Chapter 4: Appointment & Employment Information

I. Appointment Policies

Illinois State University conforms to Federal and State hiring regulations and follows the guidelines of the Board of Trustees Governing Document.  The Control Procedures Manual contains complete details on hiring practices and procedures.  A summary of University appointment policy guidelines follows:

A. Requirements for Appointment

An Illinois teaching certificate must be registered at the Regional Office of Education located at 905 North Main Street, Suite 1, in Normal.

A current resume and official transcripts are required for all appointments.  In addition, at least three letters of recommendation and affirmative action papers are required for Laboratory School appointments.

B. Recruitment of New Faculty Associates

Faculty Associates and administrators employed in the Laboratory Schools support search committee efforts to recruit new Faculty Associates.

C. Policies for Recommending Appointment

1. Appointment Forms
   Recommendations for appointment will be forwarded by the Superintendent of the Laboratory Schools to the Dean of the College of Education on the Personnel Action Form (PAF).  Additionally, the following documents must be provided to complete the initial appointment:  

   Vita Sheet (PERS 150)

   Official transcripts

   Affirmative Action papers

   Address Information Form (PERS 903)

   Employment Eligibility Verification (Form I-9)

   Illinois State Police Security Background Check Form

2. Salary Recommendation Procedure
   Salary will be recommended by the principal and the Superintendent of the Laboratory Schools  and be approved by the Dean of the College of Education.

3. Appointments in More Than One Department
   Applicants who have appointments in more than one department or area will be recommended by the major department after consulting with supervisors in the other departments or areas involved.

4. Appointment Decisions
   The Superintendent of the Laboratory Schools, the Dean of the College of Education, the Vice President and Provost, and the President have the final decision regarding appointment and salary of new Faculty Associates.

II. Employee Information

A. Employment Forms

The Office of Human Resources processes all forms for the Retirement System, for State and Federal taxes, and for insurance.  New employees should contact the Office of Human Resources, Nelson Smith Building, to determine the appropriate procedures for completing forms.  Human Resources provides orientation sessions for all new faculty regarding benefits at the beginning of the academic year.

B. Tuberculosis Test

State law requires that a tuberculosis test be passed upon initial appointment to the Laboratory Schools.

C. Criminal Background Check

State law requires that a criminal background check be conducted within one month of completed hiring paperwork. According to Public Act 093-0909, fingerprinting is required for all new certified and non-certified applicants for employment in a public school. Therefore, employment is contingent upon results.

D. Parking Decals

Parking decals are required for any vehicle that will be parked in a faculty-staff parking area.  Decals are purchased for one academic year and may be obtained at Parking Services,  709 North Main Street.  U-High faculty are required to obtain an additional parking decal from the main office at University High School.

E. Keys

Faculty Associates must complete authorization forms available in the main office of the building in order to obtain room keys and file keys.

F. Calendar

The Laboratory School calendar is developed each spring for the following school year.  Several proposed calendars are generally submitted to faculty councils for their input; a final calendar is submitted by the Superintendent of the Laboratory Schools to the Dean of the College of Education for approval.

The Laboratory School calendar contains the number of days (180) required by the State of Illinois for attendance including four institute days plus five emergency days.  One parent conference day is usually scheduled each semester.  School is not in session during most legal school holidays.

G. Maintaining Insurance During the Summer

Personnel who are not employed by the University during the summer receive summer insurance coverage if their employment is continued into the next academic year.  However, payroll deduction will not be in effect for employees who are not on the summer payroll.  As a result, employees who are paying optional premiums for themselves or their dependents will be issued monthly statements for the optional summer premiums.  Employees who are not employed by the University during the summer must make arrangements to pay the optional summer premiums.  Contact the Office of Human Resources for details.

H. Resignation

1. Contractual Obligation
   No teacher may terminate employment during the contractual period.  Tenured faculty may not terminate employment for a period of 60 days just previous to the beginning of the school term except by agreement of the administration and the teacher.  Any teacher terminating employment not in accordance with this section is guilty of unprofessional conduct and liable to suspension of certificate, as provided under the law relating to the certification of teachers, for a period not to exceed one year.

2. Resignation Procedures
   Faculty Associates who plan to resign should (1) submit a letter of resignation to the superintendent, (2) report to the Office of Human Resources to discuss insurance conversion privileges and Retirement System refund or benefit options, (3) make final payroll arrangements with the Payroll Office, and (4) complete University checkout procedures (see II, I in this chapter).

I. Retirement

Faculty Associates who plan to retire should (1) submit a letter of intent to the superintendent, (2) report to the Benefits Section of the Office of Human Resources to discuss insurance conversion privileges and retirement benefits, (3) make final payroll arrangements with the Payroll Office, and (4) complete University checkout procedures (see II, I in this chapter).

III. Checkout Procedures

Employees leaving the University must (1) return keys, books, media equipment, and other University-owned materials; (2) pay all departmental and University bills; (3) return the final benefit usage card; (4) clean office space; and (5) meet with the building principal.

IV.  Civil Rights

Illinois State University is committed to nondiscrimination and equal opportunity in programs, activities, and employment for students and employees regardless of race, color, religion, sex, national origin, sexual orientation, ancestry, age, marital status, physical or mental disability, unfavorable discharge from military, or status as a disabled veteran or veteran of the Vietnam Era, or other factors prohibited by law.

A.  Racial, Ethnicity, National Origin, Religious or Sexual Orientation Harassment

It is the policy of Illinois State University to provide an educational and work environment for its students, faculty and staff free of any racial, ethnicity, national origin, disability, religious or sexual orientation harassment and to review and resolve any such complaints by any member of the University community.  Each employee has a responsibility to maintain the workplace free of racial, ethnicity, national origin, disability, religious or sexual orientation harassment.  Circumstances, facts, and conduct that violate this policy prohibiting harassment and discrimination based upon race, ethnicity, national origin, disability or religion, hereinafter referred to as racial, ethnicity, national origin, disability, religious or sexual orientation harassment, contradicts the University's educational philosophy and standard.

B.  Sexual Harassment

It is the policy of Illinois State University to provide a workplace free of any sexual harassment and to resolve complaints of sexual harassment by any member of the University community, including faculty, staff, and students.  Each employee has a responsibility to maintain the workplace free of sexual harassment.  The responsibility of supervisors includes discussing this policy with all supervisees, including the warning that false accusations will result in disciplinary action up to and including possible termination.  Sexual harassment is a form of sex discrimination and will not be tolerated by the University.

Additional information and grievance procedures are available in the Civil Rights section of the University Policies and Procedures Manual.

IV. External Employment

A. Definition of External Employment

External employment is defined as "any arrangement with an agent or agency outside the University which has agreed to provide explicit remuneration for services offered or involves the pursuit of income-producing private practice or business activity."

B. Publications

Publication contracts and agreements and paid consultations with government agencies are not considered external employment.

C. Limitations

The primary employment obligation of the Faculty Associate is to the University.  External employment should not encroach upon University duties and responsibilities.

D. Procedure

Faculty Associates who engage in external employment must complete the External Employment Reporting form available in the Main Office, and return it to the principal by May 31 for work done the preceding year.

V. Extra Duties

Extra duty assignments, such as coaching, publications, class sponsorship, clubs, independent study supervision, academic advisement, and lounge supervision are available.  A compensation schedule is available from the activities director.

VI. Other Duties and Responsibilities

A. Involvement in Political Activities

1. Promoting Politics
   Faculty Associates are expected to refrain from promoting partisan politics on the job.

2. Declaring a Candidacy for Political Office
   Faculty Associates who become candidates for political office must notify the President of the University in writing of their candidacy.

B. Medical/Behavior Problems

Employees who need help with medical or personal problems should contact the Director of the Employee Assistance Program in the Office of Human Resources for additional information.

C. Fund-Raising

Faculty Associates should consult building guidelines before engaging in fund-raising activities.

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