Time Off

An employee shall be granted up to three regularly scheduled workdays off, surrounding the date of death and/or the funeral of an immediate family member, not to exceed 3 days beyond the funeral. Immediate family is defined as spouse, son, daughter, mother (step or in-law), father (step or in-law), sister, brother, grandmother, grandfather, grandchild or domestic partner. Documentation must be shown to identify the date of funeral and relationship. 

Collective Bargaining Units may have different policies regarding bereavement leave. Contract agreements are honored in cases of discrepancies.

 Bereavement Request Form

Upon request and receipt of proper documentation, leave without loss of pay is available for jury duty. An employee on jury duty is expected to report to work whenever services are not required by the court. Prior to receiving pay for the period(s) involved, the supervisor may require an employee to present evidence of jury duty participation. Leave without loss of pay is also granted for witness service not associated with the employee's personal concerns provided the employee is subpoenaed for such service.

Employees who are annually recalled for temporary duty as a member of either the Illinois National Guard, Illinois Militia or any of the Armed Forces are granted leave of absence, with full pay, for the period of the leave. Such leaves are limited to 15 calendar days per year. In order to receive full salary while on military leave, employees must obtain approval by presenting a copy of the military order to their supervisor and the Office of Human Resources. Upon returning to the University, the employee must submit a copy of their service earnings (pay stub) to the Payroll Office.

Certified employees who are members of the Illinois National Guard, Illinois Militia, Reserves or any Armed Forces branch who are placed on emergency active duty may receive a combined wage from the University and the military in an amount equal to but not to exceed their normal salary. Military leave privileges also apply for basic training in the Armed Forces or Reserve branches.

The Department of Central Management Services/Risk Management Division (CMS) administers the Workers’ Compensation Program for State of Illinois employees. The Workers Compensation Program Administered by Gallagher Bassett, is designed to ensure that State employees injured on the job, receive quality medical care and that their recovery is complete. Chicago State University employees experiencing a work-related injury that requires medical care should follow the steps listed below:

• Report the injury immediately to your supervisor.
• Contact the Campus Police Department for assistance and file a police report (773) 995-2111 if Emergency Medical Services are required.
• Contact the Human Resource Department to receive the Workers’ Compensation packet and instructions on the procedure used in filing a claim: Chicago State University, Office of Human Resources, 9501 S. King Drive/ADM, Chicago Illinois, 60628, phone (773) 995-2040 or fax (773) 995-2942.
• Please also contact Gallagher Bassett directly on 1-833-891-1372. 
• In non-emergency situations, employees and their supervisors can speak directly to a GBCARE™ nurse 24 hours a day, 7 days a week, 365 days a year via a toll-free number. That number is 833-891-1372.  During the call, the nurse obtains all pertinent information and makes treatment recommendations and network provider referrals.

 

• To file a claim, the employee will need to complete the necessary forms that will be provided to them by Human Resources. Worker’s Compensation (if approved) pays Temporary Total Disability at two-thirds (66 2/3%) of the employee’s average weekly wage, subject to minimum and maximum limits. If the claim is compensable, CMS will pay the associated medical bills; however, if the claim is reviewed and determined non-compensable, the employee should file the bills with their own health insurance company.

  Reporting

       To report work-related incidents:

1. Immediately report accident/incident to supervisor
2. Promptly seek medical care as needed if it’s an emergency
3. Contact Human Resources and Gallagher Basset to report/receive Worker’s Compensation packets

An employee who is injured on the job must inform the employer promptly. Any delay in notifying the employer can delay the payment of benefits if eligible. A delay of more than 45 days may result in the loss of all benefits. Notice to anyone who is not the supervisor, Human Resource representative, or Gallagher Bassett representative will not be considered notice to the employer.

2. Seek Medical Care.

• If the injury or illness is life threatening, please seek emergency care.  Please contact Emergency Medical Services (EMS-911) immediately upon injury/illness.
• In non-emergency situations, employees and their supervisors can speak directly to a GBCARE™ nurse 24 hours a day, 7 days a week, 365 days a year via a toll-free number. That number is 833-891-1372.  During the call, the nurse obtains all pertinent information and makes treatment recommendations and network provider referrals.

Handbook on Workers Compensation & Occupational Diseases

The Family and Medical Leave Act (FMLA) of 1993 (29 U.S.C. 2601 et seq.), and as amended in 2009, 2013, 2015, and 2021 is designed to provide employees with unpaid time off for the serious health condition of an immediate family member (i.e. spouse, child, parent), or for time off to care for the employee’s own serious health condition.

FMLA provides employees with 12 weeks of unpaid leave (accrued sick/vacation days may be used to remain in paid status) for each consecutive 12-month period for which eligibility criteria have been met for the following events:

Birth/Adoption/Foster Care

• Serious health condition of an employee.
• Serious health condition of a spouse, child, or parent.

FMLA provides up to 26 weeks of unpaid leave (accrued vacation/sick may be used to remain in paid status) during a "single 12-month period" for which eligibility criteria have been met for the following event:

Care of a covered service member with a serious injury or illness.

Ordinarily, an employee who has been absent for family and medical leave shall be restored to the position held by the employee in the same unit from which the employee took leave; or an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment.

Eligibility

Individuals who have been employed by the University for at least 12 months and who have performed at least 1,250 hours of service during the previous 12-month period (for faculty the hours requirement is 900), are eligible for unpaid family and medical leave on a rolling calendar basis for which eligibility criteria are met.

The initial 12-month period is measured forward from the date the employee first takes FMLA leave. The next 12-month period begins the first time FMLA leave is taken after completion of any previous 12-month period.

Parental Bonding Leave for Birth, Placement, or Fostering of a child

Family and Medical Leave (FML) is available for the birth of a child, placement of the child for adoption, or foster care with the employee. Both parents are entitled to FMLA during the 12-month period preceding the date of birth of the child.

Leave for birth, adoption, or fostering of a child shall be taken all at one time, not on an intermittent or reduced leave schedule, unless the employee and supervisor or responsible departmental official agree otherwise.

In the case of adoption or foster care, leave may begin before the actual placement or adoption of the child if an absence from work is required.

Employees standing in loco parentis to a child may be eligible for FML under the birth or placement of a child for adoption or foster care. The specific facts of each situation will determine whether an employee stands in loco parentis to a child. Documentation to support may be requested before approval.

Serious Health Condition of the Employee

Employees who are experiencing a serious health condition may be eligible for FML.

Leave for a serious health condition of the employee may be taken as a continuous block of time, intermittently, or on a reduced schedule basis when medically necessary.

Family and Medical Leave (FML) is Available for Employees to Care for a Spouse, Child or Parent with a Serious Health Condition.

• Child includes biological, adopted, foster, stepchild, legal ward, legal same-sex spouse's child, or a child of person standing in loco parentis - who is under 18 years of age, or over age 18 but incapable of self-care because of a mental or physical disability (as defined by FMLA regulations).
• Parent includes biological, adoptive, step, or foster father or mother, legal same-sex spouse of parent, or any individual who stood in loco parentis to the employee.
• Spouse includes a husband or wife to whom an individual entered into marriage as defined or recognized under state law for purposes of marriage in the State in which the marriage was entered into or, in the case of a marriage entered into outside of any State, if the marriage is valid in the place where entered into and could have been entered into in at least one State. Employees do not need to be the only individual available to care for the spouse, son, daughter, or parent to be eligible. A spouse is entitled to FMLA leave if needed to care for a pregnant spouse who is incapacitated or if needed to care for her during her prenatal care, or if needed to care for her following the birth of a child if she has a serious health condition.

Qualifying Exigency of a Child, Spouse, or Parent

FML is available to allow an employee who has a spouse (including legal same-sex spouse), son, daughter, or parent as a member of the National Guard, or in the Reserves or regular Armed Forces, to take leave for a qualifying exigency arising out of the fact that the covered military member is on a covered active duty or call to active duty status in support of a contingency .  Leave for a qualifying exigency may be taken on a continuous, intermittent, or on a reduced schedule basis.

Care of a Covered Service Member with a Serious Injury or Illness

FML is available to allow an employee who is a family member (spouse, child, or parent) of a covered service member to take leave to care for a serious illness or injury.

A "covered service member" is a covered veteran or current member of the Armed Forces, including a member of the National Guard, Reserves, or Regular Armed Forces. This leave covers service members who are undergoing medical treatment, recuperation, or therapy, in an outpatient status, on the temporary disability retired list, for a serious injury or illness incurred in the line of duty on active duty. A veteran who is covered under this leave is an individual who was discharged or released under conditions other than dishonorable.

Employee's Serious Health Condition

Serious Health Condition for a Family Member

Family Medical Leave Tracking Form

 

A medical leave of absence may be granted upon the recommendation of a personal physician and consultation with Human Resources. Accrued sick days are generally used for medical leave.

Note: The medical leave of absence is to allow employees to take time off for prolonged illnesses that may not qualify for Family & Medical Leave (i.e., Influenza, Pneumonia, Bronchial Infections, Recovery from outpatient surgery, etc.) Failure to return to work from a medical leave or provide proper physician documentation may result in termination.

 Sick Leave

Employees subpoenaed as a non-party witness to a legal matter unrelated to the University will be paid for such time off provided they produce a copy of the subpoena. Employees who must take time off due to the fact that they are a party to a legal matter unrelated to the University are required to use paid time off or be unpaid for the time away.

Employees are usually able to vote either before or after work. However, if necessary, full-time employees may be given time off without pay, up to a maximum of two hours. The employee is required to notify the manager the day before the time is to be taken.