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Chicago Park District
Department of Human Resources
Policy and Procedure Manual
July 2012
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Chicago Park District
Department of Human Resources
Policy and Procedure Manual
The Department of Human Resources Policy and Procedure Manual serves as a
reference source for managers and supervisors. There are cases where provisions of a
collective bargaining agreement will supersede articles in the manual. Please
reference the appropriate collective bargaining agreement.
Please consult with your Human Resources Manager to address specific policy and
procedure concerns. Employee and patron safety issues should be referred to the
Office of Risk Management at 312-742-4619.
TABLE OF CONTENTS
Section One
Rules of the Personnel Board
Sexual Harassment Policy
Violence in the Workplace Policy
Section Two
Uniform Hiring Guidelines
Hiring Process Flow Chart
General Employment Rules and Policies
Drug and Fingerprinting Processes
Exit Process Flow Chart
Section Three
Employee Benefits Summary
Domestic Partnership Health Benefits Policy
Section Four
You and the Chicago Park District-Employee Handbook
Training
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Section One
Rules of the Personnel Board
Sexual Harassment Policy
Violence in the Workplace Policy
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RULES OF THE PERSONNEL BOARD
OF THE
CHICAGO PARK DISTRICT
RULE I:
Section 1.
PURPOSE AND DEFINITIONS
Purpose.
These Rules are adopted by the Personnel Board of
the Chicago Park District pursuant to the authorization of Section 16a of the Chicago
Park District Act and of the Personnel Code adopted by the Board of Commissioners.
Section 2.
Relation to Collective Bargaining. Nothing in these Rules shall
be construed to limit or to expand any obligation imposed on the District by the Local
Labor Relations Act of Illinois or by any other statute governing the labor relations of the
District. If any provision of these Rules conflicts with any such obligations, or conflicts
with any lawful provision of a collective bargaining agreement heretofore or hereafter
entered into, then such obligation or such provision shall prevail over these Rules.
Section 3.
Definitions. As used in these Rules:
a. "Active service" means the condition existent when an employee is present
and working at his or her assigned duties, and all periods of leave of absence
with full pay.
b. "Board" means the Personnel Board of the Chicago Park District.
c. "Career service" means all positions of permanent employment in the Chicago
Park District required to be filled competitively pursuant to the
Statute.
d. "Commissioners" means the Board of Commissioners of the Chicago Park
District.
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e. "Employee" means a person in the active service of the District or who,
although on layoff, appears on a seniority and reemployment list for one or
more grades within the District.
f. "Grade" means a category of positions involving substantially similar duties,
degree of importance, authority, and responsibility, and carrying one title
indicative of the nature of those duties.
g. "Layoff' means the involuntary separation of an employee by reason of lack
of funds or work, abolition of a position, or material change in duties or
organization.
h. "District" means the Chicago Park District.
i. "Position of permanent employment" means any position of employment
which the Board determines requires the continuous services of the employee
for at least twelve months, regardless of whether the position is paid on a
monthly or hourly basis; and regardless of whether the employee works fulltime or part-time.
j. "Seniority and reemployment list" means the list established pursuant to these
Rules for each grade in the classified service for the purpose of determining
―bumping‖ and ―recall‖ rights in the event of layoffs.
k.
"Statute" means Section 16a of the Chicago Park District Act, as
amended
RULE II: THE PERSONNEL BOARD
Section 1.
Officers
The Board shall appoint one of its Commissioner
members to act as Chairperson, with a term to last one year or until his or her successor is
duly appointed and qualified. The Director of Human Resources or Acting Director of
Human Resources shall act as permanent Secretary.
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Section 2.
Meetings
The Board shall hold regular meetings as needed
and/or requested by the Chairperson or Secretary of the Board by giving reasonable
advance notice to each member of the Board. Two members of the Board shall constitute
a quorum. Points of order shall be governed by Robert's Rules of Order unless otherwise
provided in these Rules. The Secretary shall keep minutes of all meetings of the Board
and shall maintain a permanent record of those minutes.
Section 3.
Rules
The Director of Human Resources shall have these
Rules printed for distribution and shall make them available to any member of the public.
The Board may amend these Rules from time to time to carry out the purposes of the
Statute.
RULE III: CLASSIFICATION OF POSITIONS
Section 1.
Classification of Occupations into Grades.
The Board will
review recommendations to changes, additions or deletions to classification of
employment. Each grade shall have an appropriate title and official position description
approved by the Board. The Board shall maintain a current schedule of approved grades
and their position descriptions. That schedule shall be incorporated into these Rules as
Schedule A, and shall constitute the classification plan required by the Statute.
Section 2.
Assignment of Pay Rates.
The Board shall maintain a current
schedule of pay rates approved by the Commissioners for each grade. That schedule
shall be incorporated into these Rules as Schedule B, and shall constitute the pay plan
required by the Statute.
Section 3.
Lines of Promotion.
The Board shall establish, and may
amend from time to time, sequences of grades constituting "lines of promotion" or
"career ladders" as specified in the Statute. The Board shall maintain a current schedule
of such lines of promotion or career ladders. That schedule shall be incorporated into
these rules as Schedule C.
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Section 4.
Creation of New Grades from Existing Positions. Whenever the
regularly assigned duties of an existing position have changed, through accretion or loss
of responsibilities over time, so as to distinguish them from the duties of that position's
previously approved grade, the Board may assign the position to another existing grade or
may create a new grade to which the position shall be assigned.
Section 5.
Duties.
The regular duties required of an employee shall
ordinarily be limited to those specified in Schedule A for the grade. Subject to applicable
provisions of collective bargaining agreements, the District may temporarily require
duties in addition to or different from those specified in Schedule A when necessary for
the good of the service.
RULE IV: APPOINTMENT TO VACANT POSISTIONS
Section 1.
Competitive Methods of Filling Vacancies. The District may
use any of the following methods to fill vacancies that the Statute requires to be filled by
competitive methods:
a. the procedure for filling vacancies specified in the Shakman Amended Plan of
Compliance;
b. the giving of a written exam and/or practical test of skill, followed by the
assembling of an eligibility pool and the hiring of persons from that eligibility
pool pursuant to procedures specified in the job announcement;
c. the solicitation and evaluation of candidates for specialized or high -level
positions through search committees or interview committees pursuant to
procedures specified by the Commissioners.
Section 2.
Positions Not Exempt from "Shakman" Decree.
Until
October 26, 1994, or such other date at which the Consent Decree in the case of Michael
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Shakman et al. v. Democratic Organization of Cook County et al, ceases to govern the
District, all vacancies in positions not exempted from that Decree shall be filled
consistently with its terms and the terms of the Amended Plan of Compliance issued
pursuant to that Decree.
Section 3.
Additional Requirements for all Vacancies in Positions Not
Exempt from the Jurisdiction of the Personnel Board. Regardless of whether the
position filled is subject to the Shakman Decree, the following requirements will be
followed in filling any vacancy (other than those filled by emergency appointment) that
has not been exempted by the Commissioners from the jurisdiction of the Personnel
Board:
a.
Public Announcement.
The District shall make a public announcement of
the vacancy, unless such announcement is excused by the Statute. If the position
is open to employees of the District, the announcement shall be posted on the
District Website. If the position is open to non-employees of the District, the
District shall post the announcement on the District website and may also publish
the announcement in such other places or news media as may be reasonably
calculated to encourage members of the public to apply for the vacancy. In
either case, the public announcement shall specify: (1) whether the position
to be filled is a position of permanent employment in which the successful
candidate will be afforded career service status upon successful completion of
the probationary period; (2) if the position is not a position of permanent
employment, the approximate expected duration of the position; (3) whether the
position is full-time or part-time, and if part-time, the range of hours that the
employee will be expected to work; (4) the method of competition that is
being used to evaluate candidates for the vacancy; (5) whether competition
for the vacancy is open to non-employees of the District or to
employees of the District, or both; (6) the title, duties, compensation and
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minimum qualifications of the position; and (7) the deadline, place, and other
necessary information for applying for the position. In addition, if the District has
determined to restrict eligibility for the position to employees who occupy lower
grades within a line of promotion, that fact shall be stated in the announcement of
the vacancy.
b.
Documentation of Competition. The Director of Human Resources, or his/her
designee, will document the process of conducting the competitive evaluation in
sufficient detail that the Board may determine the process by which, and the basis
on which, the person selected to fill the vacancy was selected.
Section 4.
Offers to Persons with Recall Rights. Whenever a vacant
position of permanent employment in a grade is to be filled, the District, prior to using
competitive methods or any other form of transaction to fill the position, shall offer the
position to any person having recall rights to that position as provided by Rule VI,
Section 6, with offers made in the order specified in that Rule.
Section 5.
Notice of Appointment; Failure to Report. Whenever the
District appoints a person to a vacant position pursuant to any provision of this Rule, the
District shall notify the person in writing of the appointment at his or her last known
address, directing him or her to report immediately to the office of the Human Resources
Manager for appointment. The notice shall inform the appointed person that failure to
report as directed within five days after the day the notice was mailed shall constitute
automatic waiver of the person's right to appointment.
Section 6.
Temporary Appointments.
a. All a p p o i n t m e n t s t o p o s i t i o n s o t h e r t h a n p o s i t i o n s o f p e r m a n e n t
employment shall be temporary appointments, and shall be designated as such at the
time the appointment is made. The appointee shall not acquire career service status in
such position even if the position shall last longer than twelve months. If, following
the filling of a vacancy by temporary appointment, it becomes apparent that the
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continuous services of the employee will be needed for more than twelve months, the
District shall forthwith announce the position as a position of permanent employment
and shall conduct a new competitive procedure to fill it.
b. The obligation of the District to use competitive procedures shall not be affected by
whether or not the position is filled by temporary appointment, except as provided by
the provision of the Statute relating to emergency appointments.
Section 7. Minimum Age for Appointment. Unless this requirement is waived as
provided below, all persons appointed to any position of employment at the District shall
be at least eighteen years old at the time of appointment. The Director of Human
Resources, with the approval of the Board, may waive this requirement in the following
circumstances;
a. in connection with hires made under the Workforce Investment Act of 2000 or other
similar government-sponsored training programs;
b. in connection with the District's Student Internship Program;
c. in other generic circumstances where the Board determines that the interest of
the Board will be served and that no provision of law will be violated.
d. for seasonal Life Guards, Recreation Leaders, Ballfield Maintenance
Laborers, and Junior Laborers 16 years of age.
If waived, the minimum age requirement shall be waived for all candidates. No waiver
shall be used to provide employment to particular individuals who otherwise would not
qualify.
RULE V: PROBATION AND CERTIFICATION TO
CAREER SERVICE STATUS
Section 1.
Probationary Period.
With the exceptions listed in Section
2, every person appointed to any position of employment subject to the jurisdiction of the
Personnel Board shall serve a six-month probationary period in the grade to which he or
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she was appointed. During the period of probation, the District may, with the approval of
the Director of Human Resources, discharge the employee. Such discharge and the
reasons for it shall be reported to the Board at its next regular meeting. The Board, in its
discretion, may investigate the circumstances of the discharge and may order it rescinded.
However, the employee shall have no right to appeal to the Board and no right to the
hearing procedure specified in Rule IX.
Section 2.
Exception to Requirement of Probationary Period. No
probationary period shall be required for an employee who is recalled from layoff to a
grade in which that person had previously been certified as having career service status.
Section 3.
Certification after Completion of Probationary Period. After
an employee appointed to a permanent position of employment has completed the sixmonth probationary period in a satisfactory manner, the employee shall be certified as
having career service status in that grade. The person shall thereupon be added to the
seniority and reemployment list for that grade, using the date of certification to determine
his or her standing on that list. No employee shall be certified as having career service
status in any position that is not a position of permanent employment.
RULE VI: SENIORITY AND REEMPLOYMENT OF PERSONNEL
Section 1. Seniority and Reemployment Lists. A seniority and
reemployment list shall be maintained for each grade. The list for a grade shall include
the names of all persons who have been certified to a position in that grade and who have
successfully completed the probationary period in that grade, and whose names have not
been thereafter deleted in accordance with the provisions of this rule.
Section 2. Order of Appearance on Seniority and Reemployment Lists.
Employees shall be entered on a seniority and reemployment list for a grade in order of
the date on which they were certified for appointment to that grade.
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Section 3. Removal from Lists. The Director of Human Resources
shall remove a person's name from the seniority and reemployment list for a grade:
a.
if the employee is discharged for cause from any position in the District;
b.
if the employee resigns or retires from the active service of the District;
c.
if the employee fails to return from an approved leave of absence at the expiration
of that leave;
d.
if the non-represented career service employee is laid off and is not recalled to
active service with the District within a period of one year after the date of layoff;
e.
if the non-represented career service employee recalled from layoff fails to return
to work within seven days after receiving notice by registered or certified mail of
his or her recall;
f.
if the non-represented career service employee who is laid off declines the offer
of another position pursuant to Section 8 (d) of Rule VII;
g.
if an employee appears on the seniority and reemployment list for a grade but
never completed the six-month probation period of actual employment in that
grade, in which case he or she shall be removed from the list of that grade.
Section 4. Maintenance of Lists.
The Director of Human Resources
shall maintain each seniority and reemployment list in such manner as to show whether
each person on it is currently in the active service of the District.
Section 5. Recall Rights. Whenever the District fills a vacancy in a
position of permanent employment in a grade subject to the jurisdiction of the Board, it
shall, prior to offering the position to any other person, offer it to the person standing
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highest on the seniority and reemployment list for the grade who at that time is on layoff
status. Pursuant to Rule VI, Section 3 (d), persons who have been on layoff status for
more than one year at the time the vacancy is filled are not entitled to this recall right. If
no such person entitled to the vacancy accepts the offer, the District may proceed to fill
the vacancy by any means permitted by the Statute and these Rules.
RULE VII: LAYOFF OF PERSONNEL
Section 1.
Relation to Collective Bargaining. Unless otherwise prescribed
by the requirements of a collective bargaining agreement, layoffs shall be made as
prescribed in this Rule.
Section 2.
Grounds for Layoff. The District may layoff an employee for
lack of work, lack of funds, reorganization, or other reasons promoting the efficiency of
the District service. The District shall not lay off an employee for disciplinary reasons.
Section 3.
Request for Order of Layoff. The appropriate administrative
official shall request in writing an order of layoff, setting forth the title of the grade in
which layoffs are to occur, the date the layoffs will occur, and the number of persons
within that grade who are to be laid off.
Section 4.
Sequence for Layoffs.
Occupants of a grade in which layoffs
are to occur shall be laid off in the following order:
a. employees with a temporary appointment who are working part-time in that grade. If
fewer than all employees in this group are to be laid off, the District, unless otherwise
required by a collective bargaining agreement, need not follow seniority in selecting
the employees who are to be laid off and may make that selection on the basis of such
criteria as promotes the efficiency of the service;
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b. employees with a full-time temporary appointment in that grade. If fewer than all
employees in this group are to be laid off, the District, unless otherwise required by a
collective bargaining agreement, need not follow seniority in selecting the employees
who are to be laid off and may make that selection on the basis of such criteria as
promotes the efficiency of the service;
c. employees who have been appointed to a position of permanent employment but
have not yet completed their probationary period. If fewer than all employees within
this group are to be laid off, employees shall be laid off in reverse of the sequence in
which they were certified to the position, with the most recently certified being laid
off first;
d. employees who have acquired career service status in the grade by completing any
required probationary period, in reverse order of the sequence in which they are listed
on the seniority and reemployment list for that grade.
Section 5.
Notification of Order of Layoff. Upon receipt of the written
request for layoff, the Director of Human Resources shall determine whether any
employees in categories (c) and (d) are to be laid off, and if so, which employees are to
be laid off. The Director of Human Resources shall notify the appropriate administrative
official in writing of the required order of layoff of employees in these categories.
Section 6.
Execution of Layoffs. Upon receipt of the written notice from
the Director of Human Resources, the appropriate administrative official shall execute the
layoffs consistent with the order of layoff received from the Director of Human
Resources. The District shall notify in writing each affected employee of the layoff,
including its effective date and a brief statement of the reasons for the layoff. Unless
special circumstances make such notice impossible, the notification of layoff shall be
mailed or personally delivered to the affected employees at least ten days before the
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effective date of the layoff. A copy of the notice of layoff shall be sent by the appropriate
administrative official to the Director of Human Resources.
Section 7.
Voluntary Departure from Required Sequence of Layoffs.
With the written approval of the Director of Human Resources, an employee may
voluntarily agree in writing to be laid off in earlier sequence than would otherwise apply
under this Rule.
Section 8. Bumping Rights. An employee who is laid off from a grade,
and who appears on a seniority and reemployment list for another grade, shall have
bumping rights in that other grade as specified in this Section.
a. If, at the time of the layoff, any positions in that other grade are occupied by
employees with temporary appointments, the District shall offer those positions to
persons in order of their standing on the seniority and reemployment list for that
grade who lost their other positions in the layoff. In such cases, the District shall
determine, in accordance with Section 4 of this Rule, which employees with
temporary appointments shall in turn be laid off, if necessary, in order to make room
for the employees who exercised their bumping rights.
b. If, at the time of the layoff, any positions in that other grade are occupied by
employees who have not yet become certified in that grade because they have not yet
completed their probationary periods, the District, after satisfying the requirements of
paragraph (a) of this Section, shall offer those positions to persons in order of their
standing on the seniority and reemployment list for that grade who lost their other
positions in the layoff. The District shall conduct, if necessary, layoffs in accordance
with Section 4 of this Rule in order to make room for the persons who exercised their
"bumping" rights.
c. If, at the time of the layoff, any positions in that other grade are occupied by
employees with career service status, employees who lost their jobs in the layoff may
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"bump" such employees who appear lower than they do on the seniority and
reemployment list for that other grade. In such case, the District, after first
complying with sections a. and b. of this Section, shall conduct any necessary
additional layoffs in compliance with the provisions of Section 4 of this Rule in order
to make room for the employees who exercised their bumping rights.
d. As provided in Rule VI, Section 3 f., a laid-off person who is offered another position
pursuant to the provisions of this Section and who declines it shall be removed from
the seniority and reemployment list for the grade in which he declined the offer of a
position.
e. If an employee laid off from a grade appears on the seniority and reemployment list
in more than one other grade, he or she shall be offered the right to bump back only
into the highest-paid grade in which he or she appears on such list and on which he or
she has sufficient seniority so as to be entitled to bump another employee in that
grade. If the employee refuses to exercise that bumping right, he or she shall be laid
off and his or her name shall be eliminated from the seniority and reemployment list
for the grade in which he or she declined to exercise the bumping right. The
employee's name in such case shall remain on all other seniority and reemployment
lists on which it appears and the employee shall retain any recall rights provided by
these Rules to positions in such other grades that are filled subsequent to the layoff.
In cases where the employee, through no fault of his or her own, would be prejudiced
by having to accept a position in the grade into which he or she is entitled to bump
under this section (e), the Director of Human Resources, on written request of the
employee, may in his or her discretion allow the employee to bump into another
grade on whose seniority and reemployment list the employee also appears.
RULE VIII: TRANSFER OF PERSONNEL
With the approval of the Director of Human Resources, an employee may be
transferred for reasons promoting the efficiency of the service from one position to
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another position in the same grade, whether within the same administrative unit of the
District or a different unit.
RULE IX: CONDUCT AND DISCIPLINE OF PERSONNEL
Section 1.
a. Introduction.
Employee Discipline Procedures.
The Rules of the Personnel Board provide that officers or
employees are subject to discipline specified in the Code of Conduct. The Code of
Conduct, Guidelines for Discipline, and the Alcohol and Drug Policy has been
adopted by the Personnel Board (formerly the Civil Service Board).
Failure to adhere to the Code of Conduct or to other applicable Park District rules,
regulations or ordinances will result in disciplinary action. Except for employees
exempted pursuant to State statute, the specific procedures outlined below apply to all
non-probationary officers and employees who have career service status and to
members of all collective bargaining units that have adopted the procedures by
agreement.
b. Methods of Actions. Disciplinary action can take one of three procedural paths.
They are:
1. Oral Reprimand
2. Written Reprimand
3. Suspension or discharge
c. Procedures.
(1)
Oral Reprimand.
An oral reprimand requires no formal action. The employee should be
advised that an oral reprimand is being given. Consistent with professional
management techniques, the Human Resources Department expected to
maintain disciplinary log.
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and document all oral reprimands issued. Oral reprimands may be grievable
pursuant to the terms of the applicable collective bargaining agreement, which
should be consulted for appropriate procedures regarding procession.
(2)
Written Reprimand.
STEP 1: Any immediate supervisor or superior officer may initiate discipline by
submitting a written narrative to the Human Resources Manager detailing the alleged
infraction.
STEP 2: The Human Resources Manager reviews the narrative and determines if
disciplinary action shall be taken. If the Human Resources Manager determines
that the discipline should be written reprimand, the written reprimand form will
be returned to the immediate supervisor. The immediate supervisor obtains the
Region/Division Department Head signature will present the reprimand form to the
employee in question and will obtain the employee's signature acknowledging
receipt. If the employee refuses to sign, the immediate supervisor will note such
refusal on the form. The yellow copy of the form will be given to the employee. The
white copy of the form will be retained by the immediate supervisor. The pink copy of
the form will be returned to the department/division head. Upon receiving the
completed form, the Human Resources Manager will send a photocopy to the
employee.
STEP 3: The Human Resources department will forward a copy of the written
reprimand to the appropriate union representative. The employee, if covered by a
collective bargaining agreement, may appeal the issuance of a written reprimand by
filing a grievance within fifteen business days after the employee is served with the
reprimand. The terms of the collective bargaining agreement governing grievance
procedures will apply to bargaining unit members. Non-bargaining unit
members may request review by the department/division head.
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(3)
Suspension or Discharge.
In order to formally suspend an employee without pay or to discharge him or her,
the following procedures apply:
STEP 1: A Human Resources Manager or Superior Human Resources Officer may propose
suspending or discharging an employee.
STEP 2: If Human Resources Manager or Superior Human Resources Officer decides
to act upon the suspension or discharge proposal, the Human Resources Manager or
Superior Human Resources Officer will submit the matter to the Law Department
designate for legal review and comment. As a result of information
presented in a Corrective Action Meeting a Law Department representative,
functioning in an advisory capacity to the Human Resources Manager or
Superior Human Resources Officer, will assist the Human Resources Manager or
Superior Human Resources Officer in preparing for a Corrective Action Meeting
(CAM), formerly the Pre-Suspension Meeting.
STEP 3: A CAM will be held at a time, date and location stipulated in the
notice. The Human Resources Manager or Superior Human Resources Officer or
his/her designee, the employee, a representative of the employee's choice (which may
include the union representative if represented by a collective bargaining unit), and
a legal and/or labor representative of the Park District will attend.
Ordinarily, witnesses will not attend this meeting. The purpose of the CAM is to
give the employee an informal opportunity to respond to the charges before any
decision to impose disciplinary action is made.
STEP 4: After evaluating the information obtained in the CAM, the
Human Resources Manager or Superior Human Resources Officer in consultation
with the Law Department will decide what disciplinary action, if any, will be
imposed.
STEP 5: The employee will be notified of the charges and that a suspension
or discharge has been proposed by a CAM/Discharge Notice, which will be
served on the employee. Except where necessary (see Part IV below), all
proposed suspensions or discharges must be processed through a CAM.
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STEP 6: The Director of Human Resources will approve the decision and
Human Resources Manager or Superior Human Resources Officer will execute
the decision.
STEP 7: If the employee is being discharged, he or she will be notified of
the discharge and his/her appeal of rights. The employee will be suspended
without pay or terminated pending that appeal. If the employee is being
suspended, he or she will be notified of the period of suspension. The
employee will be notified of the right to appeal and in ordinary circumstances;
the employee will be immediately suspended without pay for the appropriate
period. In exceptional cases, the Human Resources Manager or Superior
Human Resources Officer head may delay the execution of the disciplinary
measures until the employee's appeal is processed.
(4) Procedures for Emergency Situations.
In emergency situations requiring the immediate removal of an employee
from the job site, the designated supervisor of the Park District operation, with
the approval of the Human Resources Manager or Superior Human Resources
Officer head, may summarily suspend an employee prior to holding a
CAM. This authority will be used only in responding to those emergency
situations where the safety or welfare of the employee, other Park District
employees or the general public is threatened or the operations or services of the
Park District are substantially disrupted or impeded. The Human Resources
Manager will document the immediate suspension and notify the employee and
the appropriate union or department head for non-union employees of the
suspension and schedule an emergency suspension meeting. After meeting with
the employee, the Human Resources Manager may:
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(a) order that the employee remain suspended pending further disciplinary
action (i.e. formal suspension or termination) and initial formal
disciplinary action following the 7-step procedure outlined above in
Section 3, except that the employee will remain suspended up through
the date of the CAM.
(b) order the employee to return to the job site and face further
disciplinary action (i.e. suspension or termination) through the
established channels. The Human Resources Manager or Superior
Human Resources Officer should then decide on suspension or
discharge and follow the appropriate procedure.
(c) order the employee to return to the job site and face no further
disciplinary action.
(5)
Employee Appeal Rights of Suspension or Discharge.
(a)
If an employee is a member of a collective bargaining agreement,
his/her appeal rights are determined by the appropriate bargaining
unit agreement. In general, all discharges and all suspensions of
31 days or more are appealable to the Personnel Board; in others,
suspensions of less than 31 days are appealable only through the
grievance-arbitration procedure.
The applicable collective
bargaining unit agreement should be consulted.
(b)
Other employees covered by these provisions may appeal a
disposition of suspension or discharge by filing a written Request
for Appeal with the Office of the Director of Human Resources, no
later than fourteen days after service of the Notice of Disposition.
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Section 2.
Code of Conduct. Compliance with the Code of Conduct is
required from all employees. Violation of the Code shall result in disciplinary action,
which could result in termination of employment. The Code of Conduct does not limit
the grounds for suspension or termination of employment. Any failure to carry out one's
job in a competent, efficient, and courteous manner or any misconduct toward the public,
fellow employees, subordinates, or superiors may be disciplined by a suspension or
discharge.
1.
General.
a.
An employee shall be present for duty at assigned times and
places, except with proper authorization to be absent. Employees
shall comply with their departmental policy on the length of time
any leave or excused absence is to be requested in advance, but, in
no event, shall the request be made less than one business day
before the leave or absence begins. If the absence is due to illness,
injury, or other disclosed emergency, notification may occur on the
day of the absence, provided the absence is communicated to the
employee's immediate supervisor, the employee in charge of the
work site, or other designated employee or office before or within
one hour of his/her starting time. If the employee's circumstances
or physical condition makes such reporting impossible or if no
employee is on duty at the work site at that time and there is no
designated alternative reporting arrangement, the communication
must be made as soon as reasonably possible.
b.
An employee shall not commit a criminal offense, as evidence by a
conviction by a court of record which offense would have a
negative impact on the employee's qualification to serve in the
employee's current job title.
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c.
An employee shall obey the orders of his/her supervisor or other
employee in the line of supervision properly given in the course of
employment.
d.
An employee shall not engage in sexual conduct while on duty or
on park property.
e.
An employee shall be respectful and polite in conduct while on
duty or on park property.
f.
An employee shall comply with the requirements of the residency
ordinance.
g.
An employee shall refrain from committing, attempting or
threatening physical violence against another employee or a
member of the public while on the work site or while on duty,
except in self-defense.
h.
An employee shall comply with the policies and procedures of the
Chicago Park District and the written policies of his/her
department or unit. Policies and procedures of the Chicago Park
District include, but are not limited to, any Park District ordinance,
any directive of the Board of Commissioners, any Personnel Board
Rule, and any directive, bulletin or memorandum issued by the
General Superintendent.
i.
An employee shall not induce or attempt to induce any other
employee to violate this Code of Conduct or to induce any other
person to violate a Park District ordinance or resolution of the
Board of Commissioners.
23
J.
An employee shall refrain from seeking payments or contributions
of money or distributing non-work related materials or literature
during working hours.
k.
An employee shall refrain from seeking payments or contributions
of money from other employees and from distributing non-work
related materials or literature to other employees during nonworking hours in a manner that disturbs other employees
performing work or is otherwise disruptive of the performance of
work.
1.
An employee shall not induce or attempt to induce any other
employee to commit an illegal act while on duty, on Park District
property, or in connection with Park District employment.
m.
An employee shall comply with any safety directive, order,
memorandum, regulation, statute, or ordinance issued by 1) his/her
supervisor or employee within the line of supervision; 2) the Risk
Management, Law or Human Resources Departments; 3) the
persons with supervisory responsibility for the park, beach, pool,
or facility in question; 4) the General Superintendent or 5) the
Board of Commissioners. An employee shall also comply with all
applicable federal, state or local safety laws.
n.
An employee shall not keep firearms or ammunition on Park
District property, except where directly required as a part of his/her
duties with the Park District.
Possession of firearms and
ammunition while on duty is prohibited, except where directly
required by those duties. Storage of firearms or ammunition in
Park District facilities is prohibited.
24
2.
Alcohol & Drugs.
a.
An employee shall not consume alcohol or illegal drugs while on
duty. An employee shall not become or remain intoxicated from
drugs or alcohol while on duty.
b.
An employee, on a direct order of his/her supervisor or other
employee in the line of supervision, shall submit to testing for
drugs and/or alcohol and shall accompany personnel escorting
him/her to a site for such testing, provided that his/her behavior, or
speech provides reasonable basis for suspecting that he/she has
been drinking or using drugs on duty or that he/she is intoxicated
while on duty from the use of drugs or alcohol. The supervisor
shall record in writing his/her specific reasons for believing that
the employee was intoxicated while on duty or had ingested drugs
or alcohol while on duty.
c.
An employee shall not be intoxicated while off duty and wearing a
Park District uniform.
d.
An employee shall not fail to report for duty as a result of
becoming or remaining intoxicated from alcohol or illegal drugs.
e.
An employee shall not manufacture, dispense, or sell or attempt to
manufacture, dispense or sell alcohol or illegal drugs to another
person while on duty or on Park District property or while wearing
a Park District uniform.
f.
An employee shall not possess or store alcohol or illegal drugs
while on duty.
25
g.
An employee shall comply with the Non-Smoking Ordinance and
shall restrict smoking in a Park District facility to designated
smoking areas.
h.
An employee shall notify his/her supervisor or employee within
the line of supervision if the employee has been convicted of any
criminal drug statute for a violation occurring in the work site no
later than five days after such conviction.
3.
Property.
a.
An employee shall properly secure, handle and account for Park
District equipment, tools, supplies, furnishings, facilities and other
property assigned to or under the employee's care or responsibility.
b.
An employee shall not abandon or leave unattended any Park
District property, except as otherwise directed by supervisory
personnel.
c.
An employee shall not use, remove or transport, steal, attempt to
steal, or appropriate for his/her personal use property of the
Chicago Park District.
d.
An employee shall not steal, remove or appropriate for his/her
personal use any item of property belonging to another employee
of the Park District or a member of the public using park facilities.
e.
An employee shall not be careless or negligent in the operation,
handling or use of Park District property, nor use Park District
property for any improper or unauthorized purpose.
26
f.
An employee shall not willfully or maliciously misuse, abuse,
destroy or damage Park District property.
g.
An employee shall not be careless or negligent in operation,
handling or use of Park District property, nor use Park District
property for any improper or unauthorized purpose.
h.
An employee shall replace or reimburse the Park District for the
damage, loss or destruction of property that occurs through gross
negligence of the employee.
i.
An employee handling cash receipts for the Park District shall take
sufficient care to avoid any shortages in the cash turned over to the
Park District.
J.
An employee shall reimburse the Park District for any cash
shortages of Park District funds that occur while he/she is
responsible for said funds.
k.
An employee shall not use, remove or duplicate without
authorization any Park District records, documents, or other
confidential or privileged information.
4.
Secondary Employment.
a.
An employee shall only engage in a business, profession, trade, or
occupation while employed by the Chicago Park District if such
engagement will not: (1) impair his/her efficiency, (2) interfere
with his/her ability to satisfactorily perform his/her duties, or (3)
impair or negatively reflect upon the reputation of the Chicago
Park District.
27
b.
An employee shall obtain the permission of his/her department
head (which permission shall not be unreasonably withheld) and
shall complete the prescribed Park District form for reporting
additional employment before engaging in a business, profession,
trade, or occupation while employed by the Chicago Park District
or before changing his/her schedule or the number of hours worked
at the other business, profession, trade, or occupation. As a
condition precedent to any employee of the Park District engaging
in a business, profession, trade or occupation while employed by
the Chicago Park District, every such employee shall accurately
report the nature and extent of such business, profession, trade or
occupation upon these prescribed forms. Similarly, an employee
shall accurately report any change of schedule or change in the
number of hours worked at that business, profession, trade, or
occupation as a condition precedent to changing the schedule or
the number of hours worked.
5.
Discrimination.
a.
An employee shall not directly or indirectly sexually harass any
other employee. Sexual harassment means unwelcome sexual
advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature when: (1) submission to such conduct is
made either explicitly or implicitly a term or condition of an
individual's employment, (2) submission to or rejection of such
conduct by an individual is used as a basis for employment
decisions affecting such individual, or (3) such conduct has the
purpose or effect of unreasonably interfering with an individual's
work performance or creating an intimidating, hostile, or offensive
working environment. It shall be presumed that any sexual
28
advance, request for sexual favor, or other verbal or physical
conduct of a sexual nature by a supervisor to a subordinate does
have the purpose and effect of creating an intimidating, hostile, or
offensive working environment.
b.
An employee shall not discriminate with regard to employment
decisions or access to or use of Park District facilities on the basis
of race, color, religion, sex, national origin, ancestry, age, marital
status, physical or mental disability, unfavorable discharge from
military service, parental status, or sexual orientation or otherwise
violating the Human Rights Ordinance.
c.
An employee shall not retaliate against another employee for
making a good faith complaint of discrimination or sexual
harassment.
6.
Discipline.
a.
An employee shall be truthful in any disciplinary charges he/she
alleges or brings against any other employee and shall avoid
bringing or threatening to bring false disciplinary charges.
b.
A supervisory employee shall take sufficient disciplinary action
against an employee who has violated this Code of Conduct or
otherwise committed misconduct requiring discipline. The failure
to do so will result in disciplinary action against the supervisory
employee.
c.
An employee shall be truthful in any testimony or other statements
made during a disciplinary hearing, a pre-suspension meeting, or
any other proceeding at any point in the disciplinary process.
29
d.
An employee shall cooperate in any disciplinary investigation or
proceeding involving job-related misconduct or alleged violation
of a Chicago Park District ordinance, directive, regulation or law.
Cooperation includes, but is not limited to, responding to questions
and producing documents for an investigation, appearing at and
testifying at a disciplinary hearing or court proceeding, and
preparing for a hearing or a court proceeding.
7.
Honesty.
a.
An employee shall be truthful in all statements made in an
application for employment, an application for a career service
examination, or any other document signed by him/her in
connection with Park District employment.
b.
An employee shall refrain from cheating on or otherwise
committing a fraudulent or dishonest act in the course of a career
service examination.
c.
An employee shall not, either by himself/herself or in cooperation
with other persons, defeat, deceive, or obstruct any person in
respect to his/her right of examination and employment hereunder;
or falsely mark, grade, estimate, or report upon the examination or
proper standing of any person examined hereunder or aiding in so
doing; or making any false representation concerning the
examination or concerning the person examined; or furnishing to
any person any special or secret information for the purpose of
either improving or injuring the prospects or chances of any person
so examined, or to be examined, being appointed, employed, or
promoted.
30
d.
An employee shall comply with the provisions of the Ethics
Ordinance.
e.
An employee shall not obtain or attempt to obtain money or
benefits from the Park District through the knowing use of false
identification documents or through the knowing misrepresentation
of his/her physical condition or any other material fact upon which
his/her eligibility for or degree of participation in any benefit
program, including but not limited to, benefits pursuant to the
Illinois Workers' Compensation and Occupational Diseases Act,
might be based.
8.
Performance of Job Duties.
a.
An employee shall refrain from causing or directing the
performance of unauthorized services by Park District employees
for the benefit of persons or entities other than the Park District or
its patrons.
b.
An on-duty Park District employee shall refrain from performing
unauthorized services for the benefit of persons or entities other
than the Park District or its patrons and shall refuse direction from
superiors to perform such unauthorized services.
c.
An employee shall not seek any compensation and shall refuse any
compensation offered from a permittee or any person or group of
persons or any legal entity using the facilities of the Park
District for services rendered or to be rendered as an employee
pursuant of his/her duties in the service of the Park District.
31
d.
An employee is required and expected to satisfactorily perform the
duties of his/her job under penalty of disciplinary action.
e.
An employee shall perform his/her work satisfactorily according to
the performance evaluation system in effect.
f.
An employee shall cooperate with the Law department in any
lawsuit or claim involving the Park District. Cooperation includes,
but is not limited to, preparing for hearings, depositions, testimony
in court, producing documents and otherwise attesting to
information of which the employee has personal knowledge.
Nothing in this section shall compel an employee to relinquish
their constitutional right against self-incrimination in any criminal
proceeding.
9.
Political Activities.
a.
An employee who has charge or control of any building, office, or
room on Park District property shall not permit any person to
solicit or receive political contributions from Park District
employees.
b.
An employee shall refrain from offering, asking for, receiving a
recommendation or assistance for employment or promotion with
the Park District from any person in consideration of any political
service to be rendered.
c.
An employee shall refrain from using or threatening to use political
influence in an effort to secure preferential treatment for
himself/herself or any other employee on any employment decision
in the Park District.
32
d.
An employee shall report to the Shakman Monitoring Official or
other appropriate official of the Park District any attempt by a
political party official or elected public official to influence a
hiring or other personnel decision.
10.
Hiring & Promotion.
a.
An employee shall not pay or promise to pay, either directly or
indirectly, nor accept payment of any money or other valuable
thing, to any person for a hiring, promotion or proposed
promotion.
b.
An employee, except for the purpose of settling or resolving a
disciplinary proceeding, shall refrain from seeking to induce any
employee in the classified service to resign his/her position, or take
a leave of absence, or any one at the head of an eligible list to
waive his/her right to certification or appointment.
c.
An employee shall refrain from inducing or compelling any
employee in the classified service to sign an undated resignation in
advance for the purpose of creating a vacancy at will in the
classified service. This is not intended to preclude bona fide
settlements of disciplinary proceedings.
Section 3.
Guidelines for Discipline. The following table represents the
Personnel Board's policy on the disciplinary sanctions deemed appropriate for the
specified acts of misconduct. Nothing in this policy prohibits the Personnel Board from
imposing disciplinary action, which varies from these guidelines.
a.
33
Definition of Groups.
Group A misconduct includes the following types of
misconduct:
(1)
theft or attempted theft or misappropriation;
(2)
willful or malicious damage, misuse or destruction of Park District
property;
(3)
conviction of a criminal charge involving Park District related
official corruption;
(4)
committing, attempting or threatening physical violence other than
in self-defense on Park District property or while on duty;
(5)
absence from work without notice and authorization for over four
consecutive working days;
(6)
actual or attempted bribery for official misconduct;
(7)
Ethics
Ordinance
recommends
violations,
termination,
subject
if
to
the
Ethics
customary
disciplinary
procedures;
(8)
Career Service exam cheating or attempted cheating for self or
others;
(9)
r e s i d e n c y v i o l a t i o n;
(10)
criminal conviction as evidenced by a conviction by a court of
record, which offense would have a negative impact on
34
Panel
the employee's qualification to serve in the employee's
current job title;
(11)
sexual misconduct on duty or on park property;
(12)
performance of or causing the performance of unauthorized services
by on-duty Park District employees.
(13)
refusal, on direct orders of a superior, to submit to testing for drugs
and/or alcohol or to accompany personnel escorting him or her
to a site for such testing, provided that his or her behavior,
demeanor or speech provides reasonable basis for suspecting
that he or she has been drinking or using drugs on duty or that
he or she is intoxicated from alcohol or under the influence of
drugs while on duty;
(14)
violation of the policy on dual employment currently in effect;
(15)
sale or attempted sale of alcohol or illegal drugs to another person
while on duty or while on Park District property;
(16)
making a false statement
or misrepresentation on an
employment application, application for promotion, or application
for a career service examination filed with the Park District or any
accompanying documents (except that a misrepresentation clearly
not bearing on qualifications or employment eligibility of the
employee for the position for which the application was filed
shall be Group B misconduct);
35
(17)
refusal, on direct orders of a superior, to reimburse the Park District for
a cash shortage in cash receipts handled for the Park District;
(18)
a cash shortage in excess of $50.00;
(19)
violation
of
an
applicable
safety
directive,
order,
memorandum, regulation or law which violation has resulted in
injury to an employee or other person or which presented a substantial
risk of serious injury to an employee or other person;
(20)
obtaining or attempting to obtain money or benefits from the
Park
Dist rict
identification
through
documents
knowi ng
or
through
use
the
of
fals e
knowing
misrepresentation of his/her physical condition or any other material
fact upon which his/her eligibility for or degree of participation in any
benefit program, including but not limited to benefits pursuant
to the Illinois Workers' Compensation and Occupational Diseases
Act, might be based;
(21)
absence from work without notice or authorization for over two
consecutive days by an employee, whose position involves
substantial responsibility for protecting the health, safety and security
of patrons. (The Park District has determined that the following job
titles involve such
responsibility: Lifeguard
Lifeguard, Lifeguard and Security Guard)
36
Captain,
Senior
(22) unauthorized use, removal or duplication of any Park District record, document
or other confidential or privileged information;
(23) failure, upon directive of a superior, to replace or reimburse the Park District
for damage, loss or destruction of park property.
Group B misconduct includes the following types of misconduct:
(1)
becoming or remaining intoxicated from alc ohol or under the influence of
drugs while on duty or the consumption of alcohol or illegal drugs while on
duty;
(2)
unauthorized personal use or removal of a Park District motor vehicle,
tools, supplies, equipment or other park property;
(3)
direct disobedience to lawful orders from a supervisor;
(4)
absence from work without notice and authorization for two or more
working days in any 30 calendar day period. (Request for leave shall not
be unreasonably denied as provided by Park District ordinances,
regulations or policy or by collective bargaining agreements);
(5)
failure by a supervisory employee to take sufficient disciplinary action
against a subordinate who has committed misconduct;
37
(6)
making a false statement or statements in any document required
to be made or signed by the employee in connection with Park
District employment, including daily attendance records and payroll
records;
(7)
a cash shortage in excess of $25.00 in cash receipts handled for the
Park District;
(8)
violation
of
an
applicable
safety
directive,
order,
memorandum, regulation, or law which violation would have been
likely to result in injury to an employee or other person. (This
category of offense does not include coming to work without the
required safety equipment);
(9)
grossly negligent damage, loss or destruction of Park property;
(10)
absence for work without notice or authorization for one working
day by an employee whose position involves substantial
responsibility for protecting the health, safety and security of
patrons. (The Park District has determined that the following job
titles involve such responsibility: Lifeguard Captain, Senior
Lifeguard, Lifeguard and Security Guard);
(11)
violation of the Park District Human Rights Ordinance;
(12)
a pattern of tardiness;
38
(13)
failure to report mechanical defects or other unsafe conditions
of Park District equipment or property;
(14)
failure to properly handle, secure and/or account for Park District
property, resulting in property damage, loss or destruction.
Group C misconduct includes misconduct other than misconduct
identified as Group A or Group B misconduct, or the failure to satisfactorily
perform the duties of the person's job other than actions defined as Group
A or Group B misconduct.
b.
Table of Penalties.
Group A Misconduct:
Termination for first offense, absent mitigating circumstances
justifying a less serious penalty
Group B Misconduct:
1St Offense: 10 - 30 day Suspension or Termination. Usually, a
suspension will be sufficient, but termination may
be called for in appropriate cases.
2 Offense
or more:
30 day Suspension or Termination.
Group C Misconduct:
1St Offense:
2nd Offense:
rd
oral or written reprimand, or 1-10 day suspension.
5-30 day suspension.
3 Offense or more: 30 day Suspension or Termination.
39
c.
Repeat Offenses.
An offense is considered a prior offense for determining the penalty to be
imposed if the prior misconduct is of the same nature as the more recent misconduct,
except that any Group A misconduct that does not result in termination shall be
considered a prior offense for any other type of misconduct and any Group B misconduct
shall be considered a prior offense for the purposes of any Group B or C misconduct. For a
prior offense to be counted, it must have resulted in a written reprimand signed by the
employee's department or division head or a Notice of Disposition issued subsequent to a
pre-suspension meeting and signed by the department representative, the Director of
Human Resources and the General Counsel. No Group C misconduct shall be counted as
a prior if more than five years have passed from the issuance of the Notice of Disposition
or written reprimand. However, no Group B or C misconduct that resulted in a written
reprimand shall be counted as a prior offense if it occurred more than three years before
the more recent offense.
Any prior offenses regardless of when they occurred or the type of misconduct, or the
fact that an employee was under supervision resulting from a prior offense may be
considered as an aggravating circumstance by the department supervisor, the hearing
officer and the Personnel Board. However, the entire personnel record of the employee shall
be considered in imposing a penalty, including the positive aspects of the record.
d.
Ethics Code Violations.
Any alleged violation of any Ethics Ordinance now or hereafter adopted by the
Chicago Park District Board of Commissioners shall first be referred to the
Ethics Panel or its equivalent. The Ethics Panel shall recommend its own
disciplinary schedule contained in the rules and Regulations of the Ethics
Panel, its recommendations in the particular case, or both. The Personnel Board
may deviate as it sees fit from the Ethics Panel recommendation provided it or
its hearing officer explains the reasons for the deviation in the decision or at the
40
Board's review. Notwithstanding all of the above, a violation alleging either
acceptance of a bribe for official misconduct with regard to Park District business
or a criminal conviction for taking a bribe in connection with the Park District
business shall be classified as Group A Misconduct subject to termination from
employment.
Section 4.
Drug and Alcohol Policy.
The Chicago Park District's essential mission is to provide services to its citizens in a safe
and economic manner. Furthermore, the economic cost of providing health care services
to employees who abuse drugs and alcohol has put an increasing burden on the Chicago
Park District's finances. To maintain a workplace, which provides a safe and healthy
work environment for all employees, the following drug and alcohol program is
established.
Definitions
(a)
Alcohol: Ethyl alcohol.
(b)
Prohibited Items & Substances:
All illegal drugs and controlled
substances, alcoholic beverages, and drug paraphernalia in the possession of,
being used by, an employee on the job or the premises of the Chicago Park
District.
(c)
Employer Premises: All property, facilities, land, buildings, structures,
automobiles, trucks and other vehicles owned, leased or used by the Chicago Park
District as job sites or work locations and over which the Chicago Park District
has authority as employer.
(d)
Employee: means a person in the active service of the District or who,
although on layoff, appears on a seniority and reemployment list for one
or more grades within the District.
41
(e)
Accident: An event resulting in injury to a person requiring medical
attention or causing significant damage to property to which an employee
contributed as a direct or indirect cause.
(f)
Reasonable Suspicion: Erratic or unusual behavior by an employee,
including but not limited to noticeable imbalance, incoherence and disorientation, .
which would lead a person of ordinary sensibilities to conclude that the employee
is under the influence of drugs and/or alcohol.
(g)
Under the Influence: Any mental, emotional, sensory or physical
impairment due to the use of drugs or alcohol.
(h)
Test: The taking and analysis of any body component sample, whether
by blood, breath, urine, or in any other scientifically reliable manner, for the
purpose of identifying, measuring or quantifying the presence or absence of
drugs, alcohol, or any metabolite thereof.
Section 5.
(a)
Drug and Alcohol Disciplinary Action.
All employees must report to work in a physical condition that will enable
them to perform their jobs in a safe manner. Further, employees shall not use, possess,
dispense or receive prohibited items or substances on or at Chicago Park District
premises, nor shall they report to work under the influence of drugs and/or alcohol.
(b)
When the Chicago Park District has reasonable suspicion to believe that
an employee is under the influence of a prohibited substance, the Park District shall have
the right to subject that employee to a drug and alcohol test. At the Park District's
discretion, the employee may be placed on an emergency suspension with pay until test
results are available. If the test results prove negative, the employee shall be reinstated.
In all other cases, the Chicago Park District will terminate all employees who:
(i)
42
test positive for drug and/or alcohol use;
(ii)
refuse to cooperate with testing procedures (who will be subject to
an emergency suspension until they are terminated);
(iii)
are found to be under the influence of alcohol, drugs or are found
selling or distributing drugs or drug paraphernalia, on Park District
premises.
Section 6.
(a)
Drug and Alcohol Testing Procedures.
The Chicago Park District may require drug and/or alcohol testing under
the following conditions:
(i)
where there is a reasonable suspicion that the employee has reported
to work under the influence of or is at work under the influence of drugs
or alcohol;
(ii)
a test may be required if an employee is involved in a workplace accident
or fighting;
(iii)
a test may be required as part of a follow-up to counseling or
rehabilitation for substance abuse for up to a one-year period;
(iv)
where testing is required by state or federal government
regulations or otherwise required by law.
(v)
a test may be required whenever an employee returns from an extended
leave of absence or layoff of three (3) months or longer.
(b)
Employees to be tested will be required to sign a consent form and chain
of custody form, assuring proper documentation and accuracy. If an employee refuses to
sign a consent form authorizing the test, he or she will be subject to termination.
(c)
Drug and alcohol testing will be conducted by an accredited independent
laboratory and may consist of either blood or urine tests, or both. The Park
District reserves the right to utilize a breathalyzer to test for the presence of
alcohol, in lieu of other clinical testing.
43
(d)
Initial and confirmatory test results which meet or exceed the cutoff levels
for drugs set forth in the NIDA guidelines (and as they may be amended) shall be
regarded as "positive" and shall presumptively establish that the tested employee was
under the influence of drugs.
(e)
Initial and confirmatory (or breathalyzer) test results which meet or exceed
the level of blood alcohol established in the Illinois Motor Vehicle Act as legal
intoxication shall establish that the tested employee was under the influence of alcohol.
(f)
The cost of initial and confirmatory testing will be done by the Park
(g)
Drug and alcohol test results shall be reported to the Director of Human
District.
Resources or his designee in the manner to be prescribed by the Director of Human
Resources. The Employee shall be notified of the test results in writing. The Director of
Human Resources will inform the applicable department head of any employee who tests
positive for alcohol or drugs, who in turn will initiate disciplinary proceedings under
Section 3 above.
(h)
All urine or blood samples shall be taken in sufficient quantity as to allow
for retesting. Any employee whose test result is positive may elect, at his or her expense,
to be retested utilizing the same sample, by the same or other laboratory satisfactory to
the Director of Human Resources, provided that the Park District's testing laboratory
shall arrange for transmitting said sample to the second laboratory. Employees electing
to be retested shall not be paid for the time between the initial positive test and the time
of the retest. Positive results of said retesting shall be conclusive as to the presence of
alcohol or drugs. The failure to take a sufficient sample, or to preserve such sample, to
allow for retesting, shall not affect the removal from eligibility of an applicant or
personnel action, including discharge, of any employee.
44
(i1)
No laboratory report or test results shall appear in the Employee's
personnel file unless they are part of a personnel action under this program, but shall be
placed in a special file maintained by the Director of Human Resources, except as such
disclosure may be required by this policy, law or ordinance.
Section 7.
Employee Assistance Program.
Employees are encouraged to seek help for a drug or alcohol problem before it
deteriorates into a disciplinary matter and may participate if they wish in a voluntary
Employee Assistance Program.
Section 8.
(a)
Pre-Employment Drug and Alcohol Testing.
T e s t i n g R e q u i r e m e nt .
Every person who applies for a position at the Chicago Park District must
undergo drug and alcohol screening. Any person who is placed in a seasonal layoff shall
also be subject to testing for drug and alcohol use before returning to work, if they are
recalled to the position, from which they are laid off.
(b)
Notice.
Applicant materials shall contain a statement that appointments to the
position will not be made unless the candidate receives a satisfactory medical
examination, which includes testing for drug and alcohol use.
(c)
Test Results.
If the applicant for employment or employee recalled to work tests
positive, as described in Section 6 above he/she shall not be hired or permitted to return
to work.
45
(d)
Challenging Test Results.
An applicant or employee who tests positive
for drug or alcohol usage will be afforded an opportunity to consult with the Director of
Human Resources to present evidence that may explain the positive result and be
informed of the option for a re-test as described in Section 6 above.
(e)
An applicant who tests positive for drug usage shall, upon request, be
entitled to a re-test. An applicant whose test result is positive may elect, at his or her
expense, to have a retest by the same or other laboratory satisfactory to the Director of
Human Resources.
(f)
If the re-test confirms the presence of drugs, the applicant will be notified
of the denial of employment. If the re-test confirms no presence of drugs, the applicant
or employee will be notified and employment may be initiated.
RULE X: VOLUNTARY RESIGNATION
An employee may resign by submitting his or her resignation to the Director of Human
Resources on a form to be prescribed by the Director of Human Resources. The form shall
specify the date on which the resignation shall take effect. Once this form is submitted, the
resignation shall take effect. Once this form is submitted, the resignation may not be withdrawn
prior to taking effect unless the Director of Human Resources, for reasons promoting the
efficiency of the service, determines to allow such withdrawal.
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Sexual Harassment Policy and Procedures
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I.
STATEMENT OF POLICY
A. The Chicago Park District is committed to providing a workplace in which all
individuals are treated with respect and dignity. Each employee has the right to
work in an environment free of discrimination, including sexual harassment. No
person should be required to endure sexual harassment by supervisors or
coworkers or work in a hostile environment as a condition of employment.
Furthermore, this Policy applies to all phases of employment, including but not
limited to recruitment, testing, hiring, upgrading, promotion or demotion, transfer,
layoff, termination, rates of pay, benefits, and selection for training. The Chicago
Park District also is committed to preventing sexual harassment of persons
receiving Park District services.
B. It is the Policy of the Chicago Park District to prohibit sexual harassment in the
workplace. Sexual harassment is a violation of the law and will not be tolerated.
Employees found to be in violation of this Policy will be subject to discipline, up
to and including discharge.
C. This Policy is intended to create guidelines and procedures for responding to
complaints of sexual harassment and for disciplining those employees found to
have violated this Policy. Nothing in this Policy is intended to nor shall be
construed to create a private right of action against the Chicago Park District or
any of its employees. Furthermore, no part of this Policy shall be construed to
create contractual or other rights or expectations. Furthermore, nothing herein is
intended to affect the right of any person to make a charge of discrimination at the
Chicago Commission on Human Relations or 2 any state or federal agency with
jurisdiction over such claims, raise a grievance under a collective bargaining
agreement, or consult a private attorney.
D. A determination that sexual harassment or retaliation has occurred in violation of
this Policy is not a determination of sexual harassment or retaliation under federal,
state, or local law. The Park District’s Policy against sexual harassment is
preventative as well as corrective. Conduct that may not constitute unlawful sexual
harassment may nevertheless violate this Policy and result in disciplinary action,
up to and including discharge.
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II.
CONDUCT PROHIBITED
A. As used in this Policy, sexual harassment includes any unwelcome sexual advance
or request for sexual favors or conduct of a sexual nature when submission to such
conduct is made either explicitly or implicitly a term or condition of an
individual’s employment or receipt of Park District services; or when submission
to or rejection of such conduct by an individual is used as the basis of any
employment or service decision affecting the individual; or when such conduct has
the purpose or effect of substantially interfering with the work performance of an
employee or creating an intimidating, hostile or offensive work environment.
There is a broad range of conduct which can, in certain circumstances, be
considered sexual harassment under this Policy. This includes, but is not limited
to, sexually suggestive or offensive remarks or rumors, sexually suggestive
pictures or graffiti, sexually suggestive gesturing, verbal harassment or abuse of a
sexual nature, the displaying of sexual objects, subtle or direct propositions for
sexual favors, stalking, sexual assault, touching, patting, or pinching, and sending
sexually suggestive e-mail messages or accessing sexually suggestive sites on the
Internet. Sexual harassment may be directed against a particular person or persons,
or a group. Sexual harassment also can result from words or conduct by Park
District employees toward members of the public served by the Park District.
B. Voluntary social relationships are not prohibited by this Policy. Because the
existence of a romantic relationship between supervisors and subordinates,
however, has the inherent danger of coercion, or at least has the appearance of
impropriety, any 3 supervisor who has such a relationship with another Park
District employee over whom he or she has any supervisory authority must report
this fact to his or her supervisor, or may be subject to discipline.
C. Any supervisor who is aware of or reasonably should be aware of sexually
harassing conduct, whether or not anyone complains about such harassment, but
fails to report that conduct, may be subject to discipline. Reports should be made
to the Human Resources Manager of the relevant region or to the Deputy Director
of Human Resources for the Chicago Park District.
D. Retaliation against any person for having made a good faith complaint or report of
sexual harassment, or participating or aiding in an investigation of sexual
harassment, is strictly prohibited. Any person who believes that he or she has been
subjected to retaliation should bring the retaliatory conduct to the attention of the
Chicago Park District’s Deputy Director of Human Resources or designee.
Retaliation will be considered a serious act of misconduct that is subject to
appropriate discipline, up to and including discharge.
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III.
PROCEDURES: ALLEGATIONS OF SEXUAL HARASSMENT IN PARK
DISTRICT EMPLOYMENT
A. The following persons acting alone or joining together may make a verbal or
written complaint of sexual harassment under this Policy:
1. any employee or applicant for employment with the Chicago Park District
who believes he or she is the subject of sexual harassment;
2. any person who has knowledge of a sexually harassing or offensive work
environment, or other sexual harassment within Park District employment;
and
3. any employee or applicant for employment with the Chicago Park District
who believes he or she has been retaliated against for making a good faith
complaint or report of sexual harassment, or participating or aiding in an
investigation of sexual harassment.
B. Complaints of sexual harassment shall be made within one year of the sexual
harassment. Employees are encouraged to bring their complaints as soon as
possible to help ensure an effective investigation and prompt correction of the
conduct. Complaints may be made to any of the following persons:
1. any Human Resources Manager for the Chicago Park District, or
2. the Deputy Director of Human Resources.
C. Any person described in section B(1) above who receives a complaint must
refer it in writing to the Deputy Director of Human Resources no later than the
end of the third business day following receipt of the complaint. Failure to
refer such complaints can be the basis for disciplinary action.
The referral should be in writing, and may be typed or handwritten. A referral
shall contain the name, region (if applicable), and phone number of the
employee or person making the allegations; the name, region, and phone
number of the person referring the matter; and the date the complaint was
made. Additional information voluntarily provided by the person making the
allegations should be included, but no additional information need be solicited.
Persons described in A (1), (2), (3), and B(1) above are also encouraged to
contact the Deputy Director of Human Resources by telephone, but a written
referral should still be forwarded.
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D. Within ten (10) days after receipt of the referral, or as soon as practicable, the
Human Resources Manager or the Deputy Director of Human Resources will
meet with the complaining party and explain the options available for
proceeding, as described in Options A, B, and C below.
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E. To the extent possible, the reporting and investigation of all sexual harassment
complaints will be kept confidential. In certain appropriate circumstances,
however, the Chicago Park District is obligated by law to investigate
allegations of sexual harassment. Therefore, the Human Resources Manager or
the Deputy Director of Human Resources will inform the complainant that the
Chicago Park District may act on allegations of sexual harassment pursuant to
Options B and/or C below, even if there is no signed complaint or the person
making the complaint does not choose to pursue the matter.
RESOLUTION OF COMPLAINTS
Upon receiving allegations of sexual harassment, the Deputy Director of Human
Resources shall first determine whether the allegations, if true, would constitute a
violation of this Policy. If they do not, the Deputy Director of Human Resources or
designee shall not proceed and shall so notify the complaining party.
If the allegations would, if true, constitute a violation of this Policy, the Deputy Director
of Human Resources or designee shall determine the best way to proceed among the
following options. The choice of one or more options does not foreclose changing to a
different option if the Deputy Director of Human Resources or designee deems it
appropriate.
OPTION A - REFERRAL OF COMPLAINT TO MEDIATION
1. Definition
Mediation is an attempt to informally resolve the issues presented by the complaint
without proceeding to a formal investigation. Generally, this option may be appropriate
for less serious cases. In this process, a third party mediator will meet with the
complaining employee(s) and the person(s) against whom harassment is claimed. The
mediation is provided free of charge. Legal counsel shall not be present during mediation
proceedings.
2. Assessment
It is essential that parties who are considering mediation have a good understanding of the
process as well as what the process can achieve. Mediation will be available only if all
parties voluntarily consent to it and the Deputy Director of Human Resources determines
that mediation is appropriate. Election by the parties to mediate does not preclude the Park
District from taking disciplinary action as appropriate.
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3. Mediation process
Before beginning mediation, all parties must sign a statement agreeing to keep the
mediation proceedings confidential, subject to law, but nothing in this Policy shall
prohibit any party to the mediation from testifying at any disciplinary proceeding.
4. Termination of mediation
Any of the parties and/or the mediator shall have the right to terminate the mediation. A
mediator may terminate the mediation under appropriate circumstances including, but not
limited to, cases of non-cooperation, attempts to threaten or coerce any party, when
progress is not being achieved, or when the mediator believes that conduct occurred
which was more serious than previously alleged. When mediation is terminated, the
matter shall be returned to the Deputy Director of Human Resources for further action on
the complaint which may include full investigation.
5. Mediation resolution and follow-up
a) If the parties reach an agreement resolving the complaint, the mediator will
prepare a written agreement to be signed by both parties. Following mediation, the
Deputy Director of Human Resources or designee will make reasonable attempts
to contact the complainant after six (6) weeks and after six (6) months to
determine whether the agreement has been implemented or breached.
b) The complainant(s) may bring a breach of the mediation agreement to the attention
of the Deputy Director of Human Resources at any time. In the event the Deputy
Director of Human Resources learns of a breach of the agreement, the Deputy
Director of Human Resources may attempt reasonable intervention to secure
compliance with the mediation agreement. In the event of a breach of the
agreement, the Deputy Director of Human Resources or designee may proceed
with an investigation or other intervention strategies.
c) If no mediation agreement is reached, the Deputy Director of Human Resources or
designee may proceed with an investigation or other intervention strategies.
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OPTION B - INVESTIGATION OF A COMPLAINT
1. An investigation will be initiated when the Deputy Director of Human Resources
or designee believes that this option is the best way to proceed or when other
methods of resolution (mediation and/or intervention) have not been successful.
The person who complained of a possible violation of this Policy may, if he or she
desired to be informed of the outcome of the investigation, sign a written
complaint. The Deputy Director of Human Resources or designee will inform the
Complainant that if the complaint is sustained, and the Park District seeks to
discipline the person against whom the complaint was made, the Complainant may
be called to testify at subsequent disciplinary proceedings.
2. The Deputy Director of Human Resources or designee shall conduct the
investigation. At the conclusion of the investigation, the Deputy Director of
Human Resources or designee will prepare and issue a Summary Report
containing a recommended finding and a synopsis of the evidence. In instances
where the Deputy Director of Human Resources or designee finds that misconduct
has occurred, the Deputy Director of Human Resources or designee shall designate
which section(s) of the Rules of the Personnel Board have been violated. The
respondent shall receive notification of the outcome of the investigation. When a
complaint has been signed, the Complainant shall receive notification of the
outcome of the investigation.
3. The Summary Report and recommended disciplinary action will be sent to the
relevant department head and the Director of Human Resources. In sustained cases
(where a violation of the Policy has been found), the Summary Report and
recommended disciplinary action also shall be forwarded to the Office of the
General Counsel. In sustained cases, the complete investigative file will be made
available to the relevant department head and to the Office of the General Counsel.
4. Every 30 days, the Deputy Director of Human Resources or designee will follow
up to determine the status of the recommendation.
5. Following issuance of a sustained Summary Report, the Deputy Director of
Human Resources or designee will make reasonable attempts to contact the
complainant after six (6) weeks and after six (6) months to determine whether the
alleged harassment has recurred. If there has been a recurrence, the Deputy
Director of Human Resources or designee will determine the most appropriate
course of action to address that recurrence. Nothing herein precludes an employee
from making a new complaint under this Policy.
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OPTION C - INTERVENTION
The Deputy Director of Human Resources or designee may attempt to resolve the
complaint by intervention. Intervention may include but is not limited to: counseling
parties, meeting with the parties and other persons deemed beneficial to resolution of the
complaint, and/or training. If the allegations are not resolved, mediation and/or
investigation may be appropriate. The Deputy Director of Human Resources or designee
shall keep appropriate records of intervention actions.
IV: PROCEDURES: ALLEGATIONS OF SEXUAL HARASSMENT BROUGHT
BY MEMBERS OF THE PUBLIC
A. Any member of the public who believes he or she has been subjected to sexual
harassment by a Park District employee acting in the scope of his or her
employment and in relation to the provision of Park District services may make a
complaint with the Chicago Park District’s Office of Legal Investigations.
B. The Office of Legal Investigations shall investigate such complaints pursuant to
the usual procedures of that office.
C. The procedures described in Section III above shall not apply to complaints under
this section.
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V. EDUCATION, TRAINING, AND PREVENTION
The Department of Human Resources will conduct training to educate department heads,
supervisory personnel, and employees about the Chicago Park District Sexual Harassment
Policy and the creation of a harassment free workplace.
VI. FALSE AND FRIVOLOUS COMPLAINTS
False and frivolous charges refer to cases where the accuser is using a sexual harassment
complaint to accomplish some end other than stopping sexual harassment. It does not
refer to charges made in good faith, which cannot be proven. Given the seriousness of the
consequences for the accused, a false or frivolous charge is a serious offense that can
itself result in disciplinary action.
CONTACT:
Human Resources Managers (312) 742-5220
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Violence in the Workplace Policy and Procedure
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CHICAGO PARK
DISTRICT VIOLENCE
IN THE WORKPLACE
POLICY
Statement of Policy
The Chicago Park District is committed to providing a safe workplace for the benefit of
its employees and the public. To ensure a safe workplace and to reduce the risk of
violence, all employees should review and understand all provisions of this workplace
violence policy
Prohibited Conduct
The Chicago Park District does not tolerate any type of workplace violence committed by
or against employees. Employees are prohibited from making threats or engaging in
violent activities.
This list of behaviors, while not inclusive, provides examples of conduct that is
prohibited.
 Causing physical injury to another person;
 Making threatening remarks;
 Aggressive or hostile behavior that creates a reasonable fear of injury to another
person or subjects another individual to emotional distress;
 Intentionally damaging Chicago Park District property or property of another
employee;
 Possession of a weapon while on Park District property or while on Park District
business;
 Committing acts motivated by, or related to, sexual harassment or domestic
violence.
Reporting Procedures
Any potentially dangerous situations must be reported immediately to your supervisor or
your Human Resource Manager and, where appropriate, to law enforcement authorities.
Reports can be made anonymously and all reported incidents will be investigated. All
employees, including managers and supervisors, must notify their supervisor and their
Regional Human Resources Manager when an order of protection has been obtained
naming Park District premises, and when an order of protection is obtained which does
not name Park District premises. Reports or incidents warranting confidentiality will be
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handled appropriately and information will be disclosed to others only on a need-to-know
basis. All parties involved in a situation will be counseled and the results of
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investigations will be discussed with them. The Park District will actively intervene at
any indication of a possibly hostile or violent situation.
Risk Reduction Measures
While the Chicago Park District does not expect employees to be skilled at identifying
potentially dangerous persons, employees are expected to exercise good judgment and to
inform your supervisor or your Human Resource Manager if any employee exhibits
behavior, which could be a sign of a potentially dangerous situation. Such behavior
includes:
 Discussing weapons or bringing them to the workplace;
 Displaying overt signs of extreme stress, resentment, hostility, or anger;
 Making threatening remarks;
 Sudden or significant deterioration of performance;
 Displaying irrational or inappropriate behavior.
Dangerous/Emergency Situations
Employees who confront or encounter an armed or dangerous person should not attempt
to challenge or disarm the individual. If a supervisor can be safely notified of the need for
assistance without endangering the safety of the employee or others, such notice should
be given. Employees, including managers and supervisors, should assist persons injured
as a result of workplace violence, including summoning Emergency Medical Services
(EMS) personnel, staying with the injured person(s) until EMS personnel arrive and
assisting Park District officials in reaching the emergency contact(s) of any injured
person(s).
Enforcement
Threats, threatening conduct, or any other acts of aggression or violence in the workplace
will not be tolerated. Any employee determined to have committed such acts will be
subject to disciplinary action, up to and including termination. Non-employees engaged
in violent acts on the employer's premises will be reported to the proper authorities and
fully prosecuted.
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I. Duties of Personnel
A. Each Region's Human Resources Manager shall be responsible for the
implementation of this Policy in their respective regions; receipt of and
reporting all incidents of violence and orders of protection, in their
regions, to the Director of Human Resources or designee and Regional
Human Resources Managers; investigation of reports of violence in their
regions and making recommendations for appropriate remedial action in
coordination with the Director of Human Resources or designee.
B. Investigations should be completed within a reasonable time period,
usually not exceeding thirty days. Copies of the investigative report should
be forwarded to the participant's supervisor and department head.
Investigation reports should at least cover the following issues:
1. Was the perpetrator disciplined?
2. Was the incident a Sexual Harassment or domestic violence
matter?
3. If the victim was a Park District employee, were they offered
Employee Assistance Services?
4. Have the participants been provided with a written
correspondence regarding the final action taken as a result of the
incident?
C. All managers and supervisors shall be responsible for implementing and
maintaining safe workplace practices, including this Policy, and for
communicating this Policy to subordinates.
D. All employees, including managers and supervisors, shall be responsible
for reporting incidents of violence in the workplace or any potentially
dangerous situation to their supervisors, the Human Resources Manager
and, where appropriate, to law enforcement authorities.
E. All employees, including managers and supervisors, shall notify their
supervisors and the Regional Human Resources Manager when an order of
protection has been obtained naming Park District premises, and when an
order pf protection is obtained which does not name Park District
premises.
F. The Director of Human Resources or designee will maintain central record
keeping of all violence in the workplace incidences.
II.
Investigations
G. Employees and other witnesses may be questioned concerning incidents of
workplace violence.
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H. Where appropriate, the Law Department and the Office Legal
Investigation will be asked to participate in the investigation process.
I. The Human Resource Manager should contact Law enforcement
authorities whenever a possible violation of criminal law is discovered
during an investigation.
J. A written investigation report, with recommendation for remedial and/or
disciplinary actions, shall be made by the appropriate Human Resources
Manager and forwarded to the Director of Human Resources or designee.
The Human Resource Manager shall report any action taken as a result of
the report to the Director of Human Resources or designee.
II.
Employee Assistance
A. Employees, including managers and supervisors, should assist persons
injured as a result of workplace violence, including summoning
Emergency Medical Services (EMS) personnel, staying with the injured
person(s) until EMS personnel arrive and assisting Park District officials
in reaching the emergency contact(s) of any injured person(s).
B. Employees who suffer post-incident distress as a result of an incident of
workplace violence should be referred to the Employee Assistance
Program for evaluation and referral.
III.
Confidentiality and Protection from Retaliation
A. Consistent with the necessity of prevention and investigation of violence
in the workplace, personal information obtained in the course of an
investigation under this Policy shall be considered confidential and not
subject to public disclosure except as may be necessary as part of the
disciplinary process or as otherwise provided by law.
B. Retaliation against a person for having made a good faith complaint or
report of violence in the workplace, or participating in or aiding in an
investigation of violence in the workplace under this Policy, is prohibited.
Any person who believes that he has been subject to such retaliation
should bring it to the attention of the Director of Human Resources or
designee.
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Section Two
Uniform Hiring Guidelines
Hiring Process Flow Chart
General Employment Rules and Policies
Drug and Fingerprinting Processes
Exit Process Flow Chart
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Chicago Park District-Department of Human Resources
Uniform Hiring Guidelines
For
Positions Covered by the Principles of the Shakman Judgment
DEPARTMENT VACANCY
When a department wishes to initiate the hiring process, the department must
provide a completed Notice of Vacancy Form to the Human Resources Manager.
After reviewing the request, the Human Resources Manager will initiate screening
and/or standard posting and advertisement procedures.
POSTING AND ADVERTISEMENT
There are three circumstances in which public advertisement or posting is not
necessary:
A.
When the position will be filled through transfer, promotion, demotion,
reinstatement, or reclassification.
B.
When a pre-established list of eligible candidates exist for the position.
C.
When a list of eligible candidates, developed from a previous
announcement exist for the position.
The positions must be advertised for at least 14 calendar days. Unless there is a
demonstrated need, the initial application period should not extend beyond 14
calendar days. Applications should not be accepted beyond the closing date.
After an evaluation of the candidate pool, application periods can be extended if
necessary and additional recruitment strategies can be implemented to augment
deficiencies.
PUBLIC ANNOUNCEMENTS
Announcements should be posted on the Chicago Park District Website. The
Human Resources Manager must approve all postings, including
recruitment advertising. All public announcements should be prepared in
compliance with Rule IV, Section 3a of the Rules of the Personnel Board of the
Chicago Park District.
APPLICATIONS
Applications must be submitted by the posted closing date on the website. The
Human Resources Manager then has the primary responsibility for the screening of
the applicant materials to develop a list of qualified eligible applicants.
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QUALIFYING SCREEENING CRITERIA
Qualifying Screening Criteria should be considered as the "first" level of
screening of candidates. These criteria are the minimum qualifications for the
open position, and applicants must meet the specified Qualifying Criteria to be
considered further. Please reference the addendum regarding the variety of
screening methods that can be employed in the development of Eligible and
Referral Lists.
ELIGIBLE LIST
The outcome of a Qualifying Criteria Screen will be a list of candidates (the
Eligible List) that will be considered against Certification Criteria and a list of
applicants that will not be considered further. Qualified candidates for positions
in the Career Service should be notified in writing of their placement on an
Eligible List. The Human Resources Manager is responsible for establishing the
Eligible List.
The Director of Human Resources may define the life of an Eligible List. An
Eligible List will typically remain active for a period of three months. An
active Eligible List must serve as the preliminary source of applicants for class
titles for which it is created; in this way it may supersede the standard
advertising and posting procedures.
CERTIFICATION CRITERIA
The applicants who meet the Qualifying Screening Criteria will be considered
against the *Certification Screening Criteria.
The Certification Criteria is established to identify the candidates to place on a
Referral List for the department's consideration. The Certification Criteria will
detail in writing the specific skill set the hiring department is looking for from the
candidate. The Certification Screening Criteria must be job related and approved
by the Human Resources Manager.
Occasionally, so few candidates will meet the Qualifying Criteria that there will
be no need to continue on to the use of Certification Criteria. In those instances, it
should be standard procedure to consider whether further advertising should be
undertaken to expand the selection of candidates. It should also be standard to
examine the use of more extensive recruitment procedures for future vacancies.
RFERRAL LIST
The *Certification Criteria is used to reduce the number of names on the Eligible
List to that necessary for the Referral List. The Referral List contains all of the
names forwarded to the department as candidates to be considered for hire. A
Referral List may be either be a computer generated list or copies of selected
candidates applications.
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Once sent to the hiring department, a Referral List will have a "life" of at least three
months. If during the life of the list, the hiring department has to fill additional
positions carrying the same class title and screening criteria, the names of viable
candidates not evaluated or hired by the hiring department on the list will form the
core of the Referral List used for filling those positions. This core can be
supplemented for any or all of the following reasons.
A.
Replacement for candidates hired.
B.
Replacement of candidates the department tried to contact and found
unavailable.
C.
Replacement of candidates the department examined and found to be
unacceptable.
With its request for replacements, the department should include the number of
replacement names needed and written justification for replacement.
INTERVIEW PROCESS
The *Certification Criteria should be used as the primary resource tool for the
interview process to ensure that the process:
Focuses on the right questions to ask.
Focuses on performance and not personality.
Communicates the job needs better.
Creates the foundation for setting the Chicago Park District's performance
objectives.
Provides written documentation in case the process or decision is ever
challenged.
The Human Resources Manager must approve all interview questions. A copy of
both the *Certification Criteria and the approved interview questions must be
included in the hiring selection packet.
All candidates should receive written notification of the results of the interview.
This information must be included in the hiring selection packet along with all
other processing forms.
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Addendum
TYPES OF SCREENING METHODS
There are a variety of screening methods that can be employed in the
development of Eligible and Referral Lists. They are:
A.
Screening Lottery
B.
S c r e e n i n g P a n e l R ev i e w
C.
Examinations.
DEVEOPING A REFERRAL LIST USING A SCREENING LOTTERY
A lottery is an appropriate way to screen for a position, which has a great number
of qualified applicants, and for which the duties can be easily performed by
almost any applicant (i.e., few or no minimum qualifications exist).
PROCEDURE
The lottery is conducted by the Human Resources Manager and may be witnessed
by representatives of the public and hiring department. A minimum of two
representatives from Human Resources (HR) should be present at each lottery.
Advance notification of the lottery should be sent to members of the public
requesting such notification. The lottery is conducted as follows:
A.
A four-digit number is selected by drawing one number from each of four
containers. This selection of numbers is observed and verified by those
present at the lottery. Following the lottery, it should be verified that each
container contained all ten digits (0 through 9).
B.
Applicants are sequenced (ordered) by their last four-digit social security
code in ascending order from the selected four-digit number. The
candidates are sequenced up to 9999 and the sequencing continues by
returning to 0000 and proceeding in ascending order. This sequenced list
becomes the "Eligible List."
C.
Lotteries can also be conducted using appropriate computer software
packages.
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REFERRAL LIST RESULTING FROM LOTTERY
The result of the lottery is a (typically very long) list of names sequenced
according to the procedures described above. The Referral List is developed by
simply taking the appropriate number of candidates from the top of the sequenced
Eligible List.
DOCUMENTATION
The minutes from the lottery session should be documented. Contained in the
minutes should be (a) when and where the lottery was conducted, (b) notices sent
concerning the time and place of the lottery, (c) individuals present, and (d)
number drawn.
DEVELOPING A REFERRAL LIST USING A SCREENING PANEL REVIEW
A panel review is used when there is a moderate number of qualified applicants
for a position, which involves specialized training and/or experience.
COMPOSITION OF SCREENING PANELS
The screening panel must include at least one representative from Human
Resources. Such representative must be a professional who is familiar with the
requirements of the position(s) to be filled.
The panel shall determine the Referral List to be sent to the hiring department. If
the hiring department chooses to participate in the panel, the requirements shall be
that the representative from Human Resources (HR) and the hiring department
work together to determine the Referral List. The Human Resources Manager has
ultimate authority for determining the Referral List.
The screening panel may be composed solely of personnel from HR. The head of
the hiring department however, may decide that he or she wishes to have one or
more representative(s) of the hiring department on the screening panel. In any
case, the HR representative(s) to the panel will retain the responsibility for final
determination of the names to be placed on the Referral List; this is true even
when the HR representative(s) and hiring department representative(s) disagree.
Additionally, in every case, HR will have at least equal representation with the
hiring department on the screening panel. Two conditions are placed on the
hiring department's representative(s) on the screening panel:
A.
The representative(s) must be knowledgeable about the position to be
filled and the requirements placed on the position's incumbent; and
B.
The representative(s) cannot serve as an interviewer or decision maker in
the department's decision concerning which of the eligible should be
hired.
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These conditions should not be interpreted to mean that the representative(s)
cannot communicate impressions concerning candidates to decision-makers in the
hiring process; this is, in fact both inevitable and allowable.
In rare instances, the Human Resources Manager may allow a hiring decisionmaker or an interviewer in the decision process to also serve on the screening
panel. The necessity for this might occur for example, in small departments or
when the open position requires specialized technical or professional skills.
Before approving this overlap, the Human Resources Manager should ensure that
alternatives are explored (e.g., having a representative from another Park District
department serve on the screening panel; having an individual with the necessary
knowledge and technical skills from another governmental body serve on the
screening panel). Documentation must be placed in the hiring selection packet
when approval is given to having a hiring decision-maker serve on the screening
panel.
EXAMINATIONS
Use of examination results (i.e. scores) is an appropriate way to screen applicants
when the screening criteria for the position include examination. Examinatio ns
are constructed, conducted and scored by Human Resources, though the hiring
department may be requested to provide input into the process. An examination
can take a variety of forms, including the following

Written Test

Performance Test

Credential Evaluation

Willingness Questionnaire

Oral Examination
PROCEDURE AND DOCUMENTATION
The examination is administered to all applicants. The applicants are sequenced
or grouped by score on the examination. The composition of the Referral List is
based on:
A.
Applicants' score or the group to which they were assigned and
B.
Number of eligible to be forward to the hiring department.
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Both a list of applicants with examination scores and a copy of the Referral List
submitted to the hiring department are added to the hiring selection packet.
USE OF MULTIPLE METHODS
For many titles, the screening criteria may dictate the use of more than one
screening method in the development of the Referral List. In these cases, it is
essential that the Human Resources Manager monitor all phases of the screening
process to ensure that all procedures are being adhered to and that the necessary
documentation for each method is maintained. When multiple screening methods
are used, the order of application is at the discretion of the Human Resources
Manager.
UN-RANKED AND RANKED REFERRAL LIST
The result of screening procedures is the development of a Referral List of
candidates to be forwarded to the hiring department for evaluation. There are two
types of Referral Lists: unranked and ranked.
UN-RANKED LISTS
An un-ranked lists has no indication concerning evaluations of the candidates'
relative merits during the screening process. If an examination was used to screen
candidates however, the hiring department may request the scores of the referred
candidates.
RANKED LISTS
On rare occasions, Referral Lists may be ranked according to the relative merits
of candidates as determined in the screening process.
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HIRE FLOW CHART
Department Head completes Notice of Vacancy Form
Department forwards Notice of Vacancy form to Chief Monitoring Officer
Chief Monitoring Officer forwards Notice of Vacancy Form to Budget Department
Budget Department submits approved Notice of Vacancy form to Human Resources
Human Resources posts the vacancy if there is no Transfer Request
Human Resources accepts and qualifies applications
Human Resources screens candidates from applicant pool
Human Resources schedules interviews
Department Representative with Human Resources present coducts interviews, rates
interviewees via the rating forms, and candidate is chosen
Human Resources prepares a Candidate Selection Form routing for signatures of
Depatment Head, Budget Director, Director of HR, and General Superintendent
Human Resources notifies Department Head when Candidate Selection Form is completed
Department Head notifies Human Resurces with effective start date
Human Resources contacts successful candidate
Human Resources completes the hiring process with drug & fingerprints, personnel file
paperwork, and 166 is prepared by HR
Employee starts work with the Chicago Park District
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CHICAGO PARK DISTRICT
DEPARTMENT OF HUMAN RESOURCES
RULES AND POLICIES
GENERAL RULES:
1. Employees having no previous service with the Chicago Park District will be
paid at the ENTRANCE rate of the appointed position. Exceptions can be
addressed on a "case by case" basis.
2. Promotions for current employees will receive a maximum 5% increase if
current salary surpasses the entrance level of the new position; if the current
salary is below the entrance rate of the new salary, the salary will be brought
to entrance.
3. Salary increases are only granted for Non-Represented employees. Salary
increases for Represented employees are negotiated and scheduled for each
year of the agreement.
4. Non-represented employees do not receive nor are they entitled to
ACTING-UP pay.
5. A Chicago Park District application must be completed for all Chicago Park
District positions except those designated as Shakman Exempt.
6. Shakman Exempt positions are positions filled or terminated at the will of the
General Superintendent only. Shakman Exempt positions are not subject to
the Notice of Vacancy policy.
7. Employees do not resign in order to move to another position in another
department or region.
8. Employees of the Chicago Park District must be residents of the City of
Chicago.
9. All employees of the Chicago Park District are not authorized to publish,
announce or solicit for applications without the approval of the Human
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Resources Department. All applications and resumes are to be forwarded to
the Human Resources Department — Administration for qualification.
10. Represented employees are governed by their Unit Agreements; the
agreements should be consulted when determining employment activities
within each department or region
JOB AUDITS & RECLASSIFICATIONS:
Job audits and reclassifications are a
function of the Human Resources Department. They are an assessment of the current
tasks being performed by a current employee and an evaluation of those tasks to a
classified title. A written request from the Department Head or Region Manager must
initiate any job audit. Upon completion of the assessment and evaluation a
recommendation letter is generated and delivered to the requestor and the Office of
Budget and Management. Be advised, a job audit is a budgetary request to change an
existing position. The original position no longer exists and is not available as a vacancy.
If the reason for the reclassification is based upon a misclassification, the reclassified
position description and salary may be implemented immediately. If a position does not
exist within the current budget but is available within the Title Schedule, the
recommendation should addressed during in the annual year-end budgetary process.
REQUEST FOR TITLE & SALARY CHANGE: This form (currently white) is
initiated by the Department Director after a Job Audit has been completed. A copy of the
Job Audit recommendation must be attached if title and salary are to be changed during
the current budget year. If implementation is to occur at new budget construction, a copy
of the recommendation must be submitted to the Office of Budget & Management.
NOTE: There is no guarantee that a title & salary change will be implemented during
the budget year.
REQUEST FOR SALARY INCREASE: Requests for salary increases are a function of
Budget and Management and the Human Resources Department. Final approvals are
granted by the General Superintendent. Salary increases will be entertained for those
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employees who have completed at least one (1) year of service for the Chicago Park
District in the current title. A Request to be paid at a Higher Salary Form must be
initiated by the Department Director.
RESIDENSY : ALL employees of the Chicago Park District are to be residents of
the City of Chicago at the time of hire. Proof of residency may be required before
starting employment or during the course of employment. The following items would
constitute valid proof of residency:
1) proof of home ownership or lease agreement
2) utility bill(s) with name of employee and address appearing
3) voter’s registration card
The General Superintendent only can authorize a thirty (30) day waiver to the
residency requirement. The request for a thirty (30) day waiver must be in writing
from the Department Director to the General Superintendent. Included within the
request should be justification for the waiver request with particular emphasis on job
knowledge, skills and abilities and its relationship to residency qualifications. A copy
of the request should be forwarded to the Human Resources Department along with
supporting documentation. Residency will be verified after proof of residency has
been delivered.
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UNPAID LEAVES: Prior to any employee being placed into an unpaid leave status,
ALL benefit time must be used. This rule is applicable to all employees regardless
of status. The amount of benefit time dictates the length of the unpaid leave. An
employee is to request/inform his/her immediate supervisor. The immediate supervisor is
to contact the Department Director/Region Manager (if applicable) who in turn would
contact the Human Resource Manager. The Human Resource Manager will deal directly
with the employee and inform the Department of start and end dates of the leave. Unpaid
leaves are granted in six (6) month increments or less. A total of up to one (1) year can
be granted. The employee does not accrue benefit time and they are responsible for the
payment of their health care.
If the employee fails to return, the employees looses all rights to his/her former position.
The availability of disability reimbursement from the Pension Fund is subject to the rules
of the Pension Fund and the Chicago Park District does not determine eligibility.
NOTE: Unpaid leaves are addressed in each Bargaining Unit Agreement. Do not
assume that all Unit Agreements are the same. Consult Human Resources before
addressing any employee question.
FMLA LEAVE:
Family Medical Leave is available to all employees of the
Chicago Park District. There are specific criteria that an employee must meet in
order for the employer to allow the implementation of FMLA. Briefly, these general
terms must be met by the employee prior to the approval of FMLA by the employer:
1. The employee must have worked at least 1250 hours in the calendar year prior
to the leave request.
2. The leave is for serious employee illness, illness of a spouse, child, or parent
and/or the adoption of a child.
Be advised, the employer requires specific documentation in order to implement the use
of Family Medical Leave; it is not automatically granted. All benefit time must be used
prior to the implementation of Family Medical Leave regardless of employee status.
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ADMINISTRATIVE LEAVE:
Administrative leave is granted at the discretion
of the General Superintendent. A department director or region manager may request
administrative leave on behalf of an employee. The request must be in writing and
provide sufficient reason for consideration. It is not an entitlement. All benefit time
must be used prior to the implementation of Administrative Leave, regardless of
employee status.
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Chicago Park District
Department of Human Resources
Drug Screening Procedures
Note: All new hires and seasonal returns are drug screened without exception.





Human Resources Manager schedules an appointment for candidate
drug screen.
Candidate is contacted directly and instructed to report to the various
drug screen locations operated by MercyWorks.
MercyWorks notifies contact within Department of Human
Resources-Administration with test results.
Department of Human Resources notifies Human Resources Manager.
Candidate testing positive on drug screen (failing) are notified of
denial of employment by the Department of Human Resources.
Dispute Resolution:
 Candidate has the right to a re-test.
 The re-test is paid for by the candidate and conducted through
MercyWorks.
Employees take a re-test of the original sample-not a new sample.
 If test results are positive, the candidate is notified and employment is
denied.

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If test results are negative, the candidate is notified and employment
may be initiated.
Fingerprint Check Process
1. All new hires and recall employees must be fingerprinted.
2. Seasonal hires that are (17) eighteen years or older must be
fingerprinted.
3. Candidate makes the appointment with the service provider using
the Chicago Park District form.
4. Illinois State Police forwards results to the Chicago Park District.
5. Human Resources Manger is notified of the results.
6. If the candidate has a record, they are notified of both the denial of
employment and are forwarded a copy of the test results.
7. Candidate’s social security number is check on the sex offender
registry.
Dispute Resolution
Candidate may contest the results in writing to the Director of
Human Resources or designee.
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Human Resource Separation of Employment Procedure
Policy:
It is the policy of the Chicago Park District to separate employment because of an employee’s
resignation, termination and retirement, the expiration of an employment contract or a reduction
in the work force. Termination can be for any reason not prohibited by law and terms of the
Collective Bargaining Agreements. In the absence of a specific written agreement, employees
are free to resign at any time for any reason.
1. Employees are requested to give a minimum of two (2) weeks written notice of their
intent to resign.
2. Employees may exercise their rights to resign from employment at any time, for any
reason, with cause or no cause.
3. All full-time and part-time employees in their initial probationary period of six months
may be disciplined by corrective action, suspended or terminated and such action is not
subject to the grievance procedure.
4. Human Resource representative will follow the Disciplinary Procedures as outlined in
the Code of Conduct and the Collective Bargaining Agreements.
5. In the case of an employee resignation,
a. The Human Resource representative will conduct an exit interview.
b. Then notify payroll to make any payouts owed to the employee.
c. The hiring department is responsible for collecting all work related items provided to
the employee (ex. keys, cell phone, id, gas card) and informs Human Resources of
such items by indicating on the employee exit form.
d. The hiring department is responsible for notifying the IT department of the employee
resignation on the employees last day of work.
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6. In the case of an employee being terminated,
a. The Human Resources representative will notify the hiring department, Payroll
Depart, Security Department, Law Department and IT Department prior to the
employee being notified of termination.
b. The hiring department will be responsible for scheduling a date and time as soon as
possible in which all items belonging to the Chicago Park District can be retrieved.
c. Payroll will be responsible for paying any monies owed to the employee at the
appropriate time.
d. IT will be responsible for denying the employee access to log in on the computer and
access to voice mail.
e. Security should be called if there is reason to believe the employee may be a threat
to himself or others, or there is a possibility he/she may cause trouble.
f. Law Department will be responsible for preparing for a possible Appeal.
7. Human Resource representative notifies the Union of the employee termination.
8. Human Resource representative notifies the employee of the decision to terminate.
9. Human Resources representative mails employee a copy of determination and
appropriate appeal forms.
10.Employee personnel action form is generated.
11.Employee is terminated in the personnel system.
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Section Three
Employee Benefits Summary
Domestic Partnership Health Benefits Policy
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Life and Accidental Death & Dismemberment Insurance
All monthly employees are automatically enrolled for a $35,000 life insurance policy and a
$35,000 accidental death and dismemberment policy the first of the month following full-time
employment with the Chicago Park District. The District pays the entire cost for the policies.
In addition, the District offers life insurance coverage in the amount of $5,000 for your legal
spouse, and $2,000 for each unmarried dependent child under the age of 19 (25 if a full-time
student). Infants between fourteen days and six months are only eligible for $500 in life insurance
benefits. The dependent coverage is not in effect unless the employee provides the benefits
area in Human Resources with dependent information within 30 days of the effective date of
coverage. The information is reported via an enrollment card, which also contains beneficiary
information.
Employee Assistance Program
The Employee Assistance Program (EAP) provides confidential help to employees and eligible
family members who have personal concerns that affect their quality of life and/or job
performance. This service is provided free of charge to all monthly and hourly year round
employees and their dependent family members. There is no waiting period for this benefit.
You may call the EAP to seek assistance with marital and family issues, emotional problems,
stress, alcohol or drug problems, financial or legal concerns, or any personal concern you, or your
dependent family member, may have.
To access EAP services, the employee or dependent family member may call the toll free number,
(800) 327-5071. This service is available 24 hours a day, seven days a week.
Professional counselors offer crisis intervention and assessment and referral to community
services. This assessment can be done by phone or in person, at a time and location convenient for
you. If your situation requires assistance beyond the EAP, every effort will be made to use the
most cost effective resource available to you. If you participate in a medical plan offered by the
Chicago Park District, the EAP will refer you to a provider within the medical network, if
available, so you will receive the highest level of benefits.
In accordance with professional ethics, all EAP records are confidential. Information will not be
shared with anyone without your written consent. If your supervisor refers you to the EAP as a
condition of continued employment, you will be required to sign a release form so the EAP will
report to the Chicago Park District to confirm that you have followed through with the
requirements of the EAP. They will not release specific information related to your treatment
regimen.
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Short-Term Disability
Employees off work for eight (8) consecutive days due to a non-work related illness or injury, may be
eligible to receive 45% of their gross salary (at the time of disability) from the pension fund if they are in an
unpaid status with the Chicago Park District. Employees may apply for disability benefits through the
pension fund office only after they have exhausted any accumulated sick pay. The maximum length of
benefits available is 1/4 of the employee's credited service, or five years, whichever is less. The telephone
number for the Pension Fund is 312.553.9265.
When a disability is the result of a bona-fide injury on duty, an employee is eligible for 75% of their
salary (reduced by workers' compensation payments) from the first day of injury. An employee will
continue to receive Short-Term Disability.
You will receive full pension service credit during the period you are collecting disability through the
pension plan.
Contact the pension fund office at 312.553.9265 to request Short-Term Disability benefits. They will send
you the appropriate paperwork.
Long-Term Disability
Monthly employees are eligible to enroll for optional Long-Term Disability benefits, the first day of the
month following full-time employment, provided they pay the required monthly premium. There is a thirty
(30) day grace period for the initial enrollment. The premium is deducted the first pay period of each month
and is based on your age and annual salary.
In order to calculate your monthly premium, divide your monthly earnings by 100 then multiply by the rate
listed below for your age group.
Age
0-29
30-34
35-39
40-44
45-49
50-54
55-59
60-64
65-69
70-74
75-80
Rate
.25
.34
.54
.80
1.19
1.66
2.28
2.08
1.28
1.05
1.05
The policy provides you with 60% of your salary (after taxes), when
you have been continuously disabled for 180 days (six months), up to
age 65. The minimum monthly benefit is $100 and the maximum is
$10,000. Premium payments are waived while you are collecting
Long-Term Disability benefits. Benefits are reduced by
social security, Workers' Compensation and pension disability
payments.
Benefits are not payable for a pre-existing condition — a
sickness or injury for which you received treatment during the 12
months prior to the effective date.
If you do not enroll for coverage when first eligible, you will
need to complete a health questionnaire to be submitted to the carrier for approval. There is no
open enrollment period for Long-Term Disability coverage.
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Pension Plan
All monthly and hourly employees are required to contribute nine percent (9%) of their gross
salary each pay period to the Park Employees' Annuity and Benefit Fund. The deduction begins
immediately upon employment and is taken in lieu of Social Security (FICA). In addition,
employees (except seasonal employees) are required to contribute $3.60 per month for a single
sum death benefit provided under the pension plan.
The plan is on a fiscal year basis from July 1 through June 30. Service credit is earned by working
a minimum of 45 hours per month (for service credit for that month), with less than 3 months
accounting for year of service; 3 to 5 months = 1/2 year of service; 6 to 8 months = 3/4 year of
service; and 9 months or more = 1 year of service.
At retirement, a minimum monthly pension benefit is payable, depending on your years of service
and salary. An employee is eligible for a discounted pension benefit if the employee is at least
age fifty (50) with ten (10) years of service.
Within a month after your hire date, the pension office will send you a packet of forms to
complete. The membership record, including a beneficiary designation form, must be completed
by all eligible employees.
Upon termination of employment, an employee can request a refund of contributions (excluding
the contributions toward the single sum death benefit). The funds may be distributed directly to
the employee or rolled over to an IRA or other qualified plan. If the employee elects direct
payment, the distribution is subject to 20% federal withholding and is considered taxable income
in the year in which it is received. Employees under age 591/2 may be subject to an additional 10%
penalty. Employees who reach age 50 with 10 years of service, or who reach age 60 with 5 years
of service, are eligible for a minimal refund. They are only eligible for pension benefits at the time of
retirement.
A brochure explaining the details of the pension plan may be obtained from your Human
Resources Manager or you may contact the pension office at (312) 553-9265.
Deferred Compensation
Employees may contribute up to $ 17,000 or 100%, whichever is less, of their annual salary on a
pre-tax basis to supplement their retirement savings. The minimum contribution is $20 per pay
period. The deduction is taken from your gross earnings before federal and state taxes are applied,
thus reducing your taxable income. Your contributions are self-directed into the twenty-eight (28)
investment funds offered. Your contribution rate may be changed on a monthly basis by
completing a change form, and your investments may be changed daily by calling 1-800-701-8255
or logging onto www.gwrs.com for BenefitsCorp. You will receive quarterly statements
showing how your money has performed and the amount of your quality contribution.
The balance in the participant's account is fully vested and non-forfeitable at all times. You are
not eligible for a distribution of any portion of the fund balance unless you terminate employment
or retire. In the event of your death, payment will be made to your beneficiary.
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Deferred Compensation (Continued)
An active employee may be able to make a withdrawal from his/her account due to an
unforeseeable emergency, which results in a severe financial hardship as defined by the Internal
Revenue Code.
Upon termination of employment, payment will commence no earlier than 31 days after the
termination date. Within 60 days from the termination date, the employee must make a written
election to receive a lump sum payment, equal monthly installments up to 15 years or a series of
monthly payments on an annuity basis. All benefits are payable within 60 days of termination of
employment (or death), or such later fixed or determinable time irrevocably elected by the
participant (or beneficiary).
The Chicago Park District Deferred Compensation Plan was established by section 457 of the
Internal Revenue Code and is subject to the regulations issued there under. Fund balances may
only be rolled over to another 457(b) plan.
If you have any questions, contact Human Resources at (312) 742-4565 or Great West Retirement
Services 1-800-701-8255.
85
Benefits Contact List
HUMANA COMPBENEFITS
DEBORAH HARRIS – ACCT. EXEC.
550 W. ADAMS STREET – 7TH FL
CHICAGO, IL 60606
[email protected]
CAREMARK, INC.
TAMIEKA A. ISBELL – ACCT. MGR.
2211 SANDERS ROAD NBT 5
NORTHBROOK, IL 60062
[email protected]
OFFICE: 312-441-5390
CELL: 312-953-9694
FAX: 312-601-0931
847-559-4327
847-559-5487
GREAT WEST RETIREMENT SERVICES – DEFFERRED COMP
VANESSA COAKLEY – REGIONAL DIR.
[email protected]
CELL: 269-823-4020
GABRIELLE MCCOY
CELL: 312-343-7854
WORKPLACE SOLUTIONS
INGRID MARKWORT, MA,MBA
35 E. WACKER DRIVE, # 1740
CHICAGO, IL 60601
[email protected]
HUMANA HMO MEDICARE GRP.
KRIS ALVEY
ACCT. INSTRALLATION MGR.
CUSTOMER SERV. 1-800-992-2551
[email protected]
PARK ANNUITY & BENEFIT FUND
55 E. MONROE STREET – STE. 2720
CHICAGO, IL 60603
BLUE CROSS BLUE SHIELD OF IL
ACCT. EXC. MILES DEAN
300 E. RANDOLPH STREET
CHICAGO, IL 60601
[email protected]
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847-981-3687
MEDICARE RX 1-888-285-2249
PH: 502-580-6495 FAX: 502-301-5974
CHICAGO PARK DISTRICT
DOMESTIC PARTNERSHIP HEALTH BENEFITS COVERAGE
The Board of Commissioners of the Chicago Park District agrees to provide health
benefits for the qualified domestic partners of Chicago Park District employees
participating in an eligible health benefits program. The Chicago Park District defines a
domestic partnership as two individuals of the same gender who are in an exclusive,
committed long-term relationship of indefinite duration and who meet all of the following
criteria.

Are age 18 or over.

Have been cohabiting for at least 12 months.

Are not blood relatives.

Are not married.
Employees and partners meeting the above criteria must also demonstrate joint responsibility for
each other's common welfare and financial obligations by verifying the existence of at least two
of the following conditions.

A joint mortgage, lease or ownership of real property.

Designation as a life insurance beneficiary for at least one year.

Assignment of a durable power-of-attorney.

Joint ownership of a motor vehicle.

Joint checking account.

Joint ownership of investment.

Joint responsibility for debts.
Both partners must sign a notarized affidavit attesting compliance with the above criteria and
conditions.
An employee's health insurance contributions for a domestic partner will be made on an after tax
basis and the Chicago Park District's contribution for such coverage will be considered taxable
income to the employee.
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An employee with a domestic partner is also covered by our leaves of absence and excused absence
policies, which will permit time off due to family/life events or bereavement.
Information gathered in the course of the administration of benefits will be respected as confidential and
will be disclosed only as necessary in the course of the administration of benefits. All documents/records
relating to domestic partnership health coverage will be secured and maintained at the Department of
Human Resources-Benefits Division.
APPLICATION:
Application for domestic partnership health benefits coverage must be made with the Department of Human
Resources, Benefits Division, 541 North Fairbanks Court, Chicago, Illinois 60611 (312) 742-4565, within
30 days of the certification of domestic partnership.
Information or questions regarding health coverage for domestic partners may be directed to the Human
Resource office listed below:
Administration: (312) 742-5220
541 North Fairbanks Court
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CHICAGO PARK DISTRICT
DOMESTIC PARTNERSHIP
HEAL TH BENEFITS FACT SHEETS
A qualified domestic partner ("Partner") of an individual employed by the Chicago Park District
("Employee") shall be eligible for the same health benefits, including health care, dental insurance
and vision coverage, that the Chicago Park District offers to the spouse of an employee eligible for
health benefits.
For a partner to be eligible for coverage, the employee and partner must complete and file with the
Department of Human Resources, Benefits Division an "Affidavit of Domestic Partnership for
Benefits."
The employee and partner are responsible for providing the required documentation to
satisfactorily support the partner's eligibility for health benefits.
In addition to other requirements, eligibility for domestic partner coverage requires the following.


Both parties have resided together for the past twelve months.
Neither party is married, nor are they related by blood closer than would bar marriage in
the State of Illinois.


Both parties must be at least eighteen (18) years of age; and
Both parties must be of the same sex
Any and all documents that may be required to substantiate the eligibility guidelines must be
provided by the domestic partners at the time the Affidavit of Domestics Partnership for Benefits is
submitted to the Department of Human Resources, Benefits Division. Birth Certificates and copies
of Illinois Drivers Licenses or State of Illinois Identification Cards will be required. Other
documents may include:





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Mortgage document, displaying common or joint ownership;
Residential tenant lease, displaying common or joint tenancy;
Motor vehicle title or loan document evidencing joint ownership;
Evidence of a joint checking account or credit card; and or
Properly executed Will & Testament identifying the partner of the employee as a primary
beneficiary in the employee's Will & Testament.
CHICAGO PARK DISTRICT
DOMESTIC PARTNERSHIP
HEALTH BENEFITS FACT SHEETS
Domestic Partners reside together and are responsible for each other's common welfare. Persons
who live together, but do not meet the criteria will not be considered domestic partners for the
purpose of enrollment for Chicago Park District health benefits.
The Chicago Park District may terminate the provision of benefits for an employee's partner upon
receipt of a properly completed Termination of Domestic Partnership Form from either the
employee or the employee's partner. If the partner in any way becomes ineligible for benefits, it is
the responsibility of the employee to notify the Department of Human Resources, Benefits
Division in writing, utilizing the same notice of termination form.
Following the termination of domestic partnership, a minimum of twelve (12) months must elapse
before an employee is eligible to designate a partner for benefits.
The Affidavit of Domestic Partnership affects only health, dental and vision insurance benefits.
Other employee benefits require individual notification of beneficiaries, directly from participating
Chicago Park District employees to the provider, as required by those products.
An employee who gives false, inaccurate, or misleading information on the affidavit or fails to
correct any information that has become false, inaccurate, or misleading will be disciplined up to
and including termination. If either party submits false, inaccurate or misleading information in
the affidavit, or fails to correct information that has become false, inaccurate or misleading, both
parties will be liable for any loss or expenditure, including but not limited to a payment of benefits
by the Chicago Park District. The Chicago Park District may recover said loss or expenditure
together with reasonable attorney's fees, and both parties may be subject to other penalties as
provided by law.
We understand that the Internal Revenue Service (IRS) has ruled that under Internal
Revenue Code Section 61 and regulation promulgated thereto, the fair market value of employer
provided health coverage for a partner may be included in the employee's gross income.
Accordingly, the Chicago Park District will deem the fair market value of the Chicago Park
District provided health coverage for a partner to be additional income to the employee, subject to
withholding and will include that fair market value on the forms that the Chicago Park District is
required to provide to the IRS, which set forth set compensation paid to the employee. For 2002,
the Chicago Park District has estimated that the fair market value of the benefits ranges from
$16.52 to $1,145.63 per month. More detailed figures are available from the Department of
Human Resources, Benefits Division.
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Section Four
Human Resources Guideline – Employee Handbook Training
91
Human Resources Guideline
Employee Handbook Training
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OUR MISSION
The mission of the Chicago Park District is to enhance the quality of life throughout
Chicago by:
 Becoming the leading provider of recreational and leisure opportunities;
 Providing safe, inviting and beautifully maintained parks and facilities; and
 Creating a customer-focused and responsive park system.
ABOUT THIS INFORMATION PIECE
This information piece was prepared to share the policies, practices, and expectations of
the Chicago Park District. It is designed as a general reference guide for employees; it
does not replace or supersede any collective bargaining unit agreement, executive order,
region and/or department directive.
In addition, this information piece does not create or define any legal rights of Chicago
Park District employees nor impose a legal duty upon the Chicago Park District or the
Board of Commissioners. The Board of Commissioners and the Administration of the
Chicago Park District reserve the right to amend, change, or eliminate the information in
this piece whenever necessary.
Please read over this information carefully and discuss any questions you may have with
your supervisor or Human Resource Manager.
STANDARD PRACTICES
CODE OF CONDUCT
All District employees must comply with the Code of Conduct outlined in the Rules of
the Personnel Board of the Chicago Park District.
Violation of the Code will result in disciplinary action that could lead to suspension or
termination of employment. The "Code of Conduct" does not limit the grounds for
suspension or termination.
Your supervisor can answer questions regarding compliance with the "Code of Conduct".
Contact your Human Resource Manager for copies of the "Code of Conduct".
VIOLENCE IN THE WORKPLACE
The Chicago Park District does not tolerate any type of workplace violence committed by
or against employees. Employees are prohibited from making threats or engaging in
violent activities. Threats, threatening conduct, or any other acts of aggression or
violence in the workplace will not be tolerated. Any employee determined to have
committed such acts will be subject to disciplinary action, up to and including
termination. Non-employees engaged in violent acts on Chicago Park District's premises
will be reported to the proper authorities and fully prosecuted. If you have any questions
regarding the policy, please contact your Human Resources Manager.
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SEXUAL HARASSMENT
It is the policy of the Chicago Park District to provide a work environment that is free
from harassment of any kind. The Chicago Park District does not tolerate any form of
sexual harassment. A detailed policy statement along with an acknowledgement receipt
foiiii is presented to each employee upon the start of employment. If you did not receive
the detailed Sexual Harassment policy contact your Human Resource Manager.
If you believe that you are being sexually harassed, contact your Human Resource
Manager immediately or the Department of Human Resources, Office of the Deputy
Director at 312-742-5220. All complaints of sexual harassment will be handled quickly
and within the strictest confidence. Retaliatory action against any complainant will not
be tolerated.
ALCOHOL AND DRUG POLICY — (FITNESS FOR DUTY)
Employees are prohibited from using, possessing, selling, transferring, or being under the
influence of alcohol and/or illegal drugs while on duty or otherwise representing the
Chicago Park District. Using drugs or drinking alcohol on the job will not be tolerated
and will result in disciplinary action. If you are represented by a union, reference your
current collective bargaining unit agreement. If you are not represented by a union,
reference the Rules of the Personnel Board of the Chicago Park District, Code of
Conduct.
REVENUE REQUIREMENT
Prior to becoming an employee of the Chicago Park District and as a condition of
continuing employment, employees must pay all outstanding debt with the City of
Chicago. This includes but is not limited to water bills, parking tickets, and vehicle
taxes.
SECONDARY EMPLOYMENT
Secondary employment is allowed as an employee of the Chicago Park District but such
employment must not interfere with employee workdays and hours of work. Secondary
employment must be reported to the District through the Department of Human
Resources.
RESIDENCY REQUIREMENT
At the time of employment and through the life of employment with the Chicago Park
District, all employees must be actual residents of the City of Chicago. Failure to comply
with this requirement will result in termination of employment. An employee must keep
the Chicago Park District informed of his or her current address, telephone number and
emergency contact information. Changes can be made by contacting the Department of
Human Resources. Changes of address to post office boxes will not be accepted. Proof
of residency may be required at any time.
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SMOKING POLICY
Smoking is prohibited in all Chicago Park District facilities and vehicles. This policy
applies to all individuals, including employees, vendors and visitors.
IDENTIFICATION CARDS
All employees are issued picture identification cards. The identification card must be
worn at all times while on duty. There is a $10.00 replacement cost for a lost card.
ACCESS TO PERSONNEL FILES
Any current employee of the Chicago Park District may review his/her own personnel
file maintained by the Department of Human Resources, located at 541 N. Fairbanks, 3rd
Floor. The employee must submit a written request and present proper identification.
Upon verification, the Department of Human Resources will forward a copy of the
personnel file to the requestor within 5 to 7 business days. Employees may also review
their files in person. Removal of any document from a personnel file is prohibited.
WORK HOURS AND YOUR PAYCHECK
EMPLOYMENT STATUS
The Chicago Park District employs hourly and monthly employees. Full-time monthly
employees work a minimum of 40 hours per week. Hourly employees work under 30
hours per week part-time based on the operational needs of the District.
New employees of the Chicago Park District serve a probationary period of six months.
Failure to meet work expectations during this period will result in termination.
If as an employee you are represented by a union, reference your current collective
bargaining unit agreement for specific definitions regarding employment status
definitions.
WORK HOURS
Your supervisor will explain your work schedule, break and lunch policies. If as an
employee you are represented by a union, reference your current collective bargaining
unit agreement for specific definitions regarding work hours and schedules.
TIME SHEETS
Completion of time sheets is required in order to receive pay. Your supervisor will
explain how to complete time sheets and advise you of any additional timekeeping
procedures. Any attempt to falsify a time sheet will result in disciplinary action.
OVERTIME POLICY
From time to time employees may be requested to work overtime. Prior to working any
overtime, as an employee you must have approval. If as an employee you are represented
by a union, reference your current collective bargaining unit agreement for specific
definitions regarding overtime rules.
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PAYROLL DEDUCTIONS
Many payroll deductions are mandatory such as Federal and State taxes, Medicare, %
payment of employer provided health insurance, 9% pension, death benefit, union dues
(if you are a member of a union), and court ordered child support or garnishments. Any
other benefits offered by the Chicago Park District are elective. If you have questions
about these or any other deductions please contact the Department of Human Resources
at (312) 742-5220.
DIRECT DEPOSIT PAYROLL SERVICE
The Chicago Park District offers employees direct deposit. With direct deposit, your
paycheck is sent electronically to one or more checking and /or savings accounts at the
bank or banks of your choice. Direct deposit ensures the timely deposit of your paycheck
whether or not you are at work. You may arrange for direct deposit by completing an
authorization form available from the Human Resources department.
BENEFIT TIME (TIME OFF)
NOTE: Although employees accrue benefit time during their six-month probationary
period, they may not use benefit time until completion of this period.
VACATION TIME (V)
Vacation time accrual is based on eligibility and years of service. If as an employee you
are represented by a union, reference your current collective bargaining unit agreement
for specific definitions regarding vacation time. Monthly, non-represented employees are
eligible to earn vacation. Hourly employees are not eligible to earn vacation. The
vacation accrual schedule is as follows:
YEARS OF
SERVICE
0-5
5-10
Over 10
HOURS EARNED
4.01 hours per pay period
TOTAL: 13 days
4.62 hours per pay period
TOTAL: 15 days
6.16 hours per pay period
TOTAL: 20 days
Vacation days may be used in whole or half day increments. You must work 75% of the
calendar days each month to earn vacation. Vacation accrual is capped at 200 hours on
December 31 of each year. Any vacation in excess of this limit, which is not taken, is
LOST. Earned, unused vacation is paid upon termination of service
Vacation must be scheduled in advance with your supervisor. You are encouraged to
request your vacation as early as possible each year so that your request can be
accommodated. However, vacation requests are subject to programming and operating
requirements.
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HOLIDAYS (H)
There are twelve (12) paid holidays each year, including one floating holiday. The
schedule is published at the end of each year. In order to be paid for a holiday, you must
be on pay status for the full scheduled workday before and after the holiday. Hourly
employees are not eligible for holiday pay. If you are represented by a union, reference
your current collective bargaining unit agreement. If you are not represented by a union,
reference The Code of the Chicago Park District.
PERSONAL DAYS (PD)
Monthly employees earn four (4) Personal Leave Days each year (one day each at the
beginning of every quarter). Employees on any unpaid leave of absence do not earn
Personal Leave Day credit. Unused Personal Leave Days are not cumulative and shall be
forfeited if not used by the last day of the last full pay period in December each year.
Unused Personal Days are NOT paid upon termination. If you are represented by a
union, reference your current collective bargaining unit agreement. If you are not
represented by a union, reference The Code of the Chicago Park District.
SICK PAY (SP)
Monthly employees earn eight (8) hours of sick time per month. You may use sick pay
when you, your spouse or dependents are ill, disabled, injured or require appointments
with doctors, dentists and other medical practitioners. In order to earn sick pay for a
given month, you must work 75% of the calendar days of that month. There is no limit
on the accrual of sick pay; however, unused sick pay is NOT paid upon termination.
If you are represented by a union, reference your current collective bargaining unit agreement.
FAMILY AND MEDICAL LEAVE ACT (FMLA)
Employees are eligible for a Family and Medical Leave when they have worked for the
Chicago Park District for at least twelve (12) months (need not be consecutive) and
worked at least 1,250 hours in the prior twelve (12) months.
The Chicago Park District requires that employees use all of their accrued sick (SP),
personal (PD), and vacation (V) time concurrent with a leave under FMLA. The
employee shall be restored to his or her original position or an equivalent position with
equivalent pay, benefits and other employment terms when returning from a family
medical leave.
If you require a Family and Medical Leave of Absence, notify your supervisor and
submit a completed leave request form to Human Resources. For a specific question,
contact the Department of Human Resources.
ABSENCE REPORTING
Region Managers & Department Directors determine the procedures for reporting
absences. Employees must report all absences to their supervisor within one (1) hour of
the scheduled starting time. Late arrivals also must be reported within the same period.
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LEAVE REQUESTS
In order to take vacation, personal days or compensatory time off, employees must obtain
approval from their supervisor by submitting a completed leave request form. Employees
are encouraged to request leave as far in advance as is reasonably possible. Leave
requests may be denied if they interfere with the programming and operating needs of the
District. Specific approval procedures may be applicable to employees covered by a
collective bargaining agreement or may be imposed by the supervisor. Employees should
consult with their supervisor or human resources department.
EMPLOYMENT & EMPLOYEE DEVELOPMENT
JOB OPPORTUNITES
Potential new employees are required to undergo a fingerprint and background check.
New employees, as a condition of employment, also must pass a drug screening.
REASONABLE ACCOMMODATION
It is the policy of the Chicago Park District to provide reasonable accommodations for
qualified disabled individuals who are employees or applicants for employment. The
Chicago Park District will abide by all applicable federal and state laws, regulations,
rules, and guidelines regarding the provision of reasonable accommodations required to
afford equal employment opportunity to qualified disabled individuals. Such
accommodations will be provided in a timely and cost-effective manner. Employment
opportunities shall not be denied because of the need to make reasonable
accommodations to an individual's disability. For more information, please contact your
Human Resources Manager.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
1-800-EAP-5071
EAP provides confidential help with a variety of personal problems, issues and concerns.
This service is provided free of charge to all employees of the Chicago Park District.
Professional counselors offer crisis intervention, assessment and referral to community
resources. Any personal problem that troubles an employee is a legitimate reason for
using EAP. These issues include marriage and family conflict, alcohol and/or drug
dependency, financial worries, physical abuse, bereavement and other personal problems.
The EAP staff also makes referrals and provides information for dependent family
members of employees. EAP files are confidential and are not accessible to anyone
without your consent. A copy of the EAP brochure is included in your orientation
materials. Please read it over carefully and retain it for future reference. The fact that
you have been a client of the EAP will not affect your employment.
However, the use of the EAP service does not excuse you from complying with Chicago
Park District policies and procedures or from achieving job requirements or expectations
during or after receiving EAP assistance, nor will participation in EAP prevent the district
from taking disciplinary action when warranted.
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SAFETY RULES AND GUIDELINES
GENERAL REQUIREMENTS
It is the responsibility of all Chicago Park District employees to:

Comply with all safety and health rules that apply to their work; support the
district in providing a safe place to work; and protect themselves, co-workers and
patrons against injuries and illnesses.

Report all safety and health hazards to supervisory staff; and take all necessary
actions to control hazards temporarily until permanent action can be taken.

Report to supervisory staff, all accidents or incidents occurring on the job that
involve injury, no matter how slight.

Cooperate and assist in the investigation of all accidents and incidents.

Use and properly care for all personal protective equipment entrusted to them.
DRIVER SAFETY
Driving any vehicle on District business is an important responsibility. In addition to
following the specific requirements of union contracts, every employee should:
•

Perform a walk around inspection of the vehicle.

Always wear a seat belt and insist that passengers do the same.

Be sure you have adjusted the seat and mirrors before you start to drive. When in
an unfamiliar vehicle, learn the operation and positioning of all accessories such
as lights and wipers before driving.

Pay attention at all times when driving. Do not read maps or instructions while
driving.

Report to his or her immediate supervisor any problems with the vehicle or any
accidents, no matter how slight.

Obey all rules of the road.
HOW YOU CAN HELP
Safety is a shared responsibility and the District depends on you to take an active role in
helping maintain a safe and healthy work place. Identifying and reporting unsafe
conditions or acts can prevent accidents and injuries.
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You can help by taking the following steps:

Report any safety concerns to your immediate supervisor.

Learn about safety and emergency procedures at your location

Do not create situations which can injure you, other workers or patrons.
BENEFITS
All monthly employees are covered by life, health and dental insurance. This insurance
becomes effective the first of the month following thirty (30) days of employment.
Different medical and dental options are available. In addition, the Chicago Park District
agrees to provide health benefits for the qualified domestic partners of Chicago Park
District employees participating in an eligible health benefits program
Please make an appointment with the Health Benefits Coordinator, Department of Human
Resources at 312-742-4565 to enroll. Annual re-enrollment is in December.
Hourly employees represented by a union, should reference their current collective
bargaining unit agreement regarding benefits.
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