave are such that the faculty
member's ability to continue scholarship or creative activity is impaired.
Neither does it ordinarily count as service in establishing eligibility
for a sabbatical leave with pay, unless recommended and agreed upon in
advance. Leave without pay (full or partial) will not count toward the
total service credit in determining the minimum notice of nonreappointment
for academic professional staff members. Sick
Leave. Sick leave
may be used for illness of, injury to, or need to obtain medical or dental
consultation for the academic staff member, the academic staff member's
spouse, children, parent, or members of the household. An academic staff
member may use sick leave for pregnancy. Following the adoption or birth
of a child, sick leave may be used for a period of time, not to exceed 12
weeks, to care for that child. |
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Academic staff members with
an appointment that is 50 percent or more for nine continuous months and
are a participant in a university approved retirement system have 25
workdays of sick leave available each appointment year. The first 12 of
these are cumulative, if unused. If these 12 days are used, up to 13
additional workdays are available in that appointment year. The 13
workdays are not cumulative. When these 25 days of sick leave (12 days
cumulative and 13 days noncumulative) are exhausted in an appointment
year, any balance of leave accrued prior to January 1, 1984 and on or
after January 1, 1998 may be used. After that amount is completely
depleted, any balance of sick leave accumulated on or after January 1,
1984 and prior to January 1, 1998 may be used. In addition, once all sick
leave is really exhausted, employees who have contributed to the Shared
Benefits Pool may request up to 45 workdays from that pool for
catastrophic illnesses to bridge time to apply for SURS disability, for
example. See below for further information. Finally, the chancellor may
grant paid sick leave up to one-half of an appointment year (including the
leaves just described) for full-time academic staff members with at least
three full years of service. An academic staff member who has not
accumulated sufficient sick leave and who has not completed three full
years of service may, with the approval of the unit, utilize accumulated
and unused vacation and/or request leave without pay.
The Family and Medical
Leave Act (FMLA) of 1993 entitles eligible employees to up to 12 weeks of
leave for illness or for certain family reasons. Employees may use paid
sick leave or vacation, as appropriate, during the FMLA leave or may use
leave without pay if necessary. FMLA leave is available for the following
purposes: birth or adoption of a child, and in order to care for such
child; care of a spouse, child, or parent with a serious health condition;
or for an employee's serious health condition. Refer to Section IX/A-10 of
the Campus Administrative Manual (www.fs.uiuc.edu/cam) for specific provisions under FMLA,
NESSIE Family Medical Leave or Sick Leave-Academic Employees, or contact
the Office of Academic Human Resources (333-6747) for additional
information. Eligible faculty and
academic professional staff may participate in the shared benefits (sick
leave) pool by donating one or more vacation or cumulative sick leave
days. Participating employees who later exhaust all accumulated leave may
request up to 45 additional sick leave days from the pool when
experiencing a serious illness or injury or when a disability claim is
pending before the State Universities Retirement System (SURS). For
specific information on the shared benefits option, consult Section
IX/C-39.1 of the Campus Administrative Manual (www.fs.uiuc.edu/cam) for specific provisions, NESSIE
Shared Benefits, or contact the Office of Academic Human Resources
(333-6747) for additional information. Academic staff members on
appointment for less than a full appointment year receive a prorated share
of the 12 cumulative and 13 noncumulative days. Academic staff members on
part-time appointment receive the 12 and 13 days at the percentage of
their appointment. If the percentage of the appointment changes, the
previously accumulated sick leave days must be converted to the equivalent
number of days at the new percentage. |
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Postdoctoral research associates, graduate assistants, medical residents, SURS annuitants, and those employees appointed for less than 50 percent time and/or for less than a continuous nine-month period (with no intention to reappoint) receive 13 noncumulative and noncompensable sick leave days per appointment year. According to state law and prior actions of the Board of Trustees, upon termination of employment, an employee is eligible for payment for one-half of unused compensable sick leave earned on or after January 1, 1984 and prior to January 1, 1998. The other half of unused compensable sick leave as well as any cumulative non-compensable sick leave balance earned before January 1, 1984 and on or after January 1, 1998, is used as service credit in the State Universities Retirement System. Sick leave balances are centrally collected and reported on an annual basis. For further information, consult the University of Illinois General Rules or check with your unit. Parental
Leave. Eligible
academic staff members and graduate assistants are entitled to paid leave
of up to two weeks per academic year immediately following the birth or
adoption of a child. This leave is counted as part of the twelve-week
entitlement under the Family and Medical Leave Act (FMLA) of 1993 for
FMLA-eligible employees. Eligible academic staff members are those who
have competed six continuous months of employment. Eligible graduate
assistants must have a current assistantship for at least one semester and
must hold an active appointment at the time the leave is taken. Hourly
appointments are not eligible. The Campus
Administrative Manual, Section IX/A-21 (http://www.fs.uiuc.edu/cam), should be reviewed for
additional information about parental leave. More information can be found
through NESSIE under Parental Leave or questions may be directed
to the Office of Academic Human Resources (333-6747).
Military
Leave. Compensation
while on military leave for annual training, special or advanced training,
and basic training shall be in accordance with the Illinois Military Leave
of Absence Act. In the event an employee is called upon for active duty,
the employee shall receive leave with pay for up to 30 consecutive days.
Leave for service in the Armed Forces of the United States without pay
shall be granted to an employee who enlists, volunteers for, or is
inducted into such service. Upon approval of the appropriate campus executive officer, a leave of absence shall be granted to an academic employee who is a member of any reserve component of the United States Armed Forces or of any reserve component of the Illinois State Militia for any period actively spent in military service, in accordance with state and federal law. Compensation while on military leave for annual training, special or advanced training and basic training shall be in accordance with the Illinois Military Leave of Absence Act (5ILCS325/1). In the event an employee is called up for active duty, the employee shall receive leave with pay for up to 30 consecutive days. Leave for service in the Armed Forces of the United States without pay shall be granted to an employee who enlists, volunteers for, or is inducted into such service (Reemployment Rights of Members of the Uniformed Services Act [38U.S.C.4301 et seq.]). Refer to Section IX/C-37 of the Campus Administrative Manual (http://www.fs.uiuc.edu/cam) or contact the Office of Academic Human Resources (333-6747) for specific provisions of military leave. |
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Jury Duty Leave.
All academic staff
members are given leave with pay for the duration of jury duty and may
retain funds paid to them in compensation for such duty. Jury duty leave
is strictly a departmental matter, and all arrangements are made between
the department head and the staff member. The department must make
provisions to handle the workload of the staff member on jury duty;
additional funds for this purpose are not available. See the Campus
Administrative Manual, Section IX/C-37 (http://www.fs.uiuc.edu/cam), or contact the Office of
Academic Human Resources (333-6747) for additional information concerning
jury duty. Bereavement
Leave. Upon
request, an academic staff member shall be granted, without loss of
salary, bereavement leave of up to three work days due to the death of a
member of his or her immediate family or household and one work day due to
the death of a relative outside the immediate family. Leave beyond these
amounts may be approved from the unit under special circumstances.
"Immediate family" shall be
interpreted to be: father, mother, sister, brother, spouse, and child of
the employee. Also included as immediate family are mother-, father-,
brother-, sister-, son-, and daughter-in-law, as well as grandchildren
and/or grandparents. Biological, adopted, foster, legal wards, step, or in
loco parent is relationships are considered as immediate family under this
policy. "Relative outside the immediate family" shall be interpreted to
be: aunt, uncle, niece, nephew, or cousin of the employee. The Campus
Administrative Manual, Section IX/C-43 (http://www.fs.uiuc.edu/cam), should be reviewed for
additional information about bereavement leave. Questions may be directed
to the Office of Academic Human Resources (333-6747).
TENURE AND
PROMOTION Within the academic staff,
the following academic ranks and only these ranks are recognized as being
subject to the statutory provisions governing appointments for an
indefinite term (i.e., tenure): professor, associate professor, and
assistant professor. The University's Statutes (http://www.uillinois.edu/trustees/statutes.cfm)
permit the use of modifying terms such as "research," "adjunct,"
"clinical," and "visiting" in conjunction with these
academic ranks (e.g., research professor, adjunct assistant professor,
clinical associate professor, visiting professor), but no tenured
appointment (one for indefinite term) may be made when a modifying term is
used. (See Article IX of the University Statutes [http://www.uillinois.edu/trustees/statutes.cfm#art9].)
Credit toward completion of the tenure-track probationary period (defined
below) normally may not be earned for an appointment in which a
modifier is used in the title. Information in the
following sections on the probationary period and indefinite tenure apply
only to the academic ranks of professor, associate professor, and
assistant professor. In addition, they do not apply to (1) appointments at
any rank that do not involve salary or obligation to render services; (2)
appointments for 50 percent or less of full-time service at ranks other
than professor or associate professor; or (3) appointments for less than
75 percent of full-time service during any period when the appointee is a
candidate for a degree at the University. (See Article X of the University
Statutes [http://www.uillinois.edu/trustees/statutes.cfm#art10].) |
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Length of Appointment
and the Probationary Period An appointment as professor
or associate professor is for an indefinite term, except that first
appointments or temporary appointments may be made for a shorter period.
For example, a new associate or full professor may be given an untenured
initial term, or "Q" appointment, normally for up to four years. By no
later than the penultimate year of the appointment, a decision must be
made by the unit to recommend indefinite tenure through the normal
promotion process or to recommend that the faculty member be given a
notice of nonreappointment. (See Provost's Communication #5 [http://www.provost.uiuc.edu/communication/05/index.html].) No appointment at the rank
of assistant professor, however, is for an indefinite term unless the
contract from the Board of Trustees so states. Appointments for a definite
term are, of course, renewable, although they do not carry any guarantee
or implication that they will be renewed, even though the appointee may
have performed his or her duties satisfactorily. An appointee receiving his or her first contract at this University as an assistant professor enters a probationary period of seven academic years of service. Prior academic service at other academic equivalent institutions may be credited, normally up to a maximum of three years, toward the fulfillment of the probationary period. Although discouraged, executive officers may request from the provost permission to grant more than three years credit. Within limits, a
tenure-track faculty member who provides service to the University of
Illinois for less than a full appointment year (that is, when the initial
appointment begins after the eighth week of the academic year) may
determine whether he or she wishes to have that year count toward
completion of the probationary period. However, if an individual is
substantially in residence (for example, able to participate in the
teaching program) in the fall semester, the year will count toward the
probationary period. The rule of thumb is that the year will count if the
appointment begins before the opening of the ninth week of the semester.
If unusual circumstances apply in the case of an appointee who begins
after August21 but before the ninth week, the unit executive officer may
appeal on behalf of the faculty member, through the appropriate
administrative chain, for a delay in the start of the tenure clock until
the next August21. The provost will make the final decision in such cases.
The appointee's choice, if approved, cannot be reversed thereafter. (See
Provost's Communication #14 [http://www.provost.uiuc.edu/communication/14/index.html].) It is important for faculty
members to understand the implications of counting or not counting years
in which they provide less than a full year's service toward completion of
the probationary period, since that will affect the timing of promotion
and tenure decisions. This also applies to initial appointments with
respect to the question of prior service credit. In each instance, the
department is responsible for assisting faculty members to understand
fully the implications of their requests. Guidelines for Review of
Faculty in the Third Year of Their Probationary Period When a faculty member reaches tenure code "3" in the probationary period, a formal review of the faculty member's progress should be undertaken. This is known as the "third-year review." Although departments should conduct annual reviews, the third-year review is more formal and should be in writing and made a part of the faculty member's personnel file. |
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A faculty member eligible
for third-year review is encouraged to consult with the unit executive
officer concerning scheduling and outcome of the review. Failure to
conduct the review shall not be construed as an indication of the faculty
member's performance or create an entitlement to promotion or indefinite
tenure. It is the responsibility of
the department or equivalent academic unit to inform all faculty members
of campus and college criteria for advancement in rank. If a unit has
adopted additional criteria, these should also be communicated to faculty
members. In addition to information about the criteria for advancement,
faculty members should receive information about the process used for
promotion and tenure reviews, including the separate reviews that take
place at the department, college, and campus levels. (See Provost's
Communication #13 www.provost.uiuc.edu/communication/13/index.html.) Policy on Interruptions
of the Probationary Period (Tenure Rollback Requests) A rollback may also be
granted for compelling obligations to a member of the family or household
that requires significant time away from University duties. Except in
extraordinary circumstances, a rollback will be granted in the event of
the birth or adoption of a child under six years old. Finally, a rollback
may be granted under circumstances beyond the control of the faculty
member, such as grave administrative error. The candidate's record
before the event must be consistent with the preservation of institutional
quality. The criterion on this aspect is that the candidate is making
appropriate, demonstrable progress toward attaining indefinite tenure. In
the case of childbirth or adoption, this criterion is deemed to be
satisfied automatically if the unit intends to reappoint the candidate in
the following academic year. Requests for rollbacks must be initiated in
writing by the faculty member and gain approval through appropriate
channels (executive officer, dean/director, and provost). (See
Provost's Communication No. 16 http://www.provost.uiuc.edu/communication/16/index.html.) Criteria and Procedures
for Promotion and Tenure For each individual
ultimately recommended for promotion and tenure, the executive officer
must submit documentation supporting and explaining the recommendation.
The resulting process takes most of the academic year because each
recommendation for promotion or tenure is reviewed at multiple levels,
including the home unit and each unit in the reporting chain up through
the campus level. Decisions to promote
faculty members and to award tenure are the most important made by the
University, for they determine the quality of the faculty for decades to
come. Departments & colleges are urged to be very selective in their
recommendations, particularly for appointments to indefinite
tenure. |
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Promotion to associate
professor with indefinite tenure should be recommended only if an
individual has shown real signs of accomplishment as measured by an
appropriate assessment of the significance of his or her works.
Additionally it should be clear that the individual shows real signs of
promise of becoming a leading scholar and teacher, creative artist, or
provider of public service according to the individual's primary assigned
responsibilities. That promise must be supported by tangible evidence.
Because tenure has consequences of long life and great magnitude, it
should be awarded only when the best interests of the University of
Illinois are clearly served by doing so. This is the overriding
criterion. A recommendation for
promotion to full professor should be based upon an assessment that, since
the last promotion, the candidate has made contributions of an appropriate
quality and magnitude in research, teaching, and service, and has
demonstrated the ability to sustain contributions to the field and to the
department, so that granting the promotion is in the best interest of the
University of Illinois. There should be evidence that the individual has
attained national or international stature in their field. This is promise
fulfilled. In any promotion review,
consideration should be given to performance of the individual in the
three areas of teaching, research, and service. However, the three need
not be treated equally. Their interpretation and weighting should reflect
the definition of the position to which the individual has been appointed
and to which he or she might be promoted. For most faculty members,
the primary basis for promotion and tenure will be evidence of high
quality in both teaching and research, with consideration also being given
to evidence of valuable public service or service to the University and to
professional communities. This University is committed to excellence in
all of these areas, but we recognize that equal excellence in each of them
in individual cases is rare. Promotion and tenure will generally be
awarded only if the evidence shows that a candidate's research
accomplishments are excellent and the candidate's teaching is also strong,
or if a candi-date's teaching accomplishments are excellent and the
candidate's research accomplishments are also sufficiently strong to meet
the requirements for promotion. It will be unusual and exceptional to
award promotion and tenure merely on the basis of strong performance in
only one of these areas. In every instance, the record of teaching and
scholarship should be thoroughly documented, with due deference to the
college and the University definition of what constitutes high quality in
each category. Several methods of evaluation should be used, and the
record should be thorough enough to indicate not just past performance,
but also a high likelihood of continued excellence. There are certain faculty
roles for which different criteria are appropriate, such as in the
continuing education and public service areas of the University. In such
cases, explicit criteria for judging the quality of performance must be
developed by the candidate's department and dean at the time of
appointment, and there should be ample evidence that these criteria are
being met in an exemplary fashion. When teaching is a primary part of the
public service, the activity should be judged according to criteria
adapted from the evaluation of resident instruction. When research is a
primary part of the public service, the activity should be judged
according to criteria adapted from the evaluation of research and
scholarship discussed above. Faculty members who are in
positions that are primarily public service oriented should be evaluated
with heavy weight on the quality of performance in the service
provided. |
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ACADEMIC PROFESSIONAL
EMPLOYMENT Establishment of
Academic Professional Positions Establishing a new academic
professional position requires prior approval by the Office of Academic
Human Resources, and University Administration, which reviews the
Principal Administrative Position Exemption (PAPE) form in order to
ascertain whether the proposed duties and qualifications are appropriate
to an academic position, as opposed to a civil service staff position.
When deemed necessary, the duties and qualifications are also reviewed by
the campus Personnel Services Office. If the position fulfills the
criteria outlined on the PAPE form, the Office of Academic Human Resources
determines whether it can be approved at the campus level or if further
review is needed with a recommendation for approval and submission to the
State Universities Civil Service System for final consideration.
The Campus Administrative Manual (http://www.fs.uiuc.edu/cam), Section IX/C-16, should be reviewed for additional information about establishing academic professional positions. PAPE forms are completed electronically using the DART system at hrnet.uihr.uillinois.edu/dart/uiuc.html. Policy questions may be directed to the Office of Academic Human Resources (333-6747). Evaluation of
Performance of Academic Professional Employees All units are required to
provide annual performance evaluations of academic professional employees.
The purpose of the evaluation is to assess the employee's effectiveness
during the previous year and expectations regarding performance and
professional growth in the coming year. It also includes a review of the
position description on an annual basis. The structure of such reviews may
be chosen to meet the particular needs of the unit. Some situations will
suggest more formality than others; other work styles and relationships
will prosper more with an informal approach. Only one format may be used
within a unit to assure that fair comparisons are made. The employee
should be given an opportunity to respond to written comments. Completed
academic professional review instruments (or forms) and employee written
comments are to be placed in the employee's personnel file in the
departmental administrative office. The Provost's
Communication #22 (www.provost.uiuc.edu/communication/22/index.html),
should be reviewed for additional information about performance reviews.
Questions should be directed to the Office of Academic Human Resources
(333-6747). Promotion of Academic
Professional Employees Promotional lines for
academic professional employees (e.g., assistant director to associate
director within a unit) are sometimes appropriate to the work and needs of
the unit. Where appropriate, the provost encourages their establishment as
a means of providing promotional opportunities to outstanding academic
professional employees. (The existence of such lines does not require
their use for promotions one has the latitude to hire a new individual if
no one in the unit is well qualified for the promotion.) Even where clear
promotional lines do not exist, positions can be upgraded to reflect both
the needs of the unit and the capabilities of the individual involved.
Such upgrades could involve a redefinition of the position to involve
higher-level assignments, a salary increase, and possibly a change of
title. |
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Both the development of
promotional lines and the upgrading of an individual position, when it
involves a title change, require two forms of review and action. The
Office of Equal Opportunity and Access must review the proposed action for
its affirmative action implications and the Office of Academic Human
Resources must review it to ascertain its status with regard to the
Principal Administrative Position Exemption process. Thus, a joint letter
to these two offices outlining the proposed personnel action is required.
Questions concerning the
promotion of an academic professional employee should be directed to the
Office of Academic Human Resources (333-6747). Chancellor's Academic
Professional Excellence (CAPE) Award The Chancellor's Academic
Professional Excellence (CAPE) Award is designed to recognize demonstrated
excellence by academic professional staff located at the Urbana-Champaign
campus, including off-campus staff of Continuing Education and Public
Service, and Cooperative Extension Service. The award is intended to
encourage professional development and improve morale by honoring
contributions by outstanding academic professional staff members. Any
academic professional whose appointment is at least 50-percent time, has
been employed as an academic professional for at least three years at
full-time or the equivalent, and does not have a tenured or tenure-track
appointment, is eligible to be nominated for the CAPE award. Nominees for
the CAPE award will be judged on three criteria: work, personal, and
professional contributions. Each winner of the CAPE award will receive
$2,000 in cash for personal use at the award presentation each spring and
a $1,000 permanent salary increase. In addition, $1,000 will be added on a
one-time basis to each winner's departmental budget to be used for the
purchase of equipment, materials, or training that would benefit the
winner's workplace in future years. Up to six awards may be
given annually. Nomination forms may be obtained from the Office of
Academic Human Resources (333-6747) each fall around mid-October.
GRIEVANCES The Urbana-Champaign campus
of the University of Illinois has two elected committees to represent
academic employees: the Faculty Advisory Committee (FAC) and the Council
of Academic Professionals (CAP). These bodies are empowered to hear
employment grievances of many types and to make recommendations to the
chancellor in such cases based on their findings. Faculty Advisory
Committee Grievance Procedures Any constituent of the
Faculty Advisory Committee may present a suggestion or grievance to any
member of the committee. All informal consultations of this kind will be
reported to the committee. It should be emphasized that such informal
consultations with members of FAC are often highly productive and can
result in the elimination of misunderstandings and the resolution of
disputes in a way that helps to maintain the collegial atmosphere of a
unit. In addition, the committee member will be able to give advice on
local channels of appeal, which should, in general, be explored before a
formal grievance is taken to the FAC. |
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If a constituent wishes to
bring a formal grievance before the committee, it should be in writing,
addressed to any member of the committee. After receipt of such a
grievance, the chair may appoint an investigative subcommittee usually
composed of two members. The subcommittee will report to the committee,
which will determine whether to pursue the matter further as specified in
the FAC Articles of Procedure. The FAC will communicate its decision and
any recommendations to the grievant, the person against whom the grievance
was filed, and administrators, as appropriate. A recommendation involving
administrative action will be accompanied by the request that the matter
be considered within 30 days and the committee informed of the outcome.
In an inquiry into a
constituent's complaint, matters brought before the committee by the
grievant will be held in complete confidence except as the grievant and
the committee agree to the contrary. Any public statement from the FAC
will be made only by the chair or the chair's designee and only as
authorized by the committee. Council of Academic
Professionals Grievance Procedures The Council of Academic Professionals believes amicable mutual settlement of issues is preferable to formal grievance procedures because such settlement is more conducive to a satisfactory continuing employment relationship. Formal grievance procedures should be used only after informal efforts within the employee's unit have left all or part of the problem unresolved. Any academic professional
staff member (as defined under Categories of Academic Employees in chapter
3 of this handbook) may take an employment grievance to the Council of
Academic Professionals. A potential grievant may approach any member of
the council for informal advice and consultation. The council may not take
action, however, until the grievance has been presented in writing to a
member of the council. Any matter thus presented will be reported to the
council at its next meeting. The written grievance must
identify and describe the subject matter of the grievance, summarize the
results of informal efforts to resolve the grievance, and specify the
remedy sought. A grievance should be presented within a reasonable time
after the circumstances prompting the grievance have taken place or after
the staff member becomes aware of the grounds for the grievance. Only in
unusual cases will grievances be considered timely if delayed more than
six months. On receipt of the formal
written grievance, the council will determine whether the matter is within
its purview and whether it merits investigation. If both conditions are
met, the council may instruct its chair to 1) attempt to resolve the
matter with appropriate University authorities or appoint another council
member to do so, or 2) appoint a subcommittee of three members of the
council to investigate and report its findings and recommendations to the
council within a reasonable time. (In some circumstances, a grievance
subcommittee may contain two council members plus one academic
professional employee who is not a member of the Council of Academic
Professionals.) If timeliness is an issue, the chair may convene the
executive committee to determine whether the grievance is within the
council's purview, and if so, with the executive committee's approval, may
appoint a subcommittee to begin investigation immediately. If the chair is
not available, another member of the executive committee may act in the
chair's place. |
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The council shall review
the chair's or the subcommittee's report and take whatever action it deems
appropriate. Among its possible actions, the council may 1) dismiss the
matter; 2) direct the chair or the subcommittee to conduct further
investigations; 3) direct the chair or the subcommittee to attempt to
resolve the matter; or 4) communicate its conclusions and recommendations
to the grievant, the chancellor, or president, and, as appropriate, to
others involved in the case or officially concerned with its outcome.
Before the council
recommends administrative action, affected parties shall be notified in
writing and shall have fourteen business days from the date notification
is received to inform the council, in writing, of additional relevant
information or of errors of fact that may affect the council's
recommendations. The council will consider such additional information
before making its final recommendation to the chancellor.
Any grievance matter coming
before the council will be held confidential by the members to the extent
allowed by law. Any public statement by the council concerning a grievance
will be made only by the chair or the chair's designee, with prior
approval by a majority of the council. Complaints of
Discrimination or Harassment The University is committed to providing prompt and effective resolution of incidents of discrimination or harassment. Individuals who believe they have been discriminated against or harassed by a University employee are urged to seek informal resolution of complaints as close to the source as possible. If it is not possible to reach a satisfactory informal resolution, an individual may use the Policy and Procedures for Addressing Discrimination and Harassment. Sexual harassment is a form
of discrimination. It is defined by law and includes requests for sexual
favors, sexual advances or other conduct when (a) submission is either
explicitly or implicitly a condition affecting academic employment
decisions; or (b) the behavior is sufficiently severe or pervasive as to
create an intimidating, hostile or repugnant environment; or (c) the
behavior persists despite objection by the person to whom the conduct is
directed. The procedures for complaints and grievances alleging
discrimination or harassment by reason of race, color, religion, sex,
national origin, ancestry, age, marital status, disability, sexual
orientation, unfavorable discharge from the military, or status as a
disabled veteran or veteran of the Vietnam era are outlined in the
Policy and Procedures for Addressing Discrimination and Harassment,
available in the Office of Equal Opportunity and Access on the first floor
of Swanlund Administration Building and at www.admin.uiuc.edu/cam/cam/ix/ix-b/ix-b-3.html. Further, campus policy
requires that no individual shall initiate or participate in institutional
decisions involving a direct benefit or penalty (employment, retention,
promotion salary, leave of absence, etc.) to a person with whom that
individual has or has had a sexual relationship. He or she must take
specific actions to remove himself or herself from all decisions and
actions that may influence the career or status of the other employee.
Failure to abide by this policy constitutes misconduct, subject to
discipline under applicable University procedures (www.admin.uiuc.edu/cam/cam/ix/ix-a/ix-a-23.html). Due to
the inherent conflicts of interest, no individual should initiate or
participate in institutional or educational decisions involving a direct
benefit or penalty to a person with whom that individual has or has had a
sexual relationship, even when both individuals appear to enter such
relationships by mutual consent (AHR Handbook, Chapter Five).
Administrative procedures for complaints and grievances alleging
discrimination or harassment by students may be found in the Code on
Campus Affairs. |
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Other Grievance
Procedures Besides the procedures
outlined above, numerous others have also been established, some by
statutory provision, to deal with special kinds of grievances. For
instance, when a grievance relates to academic freedom and tenure, the
academic staff member may request a hearing before the Senate Committee on
Academic Freedom and Tenure. In addition, there are extensive review
procedures for notice of nonreappointment, as well as recourse, in the
form of a request for reconsideration, through the regular promotion
channels, for the faculty member who is denied promotion but is not
recommended for nonreappointment. Reconsideration may also be requested by
department heads and deans whose recommendations are denied at another
level in the promotion process. EMPLOYMENT OF
RELATIVES The employment of relatives
is permissible at the University, subject to compliance with University
Statutes (http://www.uillinois.edu/trustees/statutes.cfm),
review of appointments, and conflicts of interests. According to
the Statutes, no individual may initiate or participate in
institutional decisions involving a direct benefit (initial employment,
retention, promotion, salary, leave of absence, etc.) to a member of his
or her immediate family. An immediate family includes an
individual's spouse, grandparents, parents, brothers, sisters, sons,
daughters, grandchildren, aunts, uncles, nieces and nephews, and the
spouses of any of the foregoing. All cases involving academic staff
members will be reviewed by the Office of Academic Human Resources
(333-6747); those involving civil service staff, by the Personnel Services
Office (333-3101). In all cases, the fact that the unit has met the
obligations of this policy should be reflected in the Electronic Change of
Status memo field. The campus policy on employment of relatives may be
found in the Campus Administrative Manual, Section IX/A-3 (http://www.fs.uiuc.edu/cam). INTERNATIONAL FACULTY AND
STAFF Each year, several hundred
research scholars and members of the teaching faculty from other countries
are a part of the University academic community. Many are in the United
States as permanent residents and eventually may become naturalized
citizens. This section deals with those who are here on temporary,
nonimmigrant visas and with their U.S. faculty colleagues who may be
involved in arranging temporary research or teaching appointments for
nonimmigrant aliens and with those who will be permanent faculty or staff
members. The complexity of U.S. immigration laws and regulations
pertaining to nonimmigrant aliens makes consultation with the Office of
International Faculty and Staff Affairs highly advisable early in the
recruitment process and in administrative matters concerning an alien's
legal status in the United States, departure and reentry, change of
employers, status of dependents, and payroll clearances. The Office of
International Faculty and Staff Affairs is located in 308/311
International Studies Building
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Visas Nonimmigrant Visas.
In most cases, an
alien will need a special document from the University in order to get a
visa from a U.S. consulate or embassy abroad. A visitor for business visa
(B-1) may be obtained by an alien who has a letter of invitation from the
University describing the nature of the business to be undertaken.
Visitors with B-1 visas may not accept teaching or research positions for
financial remuneration. However, the University may reimburse travel and
other expenses to a visitor with a B-1 visa who performs a short-term
temporary service, and an honorarium may be paid to a B-1 who is here for
an activity of no more than nine days. Note: The entry visa stamp obtained
from the consulate may say "B-1/B-2", but he or she will be assigned only
one of these statuses upon entry to the United States. The visitor
for business must make sure that he or she is assigned B-1 status instead
of B-2 (visitor for pleasure) so that their visa status is appropriate for
their activity. Visitors from countries having a waiver of the requirement
for B-1 or B-2 visas will be assigned WB (in lieu of B-1) or WT (in lieu
of B-2) upon entry to the U.S. The visa status most
generally used for international faculty-staff appointments is exchange
visitor (J-1). The visa document for this status (IAP-66) is prepared
by International Faculty and Staff Affairs. A procurement form, available
from that office, must be filled out and signed by the department head.
This form provides the information necessary for the preparation of the
IAP-66. Visa documentation arrangements should be made at least sixty days
before the expected arrival date. A J-1 professor or research scholar may
stay in the United States for a maximum of three
years. A second type of visa can
be used for temporary workers (H-1). A labor condition attestation
(LCA) must be filed with the U.S. Department of Labor showing that the
position meets all the Department of Labor criteria in terms of wage level
and working conditions. This stage can take up to four to six weeks. A
petition and fee must be filed with the Immigration and Naturalization
Service three to four months in advance, describing the position and
documenting the person's qualifications in considerable detail. The Office
of International Faculty and Staff Affairs is the Urbana-Champaign campus
agent of the University for filing such petitions and should be consulted
regarding their propriety. An H-1 visa allows the holder an initial stay
of three years with the possibility of extensions to a maximum of six
years. In some cases the
University sponsors outstanding employees for O-1 (extraordinary ability)
visas. These applications require extensive documentation of the
individual's accomplishments and are only used when a J-1 or H-1 is not an
option. Immigrant Visas
(Permanent Resident). There are virtually no restrictions concerning employment if the
prospective employee already is a permanent resident of the United States.
If the prospective staff member does not have this status, a delay of
several years can be expected in obtaining permanent resident status in
the United States or an immigrant visa from a U.S. consulate abroad, if
either can be obtained at all. Under no circumstances should an alien be
assured that the University will be able to obtain permanent resident
status or an immigrant visa. |
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When immigration is to be
based on the applicant's employment, rather than on a relationship to a
U.S. citizen or permanent resident, approval depends largely on
certification by the U.S. Department of Labor that there are no qualified
U.S. citizens or permanent residents available and willing to accept the
position. In addition, the job offer must be made at the prevailing wage
rate for the specific skill. Individuals in teaching positions obtain
labor certification via expedited processing called Special Handling. A
permanent full-time job offer is prerequisite to obtaining alien labor
certification the first stage of a standard green card application.
Certain individuals who are eligible for classification as outstanding
professors or researchers may bypass the labor certification stage;
however, a permanent job offer is still required. Permanent
employment is usually defined as associate or full professors with
tenure, assistant professors in tenure-track appointments, or full-time
academic professionals who have been hired in a permanent position or for
long-term research. Applications for alien labor certification and all
subsequent stages of the permanent residence application process for
permanent positions at the University must be processed by the Office of
International Faculty and Staff Affairs. For more detailed
information about employing international faculty-staff members and visa
types appropriate for visiting staff, contact the Office of International
Faculty and Staff Affairs. Close consultation should be maintained with
this office at every stage in the process. Employment of Noncitizens Certain noncitizens of the United States may be employed by the University. However, University policy requires that the credentials of all such candidates for employment be examined not only for their qualifications for University positions, but also for their legal employability in accordance with the regulations of the U.S. Immigration and Naturalization Service. Employment eligibility for all noncitizens except University students will be assessed by the Office of International Faculty and Staff Affairs. Exchange Professors On the recommendation of
the head or chair of a department with the approval of the dean, the
chancellor, the president, and the Board of Trustees, a professor,
associate professor, or assistant professor may be permitted to exchange
his or her position with a professor of approximately equal rank in
another university for a period of not more than one year, provided the
arrangement does not involve a substantial increase in the cost of
instruction. The professor with whom the exchange is made will be subject
to the rules governing appointments and conditions of service applicable
to regular members of the faculty during his or her period of service at
the University of Illinois. |
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ADDITIONAL PERSONNEL
SERVICES Personnel Services
Office The Personnel Services
Office administers the personnel program for more than 5,000 staff
employees working in managerial, professional, technical, clerical,
skilled crafts, and service positions throughout the campus. Staff
employment is governed by the requirements of the State Universities Civil
Service System. For assistance with any matter related to staff personnel,
call or visit the Staff Human Resources Office, 52 East Gregory Drive,
Champaign (333-3101). You may visit their Web site at http://www.pso.uiuc.edu/
for information about their services. Please visit the University
Employment Center at www.uihr.uillinois.edu/jobs to complete an application
and to submit an exam request. Extra Help Services
(333-4752), a unit within the Personnel Services Office, provides
departments with clerical/secretarial employees to meet temporary support
needs. Student
Employees The Office of Student
Financial Aid (OSFA) Student Employment Unit is responsible for
administering undergraduate student employment on campus. For information
on hiring an undergraduate student go to the OSFA Web site at http://www.osfa.uiuc.edu/ and click on Student
Employment. An Employer Information page has been developed to help answer
questions and to provide procedures to assist campus departments when
hiring students. The Student Employment Handbook and Guide is also
available from this Web site and covers a variety of topics that include
Hourly Wage Ranges, Student Employee and Supervisor Responsibilities, and
Dismissal and Grievance procedures, just to name a few. Call the Student
Employment Unit at 333-0600 with any questions you may
have. Departments are encouraged to post their student employment positions on the Student Employment Virtual Job Board. All students on campus can easily access the Virtual Job Board. To list a position, please access the Student Employment Request for an Online Job Listing at https://osfaweb1.ad.uiuc.edu/vjb/. BENEFITS NESSIE and Your
Benefits The Benefits Center,
located at 807 South Wright Street, Champaign, is responsible for the
administration of the benefits described briefly below. For more
information on coverage and eligibility, contact the Benefits Center at
333-3111, or visit the following Web sites: www.uihr.uillinois.edu/panda-cf/employment/index.cfm
& NESSIE: nessie.uihr.uillinois.edu. Tax-Deferred Retirement
Plans The University offers the
opportunity to participate in tax-deferred retirement plans under Sections
403(b) and 457 of the Internal Revenue Code. These voluntary plans permit
employees to channel a part of earnings into a tax-deferred investment and
thus defer federal and state income taxes on both contributions and the
accumulated earnings under the plans. |
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Contributions to a
tax-deferred retirement plan are normally intended to help build an
additional source of retirement income over and above that accumulating in
the University's retirement plan. These contributions become taxable as
ordinary income when they are received in the form of cash withdrawals or
monthly annuity payments. In some cases, withdrawals may be made before
retirement although certain restrictions may apply. Participation in the plans
reduces current income-tax obligations only and does not affect
contributions or benefits based on gross salary, such as retirement,
disability, life insurance, or survivors' benefits. Contributions may be
invested in a variety of ways. Deductions made from salary checks are
transmitted by the University to the investment option selected by the
employee from among those offered through the University. Information
about the investment options and enrollment in the plans is available at
the Benefits Center (333-3111). Insurance The University provides
group health, dental, and life insurance to all academic staff members who
are on appointments of at least 50 percent time and for a continuous
nine-month or longer period and who are eligible to participate in the
State Universities Retirement System. (Some holders of F and J visas are
not eligible.) Monthly cost of the programs depends upon percent time of
appointment and annual contract salary. The staff member must complete an
enrollment form in order to receive the benefits of the program.
A number of optional
programs are also available, such as additional term life insurance,
health insurance for dependents, accidental death and dismemberment
insurance, supplemental long-term disability, and tax-deferred retirement
plans. Participation in the optional programs is voluntary. There is an
employer contribution toward the cost of health insurance for dependents;
otherwise the entire cost of optional plans is borne by the staff member.
Applications must be completed and submitted within the first ten days of employment; otherwise, evidence of insurability may be required. For further information, contact the Benefits Center (333-3111). Disability
Benefits University employees must
have at least two years of service credit in the retirement system to
qualify for disability benefits, if the disability results from an
illness. No minimum service credit is required if the disability results
from an accident. |
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After sixty calendar days
of disability or the termination of salary and sick leave payments,
whichever is later, the employee is entitled to 50 percent of basic
compensation through the State Universities Retirement System (SURS) as of the date
disability occurs or 50 percent of average earnings during the twenty-four
months immediately preceding disability, whichever is greater. Basic
compensation means the normal contract salary; it does not include
earnings for summer session teaching or overtime. Disability benefits will
be reduced by workers' compensation or occupational disease payments for
an on-the-job accident or an occupational illness. Disability benefits are
payable until the employee receives benefits equal to 50 percent of the
employee's total earnings while a member of the retirement system;
however, such benefits are not payable after September 1 following the
date the employee reaches age seventy unless disability begins after age
sixty-five, in which event benefits can be paid for up to five years.
While receiving disability benefits, the employee continues to receive
full protection under the retirement system survivors' insurance program
and acquires service credit for retirement purposes. If the disability seems
likely to last longer than sixty days and to continue beyond the period
for which sick leave pay will be received, the employee should complete an
Application for Disability Benefit form, available at the Office of
Academic Human Resources or the Personnel Services Office. Disability
benefits will not extend more than thirty days prior to the date this
application was received by the retirement system. As part of the
application form, the retirement system solicits medical reports from the
employee's personal physician and the employer's health officer, or from a
special examining physician selected by the Retirement Board. In addition,
the employer must file a report showing the last day for which the
employee will receive salary or sick leave pay before the disability
benefit can be paid. The employee is responsible for getting all of the
pieces of the application form completed and returned to SURS. Staff in
the Office of Academic Human Resources (333-6747) can provide assistance
with completion of applications for disability
benefits. Employees who continue to be disabled after their disability benefits expire may (1) resign their position and apply for a lump sum refund in accordance with the provisions of their particular retirement option; (2) leave their contributions on deposit to accrue with interest to be withdrawn at some later time or to be paid to their beneficiary upon their death; (3) apply for a retirement annuity to begin at age sixty-two, if they have at least five but less than eight years of service, or at age fifty-five, if they have eight or more years of service; or (4) for those participants in the Traditional or Portable package, apply for a disability retirement allowance if their disability benefits were terminated due to the 50 percent earnings limitation and if they are permanently disabled and unable to engage in any substantial gainful activity. For those who continue to be disabled until age fifty-five, the usual penalty for retirement before age sixty would not be applicable. Disability Retirement
Allowance (for employees in Traditional or Portable Packages
only) A participant in the State
Universities Retirement System whose disability benefits are discontinued
due to the 50-percent-of-total-earnings limitation is entitled to a
disability retirement allowance of 35 percent of the basic compensation
payable to the employee at the time the employee's disability began. The
employee must have a medically determinable physical or mental impairment
that would prevent the employee from engaging in any substantial gainful
activity, and that can be expected to result in death, or that has lasted
or can be expected to last for a continuous period of not less than 12
months. |
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Workers'
Compensation If an employee suffers an
injury as a result of employment at the University, the employee may be
entitled to benefits under the Illinois Workers' Compensation Act. This
statute requires the employee to notify the employer when an accidental
injury occurs and to specify that the employee believes the injury
occurred as a result of the employment. Failure to give this notice may
result in a loss of workers' compensation benefits. The following
procedure has been established for reporting the occurrence of accidental
injuries that happen on the job: 1) report the accidental injury to the
supervisor and complete the accident report; 2) seek medical treatment.
As soon as possible after
an on-the-job accident, an employee should complete the Employee Injury
Report form and give it to the supervisor, who will initiate processing
procedures. In all cases, the statute of limitations for an accident
expires within three years after the date of the accident, where no
compensation has been paid, or within two years after the date of the last
payment of compensation, whichever is longer. Questions regarding benefits
available under the Illinois Workers' Compensation Act should be referred
to the claims manager at the Claims Management Office
(333-1080). Death
Benefit For employees of the
University, other than students paid on an hourly basis and personnel
whose principal employment is outside the University, with at least six
months' service and who are not members of the State Universities
Retirement System or any other publicly-supported retirement system which
pays a death benefit, a death benefit of an amount set by an appropriate
authority is payable by the University. For employees who are
participants in the State Universities Retirement System, death,
disability, and survivor benefits are provided by SURS when their
requirements are met. Liability
Coverage The University of Illinois
is self-insured for liability claims. The self-insurance program provides
protection for employees for claims arising from the performance of their
University-related duties. Claims arising from personal activities or
other employment are not covered. Any employee who is sued or who
receives a summons or other legal complaint must deliver the complaint to
the Office of University Counsel (333-0560) within 15 days. The furnishing
of all legal services, including legal defense, is the responsibility of
the University through its University counsel, who may appoint outside
legal counsel as deemed appropriate. The University is technically the
insured party with staff members covered as employees engaged in
University-related duties. Further information may be obtained from the
University Office of Risk Management
(333-3113). |
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Accommodation for
Nursing Mothers Upon an employee's request,
units should make a reasonable effort to provide a room or location within
close proximity to the employee's work area, other than a toilet stall,
where the mother can express milk in privacy. Location options could
include making a private office or an employee lounge area with a locked
door available to the nursing mother during specified periods of time.
Academic employee questions about this policy should be directed to
Academic Human Resources, 333-6747. Questions about room or location
alternatives should be directed to the Office of Facility Management and
Scheduling, 244-4048. Modified Teaching Duties
for Faculty Members with a New Child The University's sick leave
policy provides employees with a paid leave plan for disability due to
pregnancy and related medical conditions, childbirth or adoption. However,
the difficulties involved when a faculty member is responsible for
semester-long teaching responsibilities during a sick leave period may
effectively preclude its full utilization. To enable a faculty member to
recover fully from the effects of pregnancy, childbirth, or related
medical conditions or to enable the primary caregiver of a new child to
spend more time with the child immediately after birth or adoption, except
in extraordinary circumstances, a schedule of modified teaching duties is
available. Upon request, tenured and tenure track faculty members will be
granted a period of modified duties without a reduction in salary. Faculty
members on modified duties status will be relieved of teaching but will be
expected to fulfill their other professional responsibilities that can be
scheduled around the recuperation/bonding period (e.g., preparation of
research proposals, papers, and course materials; supervision of graduate
student research). The maximum period for which modified duties will be
assigned is one semester. The department shall be
responsible for arranging for coverage of direct teaching responsibilities
for the period of modified duties. Procedures A faculty member who wishes
to request modified duties status should contact her or his department
head. Informing the department head as early as possible will allow time
to identify alternate staff to teach the affected courses. All requests
for modified duties status should be submitted in writing to the
department head who will approve the request and forward it to the dean of
the college. After approval by the dean, copies should be sent to the
faculty member, the department head, and Academic Human
Resources. The campus policy on modified teaching duties may be found in the Campus Administrative Manual, Section IX/C-45 (http://www.fs.uiuc.edu/cam). Further questions concerning this policy should be directed to the Office of Academic Human Resources, 333-6747. TRAVEL POLICIES AND
PROCEDURES The University reimburses
employees for travel related to the University's mission. The University's
Business and Financial Policies and Procedures provides complete
guidelines for these reimbursements. Travel for University-related
business should be conducted as economically as possible within the
traveler's constraints of time and
convenience. |
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Authorization and
Reimbursement Generally, the head of an
academic or administrative unit authorizes in advance any reimbursable
travel by employees. Reimbursement amounts vary according to factors such
as length of stay and destination. When travel extends over 18 hours, the
University reimburses lodging, meal expenses (provided as a per diem by
the University), and other necessary expenses. When travel totals under 18
hours on the same calendar day or when overnight lodging is not required,
the University reimburses actual and necessary expenses. Actual and
necessary expenses can include transportation, meals, business expenses,
business telephone calls, taxi or bus fares, toll road charges, and
parking charges. Business and Financial Policies and Procedures
list the maximum amount for which these items can be
reimbursed. Travel
Mode Employees may travel via
automobile, train, airplane, bus, taxicab, or other usual means of
transportation. The University reimburses fares and incidentals such as
baggage transfer, official telephone messages, and reasonable
tips. Reimbursement
Requirements Employees should complete a
travel voucher form for reimbursement of travel expenses. Vouchers should
be submitted within 30 calendar days, upon completing travel. If an
employee has received a travel advance, the settlement travel claim must
be submitted within 15 days of return from the trip.
Receipts for most travel
expenses must be attached to the travel voucher form. However, if
employees are receiving the per diem, they need not attach receipts to
support meal reimbursements. Employees must attach original, customer-copy
receipts to the travel voucher for reimbursement of the following
expenses: · All railroad and airplane
transportation (attach Air Travel Order [ATO] copy, if
used) · Taxi or shuttle fares of
$10 or more ·
Lodging · All other items of $10 or
more, except meals The head of the unit (or
delegate), or the head of the next superior administrative unit (or
delegate), as appropriate, approves travel vouchers for employees.
Employees may not approve their own travel vouchers or vouchers payable to
their immediate supervisors. Travel Discount
Program Certain automobile rental
companies, hotels, and motels offer reduced rates to University employees,
typically on an as-available basis. To obtain a discount, employees
present their staff identification card and a special corporate
identification number. Employees may obtain a Travel Information Card
listing identification numbers and phone numbers for making reservations
by presenting a valid staff ID at the Purchasing Division reception
office. |
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Travelers
Checks Travelers' checks are
available to individuals traveling on University business. They may be
obtained at the cashier windows in room 100b Henry Administration
Building. Travelers' checks are available only in packets of more than
$100. There is no service charge for purchasing travelers
checks. International Travel
Services International travel
services are available to University faculty members, staff members, and
their spouses at McKinley Health Center. General information is available,
and vaccines and prescriptions are provided for a fee. An initial travel
consultation is required. Group appointments are requested for those
traveling in a group. Call the Preventive Medicine Clinic at
333-2702. Tuition
Waivers Tuition Waivers and Fee
Exemptions for Employees Members of the academic
staff and of approved University-related agencies may register in
University of Illinois courses for which they are eligible for admission
and in which space is available. Staff members are expected to fulfill all
obligations of their positions and should therefore consult their
supervisors. All academic staff members excluding graduate assistants who
register for University courses are eligible for a tuition waiver if they
hold an appointment of 25 percent or more of full-time service, provided
the appointment requires services for not less than three-fourths of a
term. Academic staff members (except graduate assistants) who qualify for
tuition waivers are exempt from all fees. Therefore, they do not have
access to the benefits provided by the student fees, such as use of the
Intramural-Physical Education Building, unless they make individual
arrangements to pay for these benefits. Those employees who are not
eligible to participate in the mandatory State of Illinois Employees
Insurance Program will be assessed a fee for student health insurance. The
policy on tuition waivers and fee exemptions includes staff members of
related agencies whose positions are considered equivalent to academic
positions of the University. Tuition is waived and the fees exempted for
retired academic staff members as well. Questions pertaining to
enrollment and tuition and fee waivers should be directed to the Office of Admissions and
Records (333-9782). Limits on the number of
units of credit that may be taken by academic employees registered in the
Graduate College are determined by the Graduate College. Limits on the
number of credit hours that may be taken by academic employees registered
in undergraduate colleges are determined by the colleges
concerned. No person who holds an
appointment as professor, associate professor, or assistant professor in a
department or division of the University may be admitted to candidacy for
an advanced degree in that department or division. Likewise, no person
while engaged in graduate study may be appointed to the rank of assistant
professor or higher in the department or division of that graduate study.
A person holding or accepting the rank of assistant professor or higher on
a campus of the University may continue in or be admitted to advanced
degree candidacy in a department or unit other than that of his or her
appointment upon the special approval of the executive officer of each
department or unit involved and the executive committee of the Graduate
College. |
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Child of Employee 50%
Tuition Waiver Who is eligible?
To be eligible
for this waiver, the employee must be currently employed in a
SURS-eligible appointment capacity, with a minimum of a 50% FTE
appointment for at least nine months, on the first day of the academic
term for which the waiver will be used. In addition, the employee must
have a cumulative minimum total of seven years of Illinois state
university service credit in a SURS-eligible appointment as described
above. Ineligible employees include SURS annuitants, State
Survey employees covered under the personnel policies of the Illinois
Board of Natural Resources and Conservation, employees of
university-related organizations (i.e. Foundation, Alumni Association),
academic hourly employees, Civil Service temporary and Extra Help,
graduate and undergraduate assistants, and student
employees. Children must fall under
one of the following relationship categories: natural child, adopted
child, child of current spouse, or child under court-appointed
guardianship. The child must be under 25 years of age at the beginning of
the academic year (in accordance with the academic year calendar of the
school at which the student is enrolled) when the Waiver benefit is
utilized. The eligible student must be enrolled in, and making
satisfactory progress toward, an undergraduate degree program at an
Illinois state institution of higher education. Graduate students are not
eligible for the waiver. How do we
apply?
Employees must fill out an initial application to receive the Child of
Employee Tuition Waiver. The application is submitted to the Office of
Academic Human Resources (for academic employees) or the Personnel
Services Office (for civil service employees). Students must complete a
Benefit Utilization Record (BUR form), initially and for every semester
thereafter, even if no benefit usage is claimed. The forms are available via
NESSIE. (Log
on to NESSIE, choose "Your Index" and scroll down to "Child of Employee
Tuition Waiver", then choose either "Attending the University of Illinois"
or "Attending Other Public Illinois University". If "Attending the
University of Illinois" is selected, you will complete the form online, if
"Attending Other Public Illinois University" is selected, the form must be
printed, completed, and sent by mail to the Human Resources office at the
employee's University. This office will verify the employee's eligibility
for the waiver then forward the information to the University the student
is attending.) The Benefit Utilization Record (BUR) form is also available
on the Office of Student Financial Aid Web site, listed below. The BUR
should be sent directly to the student financial aid office at the
institution where the student is enrolled. At what institutions
does the 50% Tuition Waiver Benefit apply? Chicago State University, Eastern
Illinois University, Governor's State University, Illinois State
University, Northeastern Illinois University, Northern Illinois
University, Southern Illinois University, University of Illinois, and
Western Illinois University. How does the 50%
tuition waiver affect the tuition bill? If approved, the office of student
financial aid will credit the waiver to the student's university account.
Waivers are not awarded on a retroactive basis; it is important to apply
for the waiver during the applicable semester. The Child of Employee
Partial Tuition Waiver is available for up to four years of undergraduate
study. For more detailed information, contact the Office of Academic Human
Resources, 807 South Wright Street MC-310, Champaign, IL 61820
(217-244-2400), or the Office of Student Financial Aid, 620 East John
Street MC-303, Champaign, IL 61820 (217-333-0100), http://www.osfa.uiuc.edu/. |
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Conflict of Interest and
Commitment Policy on Conflicts of
Commitment and Interest The University of Illinois
Policy on Conflicts of Commitment and Interest (See www.research.uiuc.edu/coi/index.asp) was issued in March
1996. In order to comply with this policy, all academic staff are required
to complete a Report of Non-University Activities form annually. Contact
the Office of the Vice Chancellor for Research (244-1154) for additional
information. Filing of Economic
Interests The Illinois Governmental
Ethics Act requires certain University of Illinois employees to file a
Statement of Economic Interests with the Office of the Secretary of State
by May 1 of each year. The criteria specified by the act include persons
who are or who function as the head of a department or other
administrative unit; those who have supervisory authority over, or direct
responsibility for the formulation, negotiation, issuance, or execution of
contracts entered into by the state in the amount of $5,000 or more; and
those who have supervisory responsibility for 20 or more
employees. Each year the University
Office of Administration and Human Resources certifies the names of
employees whose positions' responsibilities require them to comply with
this act with the Secretary of State. Names of those who are hired or
promoted throughout the year into positions that meet the criteria are
submitted on a regular basis. Employees will receive notification letters
and forms directly from the Office of the Secretary of
State. State law stipulates that
failure to annually file a statement by May 1 shall result in late filing
penalties and failure to comply by May 31 may result in forfeiture of the
position of employment. Questions regarding certification of names should
be directed to the Office of Academic Human Resources (333-6747); however,
all forms must be returned to the University Ethics Officer (505 East
Green, MC-448, Champaign, IL 61820) by April 15. The Ethics Officer will
then review them and forward them all to the Office of the Secretary of
State by May 1. Questions regarding this act should be directed to the
Office of the Secretary of State in Springfield. Reporting Non-University
Employment Academic employees must
have advance approval for and report any non-University employment
(including employment performed at night, on weekends, or during
vacations). Approval may be obtained from the unit head and/or through
completion of the Report of Non-University Activities form. Consult your
unit head for information on this reporting requirement or call the Office
of the Vice Chancellor for Research
(244-1154). |
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