Des Plaines Personnel Policy Manual PDF

The City of Des Plaines PERSONNEL POLICY MANUAL Revised January 1, 2024 Personnel Policy Manual Table of Contents WELCOME TO THE CITY OF DES PLAINES!............................................................................................................ 13 CITY’S MISSION STATEMENT, BELIEFS & VIS...

The City of Des Plaines PERSONNEL POLICY MANUAL Revised January 1, 2024 Personnel Policy Manual Table of Contents WELCOME TO THE CITY OF DES PLAINES!............................................................................................................ 13 CITY’S MISSION STATEMENT, BELIEFS & VISION.................................................................................................. 14 CITY’S MISSION STATEMENT..........................................................................................................................................14 WE BELIEVE….............................................................................................................................................................14 OUR VISION INCLUDES…...............................................................................................................................................14 CHAPTER 1 – GENERAL PROVISIONS.................................................................................................................... 15 1.1. INTRODUCTION.....................................................................................................................................................15 1.2. APPLICABILITY OF THE PERSONNEL POLICY MANUAL....................................................................................................15 1.3 OTHER EMPLOYMENT LAWS, RULES AND REGULATIONS................................................................................................15 1.4. PERSONNEL MANUAL’S PRECEDENCE WITH LAWS, RULES AND CONTRACTS......................................................................15 1.5. CONFLICT WITH LAW IN THE PERSONNEL MANUAL......................................................................................................16 1.6. GENDER USAGE IN THE PERSONNEL MANUAL.............................................................................................................16 1.7. MAINTENANCE OF THE PERSONNEL MANUAL.............................................................................................................16 CHAPTER 2 – CITY EMPLOYMENT AUTHORITY..................................................................................................... 18 2.1. CITY COUNCIL.......................................................................................................................................................18 2.2. CITY MANAGER....................................................................................................................................................18 2.3. BOARD OF FIRE AND POLICE COMMISSIONERS............................................................................................................18 2.4. DEPARTMENT DIRECTORS AND SUPERVISORS..............................................................................................................18 CHAPTER 3 – CITY WORK ENVIRONMENT............................................................................................................ 19 3.1. EQUAL EMPLOYMENT OPPORTUNITY (EEO)...............................................................................................................19 3.2. HARASSMENT & SEXUAL HARASSMENT.....................................................................................................................19 3.2.1 Introduction...............................................................................................................................................19 3.2.2 Definitions.................................................................................................................................................19 3.2.3 Prohibited Conduct....................................................................................................................................20 3.2.4 Complaint Procedure.................................................................................................................................21 3.2.5 Confidentiality...........................................................................................................................................21 3.2.6 Investigatory Procedures...........................................................................................................................21 3.2.7 Retaliation.................................................................................................................................................22 3.4. DRUG-FREE WORKPLACE........................................................................................................................................22 3.5. AMERICANS WITH DISABILITIES ACT (ADA)................................................................................................................23 3.5.1 Introduction...............................................................................................................................................23 3.5.2 Endorsement and Non-Discrimination......................................................................................................23 3.6. EMPLOYEE PERSONNEL FILES...................................................................................................................................24 3.7. REFERENCES ON FORMER EMPLOYEES.......................................................................................................................25 CHAPTER 4 – CLASSIFICATION PLAN..................................................................................................................... 26 4.1. INTRODUCTION.....................................................................................................................................................26 4.2. POSITION DESCRIPTIONS.........................................................................................................................................26 4.3. ORGANIZATION CHARTS.........................................................................................................................................26 4.4. USE FOR OTHER PERSONNEL FUNCTIONS...................................................................................................................26 4.5. CLASSIFIED SERVICE...............................................................................................................................................26 4.6. MAINTENANCE OF THE CLASSIFICATION PLAN.............................................................................................................27 4.7. REQUEST FOR A NEW CLASSIFICATION OR RECLASSIFICATION.........................................................................................27 2 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents CHAPTER 5 – RECRUITMENT & SELECTION........................................................................................................... 29 5.1. INTRODUCTION.....................................................................................................................................................29 5.2. APPLICATION FOR EMPLOYMENT..............................................................................................................................29 5.3. EXAMINATIONS AND TESTING..................................................................................................................................29 5.4. MEDICAL EXAMINATIONS.......................................................................................................................................30 5.5. APPOINTING AUTHORITY........................................................................................................................................30 5.6. PROBATIONARY PERIOD..........................................................................................................................................30 5.7. EMPLOYMENT OF RELATIVES...................................................................................................................................31 5.8. EMPLOYMENT OF ELECTED OFFICIALS........................................................................................................................31 5.9. ENROLLMENT AND ORIENTATION.............................................................................................................................32 5.10. RE-EMPLOYMENT OPPORTUNITIES..........................................................................................................................32 CHAPTER 6 – CHANGES IN EMPLOYMENT & SEPARATION................................................................................... 33 6.1. INTRODUCTION.....................................................................................................................................................33 6.2. INTER-DEPARTMENT TRANSFERS..............................................................................................................................33 6.3. REDUCTION IN CLASS.............................................................................................................................................33 6.4. LAYOFFS..............................................................................................................................................................33 6.5. RESIGNATION/SEPARATION FROM EMPLOYMENT........................................................................................................34 6.6. FINAL PAY CHECK..................................................................................................................................................34 6.7. SEPARATION BENEFIT ELIGIBILITY.............................................................................................................................34 6.8. EXIT INTERVIEW....................................................................................................................................................35 CHAPTER 7 – COMPENSATION PLAN.................................................................................................................... 36 7.1. INTRODUCTION.....................................................................................................................................................36 7.2. PHILOSOPHY OF THE COMPENSATION PLAN................................................................................................................36 7.3. MAINTENANCE OF THE COMPENSATION PLAN............................................................................................................36 7.4. SALARY SCHEDULES...............................................................................................................................................36 7.5. ADVANCEMENT IN SALARY-RANGE SCHEDULES AND BENEFIT FOR PERFORMANCE..............................................................37 1. Employee Performance Evaluation................................................................................................................37 2. Base Pay.........................................................................................................................................................37 3. Bonus Pay.......................................................................................................................................................38 4. Additional Paid Time Off................................................................................................................................38 7.6. COMPENSATION ON PROMOTION.............................................................................................................................39 7.7. WORKING OUT OF CLASSIFICATION PAY....................................................................................................................39 7.8. LONGEVITY PAY....................................................................................................................................................39 7.9. UNIFORM ALLOWANCE..........................................................................................................................................40 7.10. VEHICLE ALLOWANCE...........................................................................................................................................40 7.11. DOCUMENTATION FOR CHANGES IN COMPENSATION.................................................................................................40 7.12. BI-WEEKLY PAY PERIODS......................................................................................................................................40 7.14. REIMBURSEMENT ACCOUNTS................................................................................................................................41 7.15. DIRECT AND AUTO DEPOSITS OF PAY CHECKS...........................................................................................................42 CHAPTER 8 – SCHEDULE & HOURS OF WORK....................................................................................................... 43 8.1. WORK SCHEDULE..................................................................................................................................................43 8.2. HOURS OF WORK..................................................................................................................................................43 8.3. REPORTING TO WORK............................................................................................................................................43 8.4. FLEXTIME WORK SCHEDULES...................................................................................................................................43 3 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents 8.5. NON-EXEMPT EMPLOYEE OVERTIME........................................................................................................................43 8.6. NO OVERTIME FOR EXEMPT EMPLOYEES...................................................................................................................44 8.7. COMPENSATORY TIME...........................................................................................................................................45 8.8. RIGHT TO SCHEDULE OVERTIME...............................................................................................................................45 8.9. CALL-BACK PAY....................................................................................................................................................45 8.10. NO PYRAMIDING OF PAID TIME.............................................................................................................................45 CHAPTER 9 – CONFERENCES, TRAINING & EDUCATION........................................................................................ 46 9.1. INTRODUCTION.....................................................................................................................................................46 9.2. CONFERENCES & TRAINING.....................................................................................................................................46 9.3. REIMBURSEMENT OF EXPENSES................................................................................................................................46 9.4. TUITION REIMBURSEMENT......................................................................................................................................46 CHAPTER 10 – VACATION, PERSONAL & HOLIDAY LEAVE..................................................................................... 47 10.1. VACATION LEAVE................................................................................................................................................47 10.2. ACCRUAL OF VACATION LEAVE...............................................................................................................................47 10.2.1. Non-Management Employees – Full-Time (8 hour/7.5-hour workday).................................................47 10.2.2 Management Employees (8 hour/7.5-hour workday).............................................................................47 10.2.3 Management Employees (24-hour workday)..........................................................................................47 10.2.4 Management Employees (8 hour/7.5-hour workday).............................................................................48 10.3. SCHEDULING OF VACATION LEAVE..........................................................................................................................48 10.4. MAXIMUM VACATION LEAVE BALANCE...................................................................................................................48 10.5. VACATION LEAVE FOR SHIFT EMPLOYEES.................................................................................................................48 10.6. ILLNESS/INJURY DURING VACATION LEAVE...............................................................................................................48 10.7. VACATION LEAVE PAYOUT UPON SEPARATION..........................................................................................................49 10.8. PERSONAL LEAVE................................................................................................................................................49 10.9 ACCRUAL OF PERSONAL LEAVE................................................................................................................................49 10.9.1. Non-Management Employees – Full-Time (8 hour/7.5-hour workday).................................................49 10.9.2. Management Employees (8 hour/7.5-hour workday)............................................................................50 10.9.3. Management Employees (24-hour workday).........................................................................................50 10.9.4. Management Employees (8 hour/7.5-hour workday)............................................................................50 10.10. SCHEDULING OF PERSONAL LEAVE........................................................................................................................50 10.11. MAXIMUM PERSONAL LEAVE BALANCE.................................................................................................................50 10.12. PERSONAL LEAVE FOR SHIFT EMPLOYEES...............................................................................................................50 10.13. PERSONAL LEAVE PAYOUT UPON SEPARATION........................................................................................................51 10.14. HOLIDAY LEAVE................................................................................................................................................51 10.15. DESIGNATED HOLIDAYS......................................................................................................................................51 10.16. OBSERVANCE OF HOLIDAYS.................................................................................................................................51 10.17. COMPENSATION FOR HOLIDAYS...........................................................................................................................52 CHAPTER 11 – SICK LEAVE.................................................................................................................................... 53 11.1. SICK LEAVE........................................................................................................................................................53 11.2. ACCRUAL OF SICK LEAVE.......................................................................................................................................53 11.3. SCHEDULING OF SICK LEAVE..................................................................................................................................53 11.4. EXCESSIVE SICK LEAVE USAGE................................................................................................................................53 11.5. VERIFICATION OF SICK LEAVE ABSENCE....................................................................................................................54 11.6. ELIGIBLE FMLA ENTITLEMENT...............................................................................................................................54 4 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents 11.7. SICK LEAVE BONUS FOR NON-ABSENCE...................................................................................................................54 11.8. MAXIMUM SICK LEAVE BALANCE...........................................................................................................................54 11.9. SICK LEAVE PAYOUT ANNUALLY.............................................................................................................................55 11.10. SICK LEAVE PAYOUT UPON SEPARATION................................................................................................................55 CHAPTER 12 – OTHER PAID LEAVE....................................................................................................................... 56 12.1. FUNERAL/BEREAVEMENT LEAVE............................................................................................................................56 12.2. JURY DUTY LEAVE...............................................................................................................................................56 CHAPTER 13 – OTHER UNPAID LEAVE.................................................................................................................. 58 13.1. FAMILY MEDICAL LEAVE ACT (FMLA)....................................................................................................................58 13.1.1. Introduction............................................................................................................................................58 13.1.2. Eligibility for FMLA Leave.......................................................................................................................58 13.1.3. Reasons for FMLA Leave........................................................................................................................58 13.1.4 Definitions...............................................................................................................................................59 13.1.5. Serious Health Condition........................................................................................................................59 13.1.6 Military Caregiver Leave (Covered Servicemember Leave).....................................................................60 13.1.7. Qualify Exigency Leave...........................................................................................................................61 13.1.8 Requests for Leave and Reporting Requirements...................................................................................62 13.1.9 Certification of a Serious Health Condition.............................................................................................63 13.1.10 Intermittent or Reduced FMLA Leave....................................................................................................64 13.1.11 Use of Paid Leave..................................................................................................................................64 13.1.12 Key Employee........................................................................................................................................65 13.1.13 Employee Donation of Paid Leave.........................................................................................................65 13.1.14 Benefit Status while on FMLA Leave.....................................................................................................66 13.2. VESSA.............................................................................................................................................................66 13.2.1 Eligibility for VESSA Leave.......................................................................................................................66 13.2.2 Notice and Certification Requirements for VESSA Leave.........................................................................68 13.3. PROTECTED JOB STATUS WHILE ON FMLA OR VESSA LEAVE......................................................................................68 13.4 FMLA AND VESSA FORMS...................................................................................................................................69 CHAPTER 14 – LEAVES OF ABSENCE..................................................................................................................... 70 14.1. MILITARY LEAVE.................................................................................................................................................70 14.1.1. Leave of Absence....................................................................................................................................70 14.1.2. Employee Notice.....................................................................................................................................70 14.1.3 Differential Pay........................................................................................................................................70 14.1.4. Reinstatement........................................................................................................................................71 14.1.5. Health Insurance....................................................................................................................................71 14.2. EXTENDED MEDICAL LEAVE...................................................................................................................................71 14.3. GENERAL LEAVE OF ABSENCE................................................................................................................................71 14.4. SCHOOL VISITATION LEAVE...................................................................................................................................72 14.5. ELECTION DAY LEAVE...........................................................................................................................................72 CHAPTER 15 – INSURANCE PROGRAMS............................................................................................................... 73 15.1. INTRODUCTION...................................................................................................................................................73 15.2. HEALTH INSURANCE PROGRAM..............................................................................................................................73 15.3. DENTAL & OPTICAL INSURANCE PROGRAM..............................................................................................................74 5 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents 15.4. LIFE INSURANCE PROGRAM...................................................................................................................................74 15.5. EMPLOYEE ASSISTANCE PROGRAM (EAP)................................................................................................................74 15.6. PREMIUM CONVERSION PLAN (SECTION 125)..........................................................................................................75 15.7. COBRA EXTENDED INSURANCE COVERAGE..............................................................................................................76 15.8. INSURANCE CONTINUATION FOR RETIREMENT/DISABILITY...........................................................................................76 CHAPTER 16 – WORK-RELATED INJURIES............................................................................................................. 77 16.1. INTRODUCTION...................................................................................................................................................77 16.2. REPORTING AN ON-THE-JOB INJURY.......................................................................................................................77 16.3. ADJUDICATION OF A WORKERS’ COMPENSATION CLAIM.............................................................................................77 16.4. BENEFITS WHILE ON A WORKERS’ COMPENSATION ABSENCE.......................................................................................77 16.5. LIGHT DUTY.......................................................................................................................................................78 16.6. INJURIES NOT COMPENSATED................................................................................................................................79 CHAPTER 17 – RETIREMENT & PENSION PROGRAMS........................................................................................... 80 17.1. INTRODUCTION...................................................................................................................................................80 17.2. FEDERAL RETIREMENT BENEFITS (SOCIAL SECURITY)..................................................................................................80 17.3. RETIREMENT PROCESSING.....................................................................................................................................80 17.4. RETIREE GROUP HEALTH & DENTAL INSURANCE.......................................................................................................80 17.5. ILLINOIS MUNICIPAL RETIREMENT FUND..................................................................................................................81 17.6. FIRE PENSION FUND............................................................................................................................................81 17.7. POLICE PENSION FUND.........................................................................................................................................82 CHAPTER 18 – DEATH OF AN EMPLOYEE.............................................................................................................. 83 18.1. INTRODUCTION...................................................................................................................................................83 18.2. SURVIVOR PENSION BENEFITS................................................................................................................................83 18.3. LIFE INSURANCE DEATH BENEFITS..........................................................................................................................83 18.4. PAYMENT OF ACCRUED LEAVE UPON DEATH............................................................................................................83 18.5. HEALTH INSURANCE FOR SURVIVORS.......................................................................................................................83 CHAPTER 19 – CODE OF CONDUCT....................................................................................................................... 84 19.1. INTRODUCTION...................................................................................................................................................84 19.2. UNACCEPTABLE BEHAVIOR....................................................................................................................................84 19.3. CONFIDENTIALITY OF INFORMATION........................................................................................................................85 19.4. FRATERNIZATION IN THE WORKPLACE.....................................................................................................................85 19.5. WORKPLACE VIOLENCE........................................................................................................................................85 19.6. HARASSMENT & SEXUAL HARASSMENT...................................................................................................................86 19.7. THEFT & FALSIFICATION OF RECORDS......................................................................................................................86 19.8. ALCOHOL & SUBSTANCE ABUSE.............................................................................................................................86 19.9. WEAPONS PROHIBITED........................................................................................................................................87 19.10. OUTSIDE EMPLOYMENT......................................................................................................................................87 19.11. TELEPHONE USAGE & ETIQUETTE.........................................................................................................................87 19.12. PERSONAL MAIL...............................................................................................................................................88 19.13. PERSONAL APPEARANCE & HYGIENE.....................................................................................................................88 19.14. SALES SOLICITATION..........................................................................................................................................88 19.15. SMOKING & USE OF TOBACCO PRODUCTS.............................................................................................................88 19.16. EMPLOYEE IDENTIFICATION CARDS.......................................................................................................................89 6 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents 19.17. KEEPING PERSONAL DATA CURRENT.....................................................................................................................89 19.18. ELECTRONIC COMMUNICATIONS..........................................................................................................................89 19.19. FREEDOM OF INFORMATION ACT (FOIA) REQUESTS................................................................................................90 19.20. NEWS RELEASES & MEDIA/PUBLIC CONTACT.........................................................................................................90 19.22. EMPLOYEE ETHICS.............................................................................................................................................91 19.23. POLITICAL ACTIVITY...........................................................................................................................................91 19.24 INFORMATION TECHNOLOGY RESOURCE POLICY.......................................................................................................91 19.25 FITNESS FOR DUTY – NOTIFICATION OF MEDICATION USE..........................................................................................92 19.26 GIFTS AND FAVORS (CITY CODE: 1-9-7).................................................................................................................92 19.27 PERSONAL USE OF SOCIAL MEDIA.........................................................................................................................93 CHAPTER 20 – WORKPLACE SAFETY..................................................................................................................... 94 20.1. INTRODUCTION...................................................................................................................................................94 20.2. CITY SAFETY RESPONSIBILITIES...............................................................................................................................94 20.2.1 Department Heads..................................................................................................................................94 20.2.2 Division Heads and Supervisors...............................................................................................................94 20.2.3 Safety Coordinator..................................................................................................................................94 20.3. EMPLOYEE SAFETY RESPONSIBILITIES.......................................................................................................................94 20.4. SAFETY ACTIVITIES...............................................................................................................................................95 20.4.1. Accident Investigation............................................................................................................................95 20.4.2. Executive Safety and Department Safety Committees...........................................................................95 20.5. GENERAL SAFETY RULES.......................................................................................................................................95 20.6. PERSONAL PROTECTIVE EQUIPMENT.......................................................................................................................95 20.7. INJURIES REQUIRING MEDICAL ATTENTION..............................................................................................................96 CHAPTER 21 – DISCIPLINARY & GRIEVANCE PROCEDURE..................................................................................... 97 21.1. INTRODUCTION...................................................................................................................................................97 21.2. FORMS OF PROGRESSIVE DISCIPLINE.......................................................................................................................98 21.2.1 Oral Reprimand.......................................................................................................................................98 21.2.2. Written Reprimand.................................................................................................................................98 21.2.3. Suspension..............................................................................................................................................98 21.2.4. Demotion/Reduction in Class.................................................................................................................98 21.2.5. Termination............................................................................................................................................99 21.3. PROBATION.......................................................................................................................................................99 21.4. ADMINISTRATIVE LEAVE.......................................................................................................................................99 21.5. ILLEGAL ACTIVITY................................................................................................................................................99 21.6. APPEALS OF DISCIPLINE........................................................................................................................................99 21.7. GRIEVANCE PROCEDURE.....................................................................................................................................100 21.8. DEFINITION OF A GRIEVANCE...............................................................................................................................100 21.9. STEPS IN THE GRIEVANCE PROCESS.......................................................................................................................100 21.9.1. Step One...............................................................................................................................................100 21.9.2. Step Two...............................................................................................................................................101 21.9.3. Step Three............................................................................................................................................101 21.9.4. Step Four..............................................................................................................................................101 21.10. NO RETALIATION FOR FILING A GRIEVANCE..........................................................................................................102 APPENDIX A – AMERICANS WITH DISABILITIES ACT POLICY............................................................................... 103 7 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents A-1. INTRODUCTION..................................................................................................................................................103 A-2. ENDORSEMENT AND NON-DISCRIMINATION............................................................................................................103 APPENDIX B – TRAVEL POLICY............................................................................................................................ 105 B-1. INTRODUCTION..................................................................................................................................................105 B-2. OVERNIGHT TRAVEL...........................................................................................................................................105 B-3. SAME DAY TRAVEL.............................................................................................................................................107 B-4. MILEAGE AND TRANSPORTATION..........................................................................................................................108 B-5. SUBMISSION OF REIMBURSEMENT REQUESTS..........................................................................................................109 B.5.1 - Required Documentation for Overnight Travel Reimbursement...........................................................110 B.5.2 - Required Documentation for Same Day Travel Reimbursement...........................................................110 B-6. NON-REIMBURSABLE EXPENSES............................................................................................................................110 B-7. DES PLAINES OVERNIGHT TRAVEL PRE-APPROVAL FORM...........................................................................................112 APPENDIX C – TUITION REIMBURSEMENT PROGRAM........................................................................................ 113 C-1. INTRODUCTION...................................................................................................................................................113 C-2. DEGREES & COURSES ELIGIBLE FOR TUITION REIMBURSEMENT....................................................................................113 C-3. APPROVAL FOR TUITION REIMBURSEMENT..............................................................................................................113 C-4. APPLICATION FOR TUITION REIMBURSEMENT...........................................................................................................114 C-5. TUITION REIMBURSEMENT PROGRAM COURSE UPDATE FORM....................................................................................114 C-6. APPLICABLE COSTS AND AMOUNTS FOR TUITION REIMBURSEMENT..............................................................................114 C-7. REFUND OF TUITION REIMBURSEMENT...................................................................................................................115 C-8. REMOVAL FROM THE TUITION REIMBURSEMENT PROGRAM........................................................................................115 STEP 1: TUITION REIMBURSEMENT PROGRAM APPLICATION..............................................................................................116 STEP 2: TUITION REIMBURSEMENT COURSE UPDATE FORM (FOR THOSE SEEKING DEGREES ONLY)...........................................119 STEP 3: TUITION REIMBURSEMENT REPAYMENT AGREEMENT.............................................................................................120 APPENDIX D – EXTENDED MEDICAL LEAVE........................................................................................................ 121 D-1. INTRODUCTION..................................................................................................................................................121 D-2. MAXIMUM PERIOD OF INCAPACITATION.................................................................................................................121 D-3. PAID LEAVE ACCRUALS & SERVICE CREDITS.............................................................................................................121 D-4. HEALTH INSURANCE DURING AN EXTENDED MEDICAL LEAVE.......................................................................................121 D-5. NOTIFICATION OF HEALTH STATUS.........................................................................................................................121 D-6. LONG TERM OR PERMANENT INCAPACITATION.........................................................................................................122 D-7. RETURN FROM AN EXTENDED MEDICAL ABSENCE.....................................................................................................122 APPENDIX E – HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA)...................................... 123 E-1. NOTICE OF STANDARDS FOR PRIVACY OF INDIVIDUALLY IDENTIFIABLE HEALTH INFORMATION............................................123 E-2. DISCLOSURE OF SUMMARY HEALTH INFORMATION TO THE PLAN SPONSOR....................................................................123 E-3. DISCLOSURE OF PROTECTED HEALTH INFORMATION TO THE CITY FOR PLAN ADMINISTRATION...........................................123 E-4. DISCLOSURE OF CERTAIN ENROLLMENT INFORMATION TO THE CITY..............................................................................125 E-5. OTHER DISCLOSURES AND USES OF PHI..................................................................................................................125 E-6. EMPLOYEE “NOTICE OF PRIVACY RIGHTS”................................................................................................................125 E-7. INTRODUCTION...................................................................................................................................................125 E-8. EFFECTIVE DATE.................................................................................................................................................126 E-9. CITY RESPONSIBILITIES.........................................................................................................................................126 E-10. PRIMARY USES AND DISCLOSURES OF PROTECTED HEALTH INFORMATION....................................................................127 8 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents E-10.1. Treatment............................................................................................................................................127 E-10.2. Payment...............................................................................................................................................127 E-10.3. Health Care Operations........................................................................................................................127 E-10.4. Business Associates..............................................................................................................................128 E-10.5. Other Covered Entities.........................................................................................................................128 E.10.4. Plan Sponsor.........................................................................................................................................128 E-11. POTENTIAL IMPACT OF STATE LAW.......................................................................................................................128 E-12. OTHER POSSIBLE USES AND DISCLOSURES OF PHI...................................................................................................129 E-12.1. Required by Law...................................................................................................................................129 E-12.2. Public Health Activities.........................................................................................................................129 E-12.3. Health Oversight Activities...................................................................................................................129 E-12.4. Abuse or Neglect..................................................................................................................................129 E-12.5. Legal Proceedings................................................................................................................................130 E-12.6. Law Enforcement.................................................................................................................................130 E-12.7. Coroners, Medical Examiners, Funeral Directors, and Organ Donation...............................................130 E-12.8. Research...............................................................................................................................................130 E-12.9. To Prevent a Serious Threat to Health or Safety..................................................................................131 E-12.10. Military Activity and National Secrets, Protective Services................................................................131 E-12.11. Inmates..............................................................................................................................................131 E-12.12. Workers' Compensation.....................................................................................................................131 E-12.13. Others Involved in Your Health Care..................................................................................................131 E-13. REQUIRED DISCLOSURES OF A PARTICIPANT’S PHI...................................................................................................132 E-14. OTHER USES AND DISCLOSURES OF YOUR PHI........................................................................................................132 E-15. PARTICIPANT RIGHTS.........................................................................................................................................133 E-16. COMPLAINTS....................................................................................................................................................136 APPENDIX F – LIGHT DUTY POLICY..................................................................................................................... 137 F-1. INTRODUCTION...................................................................................................................................................137 F-2. SCOPE OF THE POLICY..........................................................................................................................................137 F-3. RESPONSIBILITY FOR THE POLICY............................................................................................................................137 F-4. DEFINITION OF LIGHT DUTY...................................................................................................................................137 F-5. PHYSICAL CONDITIONS OF THE EMPLOYEE................................................................................................................137 F-6. NO "MAKE WORK" ASSIGNMENTS.........................................................................................................................138 F-7. AVAILABILITY OF LIGHT DUTY WORK.......................................................................................................................138 F-8. NO PERMANENT LIGHT DUTY ASSIGNMENT.............................................................................................................138 F-9. CASE-BY-CASE CONSIDERATION OF LIGHT DUTY ASSIGNMENTS....................................................................................138 F-10. PROCEDURE FOR LIGHT DUTY ASSIGNMENT...........................................................................................................138 F -11. FORFEITURE OF WORKER’S COMPENSATION BENEFITS.............................................................................................139 APPENDIX G - INFORMATION TECHNOLOGY RESOURCE POLICY........................................................................ 140 G-1. INTRODUCTION..................................................................................................................................................140 G-2. RESPONSIBILITIES OF USERS..................................................................................................................................140 G-3. COMPUTER SYSTEMS: PASSWORDS AND LOGON/LOGOFF..........................................................................................140 G-4. EQUIPMENT AND SYSTEMS...................................................................................................................................141 G-5. ELECTRONIC MAIL (EMAIL)..................................................................................................................................141 G-6. ELECTRONIC MAIL – CONFIDENTIAL INFORMATION...................................................................................................142 G-7. TELEPHONES AND VOICE MAIL..............................................................................................................................143 9 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents G-8. ACCESS AND USE OF THE INTERNET........................................................................................................................143 G-9. COMPUTER SOFTWARE........................................................................................................................................144 G-10. EQUIPMENT AND SYSTEM MAINTENANCE, SECURITY AND VIRUS PREVENTION.............................................................144 G-11. DISCIPLINE......................................................................................................................................................145 APPENDIX H - WORKPLACE VIOLENCE POLICY.................................................................................................... 146 H-1. INTRODUCTION..................................................................................................................................................146 H-2. DEFINITIONS......................................................................................................................................................146 H-3. REACTING TO WORKPLACE VIOLENCE.....................................................................................................................146 H-4. PREVENTION OF WORKPLACE VIOLENCE.................................................................................................................147 H-5. REPORTING WORKPLACE VIOLENCE INCIDENTS.........................................................................................................147 H-6. PROHIBITED ACTIONS AND SANCTIONS...................................................................................................................147 H-7. SECURITY..........................................................................................................................................................148 APPENDIX I – TELEPHONE USAGE & ETIQUETTE POLICY..................................................................................... 149 I-1. INTRODUCTION....................................................................................................................................................149 I-2. GENERAL INFORMATION & GUIDELINES...................................................................................................................149 I-3. TELEPHONE PROCEDURES......................................................................................................................................149 I-5. TRANSFERRING CALLS & PLACING ON HOLD..............................................................................................................150 I-6. TAKING MESSAGES...............................................................................................................................................151 I-7. CALL FORWARDING..............................................................................................................................................151 I-8. MAKING & RETURNING PHONE CALLS.....................................................................................................................152 I-9. VOICEMAIL SETUP & PROTOCOL.............................................................................................................................152 I-10. HANDLING COMPLAINTS.....................................................................................................................................153 I-11. HANDLING DIFFICULT CALLERS.............................................................................................................................154 I-12. CONCLUSION....................................................................................................................................................154 APPENDIX J – SAFETY AND RISK MANAGER....................................................................................................... 155 J-1. PURPOSE...........................................................................................................................................................155 J-2. CONCEPT...........................................................................................................................................................155 J-3. CITY MANAGER AND DEPARTMENT HEADS...............................................................................................................155 J-4. EXECUTIVE SAFETY COMMITTEE..............................................................................................................................156 J-5. DEPARTMENT SAFETY COMMITTEES........................................................................................................................157 J-6. SAFETY RESPONSIBILITIES......................................................................................................................................157 J-7. LOSS PREVENTION METHODS.................................................................................................................................159 J-8. OCCUPATIONAL ILLNESS/INJURY AND INFECTION CONTROL..........................................................................................162 J-9. FLEET SAFETY......................................................................................................................................................163 J-10. GENERAL SAFETY RULES......................................................................................................................................163 APPENDIX K-IDENTITY PROTECTION.............................................................................................................. - 168 K-1. K-3. K-4. K-5. K-6. K-7. INTRODUCTION.............................................................................................................................................. - 168 EXCLUSIONS FROM PROHIBITIONS..................................................................................................................... - 169 FREEDOM OF INFORMATION ACT REQUESTS........................................................................................................ - 170 APPLICABILITY............................................................................................................................................... - 170 IDENTITY PROTECTION PROCEDURES.................................................................................................................. - 170 ACKNOWLEDGMENT....................................................................................................................................... - 170 - APPENDIX L-PERSONAL APPEARANCE & HYGIENE POLICY................................................................................. 172 10 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Table of Contents L-1. INTRODUCTION...................................................................................................................................................172 L-2. BUSINESS CASUAL DRESS POLICY............................................................................................................................172 L-3. DESIGNATED CASUAL DRESS DAYS..........................................................................................................................172 L- 4. APPROPRIATE AND INAPPROPRIATE DRESS...............................................................................................................172 APPROPRIATE DRESS..................................................................................................................................................173 Tops..................................................................................................................................................................173 Bottoms............................................................................................................................................................173 Shoes................................................................................................................................................................173 Miscellaneous...................................................................................................................................................173 INAPPROPRIATE DRESS................................................................................................................................................173 Tops..................................................................................................................................................................173 Bottoms............................................................................................................................................................174 Shoes................................................................................................................................................................174 Miscellaneous...................................................................................................................................................174 APPENDIX M- VEHICLE USAGE POLICY............................................................................................................... 175 M-1. INTRODUCTION.................................................................................................................................................175 M-2. DEFINITIONS.....................................................................................................................................................175 M-3. GENERAL GUIDELINES.........................................................................................................................................176 M-4. APPROVAL STANDARDS.......................................................................................................................................176 M-5. CITY VEHICLES...................................................................................................................................................177 M-6. INSURANCE......................................................................................................................................................177 M-7. VEHICLE ALLOWANCE PROGRAM..........................................................................................................................177 M-8. REIMBURSEMENT OF EXPENSES............................................................................................................................178 M-9. COMMUTING EXPENSES......................................................................................................................................178 M-10. POLICE, FIRE AND EMERGENCY MANAGEMENT VEHICLES........................................................................................178 M-11. IDLING OF CITY OWNED VEHICLES.......................................................................................................................180 REQUEST FOR TAKE-HOME USE OF CITY VEHICLE FORM.......................................................................................181 PERSONAL USE OF CITY VEHICLE WORKSHEET......................................................................................................182 APPENDIX N – POSITION GRADE AND COMPENSATION PLAN........................................................................... 183 N-1. CLASSIFIED POSITIONS:........................................................................................................................................183 N-2. DETERMINING PAY:............................................................................................................................................184 N-3. ANNUAL RATES BASED ON FULL TIME EMPLOYMENT:...............................................................................................184 N-4. CONVERSION OF ANNUAL RATES TO HOURLY RATE EQUIVALENTS:...............................................................................185 N-5. SALARIES OF PART TIME, TEMPORARY AND SEASONAL EMPLOYEES:.............................................................................185 APPENDIX O – PERSONAL USE OF SOCIAL MEDIA.............................................................................................. 186 O-1. INTRODUCTION..................................................................................................................................................186 O-2. SCOPE OF POLICY...............................................................................................................................................186 O-3. THE CITY’S EXPECTATIONS...................................................................................................................................186 O-4. DEFINITIONS......................................................................................................................................................186 O-5. POLICIES APPLICABLE TO PERSONAL USE OF SOCIAL MEDIA.........................................................................................186 11 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Notice ***NOTICE*** The City’s Personnel Policy Manual is NOT intended to create any contractual or other legal rights. It is NOT an expressed or implied “contract” of employment, nor is it intended to create any property or tenant rights in the nature of an employment contract. Employment with the City of Des Plaines is at-will, except for nonprobationary appointees of the Board of Fire and Police Commissioners and non-probationary employees covered by a collective bargaining agreement. The termination of the employment relationship can be by the employee or by the City at any time, without restriction or limitation. No other section, subsection, benefit or procedure set forth in this Personnel Policy Manual implies, or may be construed to imply, that it or any portion thereof, is an employment contract or alters the employment at-will relationship. ***NOTICE*** 12 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Welcome to the City of Des Plaines Welcome to the City of Des Plaines! As a City employee, you can take a great deal of pride in being associated with a hard-working organization that has a long-standing tradition of providing the very best in municipal services. Together, our mission continues to be to enhance the quality of life enjoyed by the citizens and businesses of the Des Plaines community through the development and delivery of reliable and efficient services. Always keep in mind that the citizens of the City of Des Plaines are our ultimate “employer”. As local public officials and employees, we are a service provider for City residents and the public in general. Customer service is our highest priority. Each public contact is an opportunity for excellent performance: whether it is handling a complaint, a request for service, or an occasional thank-you. Customer service is not limited to our citizens, local businesses and the general public, but includes the interaction between all City employees, representatives of other government agencies, suppliers, providers of services and other outside businesses and organizations with whom we work. The primary goal is always to provide all of our customers with quality service in a prompt and courteous manner. Each individual in our organization plays an important role in carrying out the City’s mission and ensuring that the organization thrives. I encourage you to be actively involved in this process, to engage your manager/supervisor, and to support the principles of continuous improvement and teamwork that we believe are necessary to accomplish our goals and assure continued success. By working cooperatively, we not only strive to get the job done but to create a challenging and stimulating work environment as well. Again, I welcome you and hope that you will enjoy a happy and productive employment experience with the City of Des Plaines. 13 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual City’s Mission Statement, Beliefs & Vision City’s Mission Statement, Beliefs & Vision City’s Mission Statement The mission of the City of Des Plaines is to continually enhance the quality of life enjoyed by the citizens and businesses of the Des Plaines community through the development and delivery of reliable and efficient services. We Believe… That the municipal government exists to serve the residents and business community. That continuous improvement in the quality and methods of service is essential to maintain a standard of excellence in municipal government. That working together, the City Council and City Staff provide the leadership and guidance to meet the needs of our community. That our employees are a valuable resource to our community and through their personal and professional growth enhance the quality of services. That encouragement of citizen participation and community involvement is essential for good government. That the City should continually evaluate its services in an environment of rapid social, cultural, economic and technological change. That the City should continue to be a leader in municipal government. Our Vision Includes… Excellence – The City will be a model of excellence in providing municipal services. Leadership – The City will provide leadership to manage change and encourage creativity, productivity and innovation. Commitment – The City is committed to continually improve the quality of services to our residents and our employees. Communication – The City will communicate openly with honesty and integrity. Environment – The City will foster good stewardship of our natural environment through protection and conservation of natural resources. Diversity – The City will leverage its strength as a uniquely diversified community by developing interactive relationships with all residents in order to enhance the quality of life throughout the City. Resources – The City is dedicated to assuring that resources are used efficiently and wisely toward the achievement of our mission. 14 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 1 – General Provisions Chapter 1 – General Provisions 1.1. Introduction This document is known as the City of Des Plaines Personnel Policy Manual and will be referred to throughout as the “Manual.” The Manual is comprised of the current personnel policies, procedures, and practices that uniformly regulate and govern employment with the City. Also identified in the Manual are benefit programs and other services available to employees. As a consolidated reference guide, it assists the supervisor in standardizing the application of the City’s personnel program and serves to protect and clarify the rights and responsibilities of employees. Interpretations of the Manual are to be directed to Human Resources Director to ensure a consistent application of policies and practices throughout the City. 1.2. Applicability of the Personnel Policy Manual The provisions of this Manual apply to all city employees and its purpose is to provide a better understanding of the role employees hold as members of the City’s workforce. It is the responsibility of all employees to abide by the policies and procedures regulating employment with the City and their applicable department. 1.3 Other Employment Laws, Rules and Regulations Other employment laws, rules and regulations besides the Manual govern individuals employed by the City. A collective bargaining agreement (CBA) defines the wages, hours and other conditions of employment for those employees covered by that union contract. Sworn Fire and Police personnel are subject to the Board of Fire and Police Commissioners (BFPC) rules for original appointment, promotion, discipline, and separation procedures. The City’s Municipal Code codifies standards and levels of service set by the elected officials. State law provides employees certain mandated benefits and identifies safety standards (e.g., “Workers Compensation Act”). In addition, employment rights are afforded to specific classes of the population and workforce standards are established through the enactment of Federal legislation (e.g., “Americans with Disabilities Act” (ADA); “Equal Employment Opportunity Act” (EEO); “Fair Labor Standards Act” (FLSA) etc.). 1.4. Personnel Manual’s Precedence with Laws, Rules and Contracts The employment laws, rules and regulations of other agencies may from time to time come in conflict with provisions of the Manual and the following order of precedence shall be used to reconcile such conflicts as they arise: 1. In the event of a conflict between a section, sub-section or provision of the Manual with any Federal, State and local laws, acts, statutes or ordinances, the latter shall govern. 2. If a section, sub-section, or provision of the Manual is in conflict with a similar provision in the BFPC’s rules or of a CBA, the provisions of the BFPC’s rules or CBA shall take precedence. Such precedence only pertains to those employees covered by the BFPC rule 15 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 1 – General Provisions or a CBA and only for the provision(s) of the Manual in conflict. If the BFPC’s rules or CBA are silent on a subject, the Manual’s provision shall be in full force and effect. 3. The Manual, except as noted in sub-section 2 above, is a comprehensive document identifying the benefits, policies, procedures and individual rights that govern employment with the City. The Manual also supersedes all previous staff or personnel policy manuals, general orders, administrative procedures, handbooks, past practices and/or customs. 4. Department rules provide for the implementation of sections or sub-sections of the Manual consistent with the operational activities of the department and outlines procedures for those activities not covered by the Manual. If a conflict should occur between a department rule and the Manual, the Manual shall be in full force and effect. 1.5. Conflict with Law in the Personnel Manual Each chapter, section or sub-section of the Manual represents an independent statement. If Federal, State or local law voids any section or sub-section of the Manual, it does not invalidate any other provision. 1.6. Gender Usage in the Personnel Manual Whenever a singular/plural pronoun is used in the Manual, it is intended to refer to all employees, male and female. 1.7. Maintenance of the Personnel Manual Once adopted, the Manual is not a static document and updates are essential to keep the Manual current and meaningful. Changes in technology, new Federal, State and local laws, court rulings, local policies and demands upon City services create a constant need to update and continually modify the intent and applicability of the Manual. The policies, procedures and practices referenced in the Manual shall be amended or added to at any time at the sole discretion of the City Manager in order to carry out the effective and efficient operation of the City. All employees will be notified when an update occurs but the most updated Personnel Policy Manual can be obtained by contacting the Human Resources Division. Printed pages of the updated sections will not be distributed with each revision or change and the on-line edition of the Manual shall be the official version and shall take precedence over any previously printed copy of the Manual. 1.8. Types of Employees The City has several different types of positions which are defined in this section. Full-time positions are defined as those which are budgeted for and work between 1,950-2,080 hours annually. Employees in these positions are eligible to receive the City Benefit Package (1.0 FTE). Part-Time IMRF Positions are budgeted for and regularly work between 1,000-1,462 hours annually (.51-.75 FTE). Employees in these positions are enrolled in IMRF (Illinois Municipal Retirement Fund) but receive no other benefits other than those required by law. 16 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 1 – General Provisions Part-Time Positions are defined as those which are budgeted for and work 975 hours (.50 FTE based upon 1,950 annually). These positions are assigned to work a regular, reoccurring schedule. These positions do not receive any benefits other than those required by law. Seasonal/Sporadic Part-Time Positions are defined as those budgeted for and working approximately 487.50 hours (.25 FTE) and whose work is sporadic or seasonal (for a specified time period, like crossing guards). These positions are not eligible for any benefits other than those prescribed by law. 17 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 2 – City Employment Authority Chapter 2 – City Employment Authority 2.1. City Council The City of Des Plaines is a home-rule municipality operating under the Manager form of government. The City Council consists of the Mayor, elected at large, and eight Aldermen, elected by ward, and it is they who establish the City’s mission and annual goals. The City Council is the appointing authority of the City Manager and positions on the City’s various boards and commissions. Among its other legislative responsibilities, the City Council authorizes the annual budget and collective bargaining agreements providing for the staffing and compensation levels to maintain the City’s workforce. 2.2. City Manager Appointed by the Council, the City Manager serves as the organization’s chief administrative officer. The City Manager is responsible for maintaining the staffing levels of departments at the level needed to carry out the City’s mission and goals. The City Manager is the appointing authority for all employees of the City except for those employees appointed or promoted under the jurisdiction of the BFPC. The City Manager issues policies, rules and regulations as administered by the Human Resources Division to attract and maintain a quality workforce and effectively carry out City services. 2.3. Board of Fire and Police Commissioners Appointed by the City Council, the Board of Fire and Police Commissioners (BFPC) directs the recruitment and selection for original entry of sworn Fire and Police personnel. The BFPC is also responsible for the promotional process for designated sworn positions in the Police Service and Fire Service. In addition, the BFPC is the hearing body for formal charges of misconduct brought against sworn Fire and Police personnel and the appeals by these employees of disciplinary actions. Additional information can be found in the BFPC’s rules and regulations. 2.4. Department Directors and Supervisors Appointed by the City Manager, all non-BFPC management and supervisory staff members of each operating department are responsible for ensuring the effective and efficient delivery of services to the public and enforcement of appropriate ordinances and laws. Department Directors and supervisors establish goals and provide leadership to employees for carrying out assigned tasks. 18 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 3 – City Work Environment Chapter 3 – City Work Environment 3.1. Equal Employment Opportunity (EEO) The City is an equal opportunity employer and complies with all applicable Federal, State and local laws regarding employment. All applicants and employees will be treated without regard to race, color, ancestry, religion, sex, national origin, age, disability, pregnancy, veteran status, marital status, sexual orientation, or other legally protected characteristics or conduct. This policy applies to recruitment, hiring, compensation and fringe benefits, promotion, transfer, performance evaluation, disciplinary action, discharge, training, and all other terms, conditions or privileges of employment. Any employee feeling that they have experienced unwanted or prohibited action by another employee is encouraged to bring the matter to the attention of the Human Resources Division. Employees may also seek assistance through the Employee Assistance Program (EAP), in addition to the City’s fair and impartial investigation into complaints. 3.2. Harassment & Sexual Harassment 3.2.1 Introduction The City of Des Plaines is committed to maintaining a work environment that fosters appropriate conduct among colleagues and respect for individual values and sensitivities. The City will not tolerate harassment of its employees of any kind, including sexual harassment, by any individual, including any supervisor, co-worker, elected official or third party, and will take immediate steps to stop it when it occurs. Violations of this policy will result in disciplinary action up to and including termination. 3.2.2 Definitions Harassment is defined as unwelcome conduct, whether verbal, physical or visual, that is based upon or derisive of a person's race, color, ancestry, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, or other legally protected characteristics or conduct. Harassment occurs where the unwelcome conduct affects tangible job benefits, unreasonably interferes with an individual's work performance, or creates an intimidating, hostile, or offensive working environment. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when: 1. Submission to such conduct explicitly becomes a condition of employment; or 2. Submission to or rejection of such conduct is used as a basis for employment decisions affecting the employee; or 3. Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creates an intimidating, hostile, or offensive environment. To meet this threshold, conduct must be sufficiently severe or pervasive to alter the conditions of the victim's employment by having created a workplace permeated with discriminatory intimidation, ridicule and insult. 19 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 3 – City Work Environment All employees are advised that submission to such conduct shall be neither an explicit nor an implicit term or condition of employment, and that submission to or rejection of such conduct shall not be used as a basis for making employment decisions. Even where conduct is not sufficiently severe or pervasive to constitute an actionable legal violation, the City discourages such conduct in the workplace. 3.2.3 Prohibited Conduct All employees of the City are expected to avoid any behavior or conduct toward any other employee that is or reasonably could be interpreted as harassment. Employees are encouraged to inform others in the workplace when their behavior is unwelcome, offensive, inappropriate, or in poor taste. Employees are expected to come forward promptly and report any violations pursuant to this policy before the alleged offending behavior becomes severe or pervasive. Examples of harassment include but are not limited to: epithets, slurs, negative stereotyping, or intimidating acts that are based on a person’s protected status; written or graphic material that is circulated, available on the City’s computer system or technology resources, or posted or distributed in the workplace that shows hostility toward a person or persons because of their protected status; sexually orientated verbal "kidding," teasing or jokes, comments, written materials or visual displays which may be demeaning or cause a person to feel uncomfortable; subtle or direct pressure for sexual favors; sexual propositions, sexual innuendo or suggestive comments; physical conduct such as patting, pinching, or brushing up against someone's body or physical or sexual assaults; and displaying or transmitting demeaning, obscene or sexually suggestive pictures, objects, cartoons, or posters anywhere in the workplace. Hostile work environment sexual harassment can be the product of a supervisor harassing a subordinate, a subordinate harassing a supervisor, harassment between two employees, or non-employees harassing an employee. A victim of harassment does not have to be the person harassed, but could be anyone affected by the offensive conduct. Additionally, preferential treatment of an employee, or the promise of preferential treatment to an employee, in exchange for dates or sexual conduct; denial or threat of denial of employment, benefits or advancement for refusal to consent to sexual advances is considered sexual harassment and is prohibited conduct. Sexual harassment can occur between men and women, or between members of the same gender. It is not, however, considered harassment for a member of the management/supervisory staff, as part of their job responsibilities, to enforce standards of conduct and job performance in a fair, lawful and consistent manner. 20 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 3 – City Work Environment 3.2.4 Complaint Procedure To ensure that appropriate actions can be taken to prevent harassment from occurring in the work environment, an employee who experiences or witnesses conduct he or she believes is inconsistent with this policy, either by a supervisor, co-worker, or nonemployee, is not only urged, but also obligated to report such conduct. Complaints of harassment are to be promptly directed either verbally or in writing to the employee's Department Director, who shall in turn report it to the Human Resources Director. In the event the complaint involves the Department Director, or if the employee for any reason is uncomfortable in dealing with the Department Director, the employee may report such conduct directly to the Human Resources Director, Assistant City Manager or City Manager. This policy does not require reporting harassment or discrimination to any individual who is creating the harassment or discrimination. All Department Directors and other supervisors who become aware of such conduct shall immediately report such actions to the Director of Human Resources (the designated Title VII compliance officer), Assistant City Manager, or City Manager, so corrective action can be taken to prevent other similar situations from arising. All City officials including elected or non-elected corporate authorities, who become aware of sexual harassment in the workplace, have a duty and obligation to report such conduct to the Human Resources Director or City Manager. A supervisor’s failure to make such a report may constitute a violation of this policy. 3.2.5 Confidentiality The City respects the confidentiality and privacy of all its employees. Accordingly, the City will make every effort to protect the confidentiality of employees involved in a claim of harassment, to the extent that the investigation process permits. However, in the event of a lawsuit, grievance or other proceeding, some records the City maintains may not be considered privileged from disclosure. 3.2.6 Investigatory Procedures The Human Resources Director will promptly initiate an investigation of the suspected harassment. The City will investigate all complaints expeditiously, confidentially and professionally. At the conclusion of the investigation, the Human Resources Director will make a determination as to the validity of the complaint and what appropriate actions should be taken to correct the situation. If an investigation reveals that a violation of this policy or other inappropriate conduct has occurred, then the City will take appropriate corrective actions, including but not limited to disciplinary action up to and including termination. It is critical in establishing a workplace free of harassment that an individual who experiences or witnesses an incident perceived as being harassing has access to a 21 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 3 – City Work Environment mechanism for reporting such incidents. At the same time, the purposes of this policy against harassment in the workplace are not furthered where a complaint is found to be false and frivolous and made to accomplish some other end than stopping harassment. A complaint that is determined to be false and frivolous can result in a severe level of discipline or discharge. A false or frivolous complaint does not refer to complaints made in good faith that cannot be proven. Employees are encouraged to use the above complaint procedure(s) to report and resolve their complaints of harassment or retaliation to promote prompt resolution of any problems. However, employees may also file a charge of discrimination in writing with the Illinois Department of Human Rights within 180 days of the harassment and/or the Equal Employment Opportunity Commission at: Illinois Department of Human Rights 100 W. Randolph St., Suite 10-100 Chicago, IL 60601 (312) 814-6200 Equal Employment Opportunity Commission 500 West Madison Street, Ste. 2800 Chicago, Illinois 60661-2511 (312) 353-2713 3.2.7 Retaliation The City will not tolerate retaliation, by any employee, in any way, against anyone who makes a good-faith complaint of harassment; assists or cooperates in an investigation of a complaint by someone else, whether internally or with an external agency; or files a charge of discrimination or harassment; or otherwise provides information in a proceeding, including in a court, administrative or legislative hearing, related to violations of discrimination or harassment laws. Examples of the types of retaliation that are prohibited include intimidation; discrimination; verbal or physical abuse; adverse actions with respect to pay, work assignments, and other terms of employment; termination of employment; or threats of any such actions. Retaliation is a serious violation of this policy that may result in discipline up to and including dismissal. All employees who experience or witness any conduct they believe to be retaliatory should immediately follow the complaint procedures stated above. All employees who experience or witness any conduct they believe to be retaliatory should immediately follow the reporting procedures stated above. 3.4. Drug-Free Workplace The City subscribes to and is in compliance with the federal “Drug Free Workplace Act” and corresponding laws of the State of Illinois. The unlawful manufacturing, distributing, dispensing, possessing, or using of controlled substances, cannabis and other abused drugs/substances that can affect the individual’s performance on the job is strictly prohibited. This prohibition applies to any City facility, on City property, in any City owned or leased vehicle or at any location that employees are working or conducting City business. The City considers drug abuse or the misuse of drugs as a potential health, safety and security problem. Employees shall not report to work under the influence of controlled substances. Further, employees are required by this law to notify 22 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 3 – City Work Environment the City within five (5) days of any conviction, guilty plea or imposition of a sentence for a drug crime that occurred in the City’s workplace. Compliance with the “Drug Free Workplace Act” is a condition of continued employment for those employees whose positions with the City are funded, in part, or in total through a grant. Grant employees found in violation of the provisions of the Act shall be required to satisfactory participate in drug rehabilitation and may be disciplined up to and including termination. The City’s Alcohol and Substance Abuse Policy is attached in the Appendices section of the Manual. 3.5. Americans with Disabilities Act (ADA) 3.5.1 Introduction The Americans with Disabilities Act of 1990 (ADA) is intended to eliminate discrimination against individuals with disabilities and bring them into the social and economic mainstream of American life. The Act prohibits discrimination against a "qualified individual with a disability" by providing two (2) mandates. The first is the disabled individual's entitlement to participate in the services, programs and activities provided by the City of Des Plaines. The second mandate is to remove barriers for a disabled individual as to job application procedures, hiring, advancement, discharge, compensation, training, and other terms, conditions and privileges of employment. The ADA definition of disability is the same as is found in Section 504 of the Rehabilitation Act of 1973: 1. Any physical disorder or condition or any mental or psychological disorder that substantially limits one or more major life activities. Major life activities that have been found to be potentially impaired under the Rehabilitation Act and under the ADA Interpretive Guidelines include, but are not limited to: caring for one's self, performing manual tasks, walking, sitting, standing, lifting, reaching, seeing, hearing, speaking, breathing, learning, and working. 2. Having a record of an impairment that would substantially limit one or more of an individual's major life activities (i.e., a condition or impairment that would be covered if it were current). 3. Is regarded as having such impairment. 3.5.2 Endorsement and Non-Discrimination The City of Des Plaines endorses the mandates of the Americans with Disabilities Act to remove barriers that prevent a qualified individual with a disability from enjoying the same opportunities that are available to persons without a disability. The City does not discriminate on the basis of disability in any of its programs or activities or employment. Consistent with this policy of equal employment opportunity, it is the City’s policy to make reasonable accommodations for applicants and employees with disabilities who are 23 Personnel Policy Manual | January 1, 2024 Personnel Policy Manual Chapter 3 – City Work Environment otherwise qualified for the job, in accordance with applicable law. Persons with disabilities may request reasonable accommodations by directing their request to the Human Resources Director via his/her Department Director. The Human Resources Director will coordinate the review process of any requested accommodation in light of: The precise physical or mental limitations resulting from the disability; and any reasonable accommodation suggested by the individual that could overcome the limitation. The City may engage in an interactive process with employees to determine the nature of limitations and potential accommodations that might remove such limitations. As part of this interactive process, the City may request an employee to provide certain information from his or her health care provider regarding the employee’s ability to perform the essential job functions with or without a reasonable accommodation. Upon presentation of medical documentation supporting the need for a workplace accommodation, the City will consider accommodation of pregnancy pursuant to this this procedure to the extent such accommodation does not pose and undue hardship on the ordinary operation of the business of the City. An accommodation consists of any change in the work environment or the manner in which a job is usually performed that enables an individual with a disability to enjoy equal employment opportunities. The ADA requires that reasonable accommodations be made only to the known physical or mental limitations of an otherwise qualified individual. It is thus the responsibility of the person with a disability to inform the City that an accommodation is needed. The City will not place an individual with a disability into a position that poses a direct threat to the health and safety of themselves or others and who cannot perform the job at a safe level even with a reasonable accommodation. 3.6. Employee Personnel Files The Human Resources Division maintains a personnel file for each employee of the City. This file includes changes in pay status, performance evaluations, commendation or disciplinary action, training records, medical documentation, and other related files. Non-medical information contained in an employee’s personnel file is considered sensitive and access to it is only granted on a need-to-know basis. Strict confidentiality is observed with employee medical information contained in a personnel file and is accessible only in accordance with the American?