Chicago Police DepartmentEmployee Resource E01-16
Leaves of Absence and Resignations
Issue Date:02 June 2017Effective Date:02 June 2017
Rescinds:E02-02-06 Payroll and Timekeeping -Leaves/Resignation 25 September 2014; E02-02-07 Bereavement Leave-Domestic Partners dated 08 August 1994; E02-02-08 Family and Medical Leave Act dated 16 January 2009; E02-02-09 Miscellaneous Personnel Actions dated 29 September 1994.
Index Category:Employee Rights and Responsibilities
I.PURPOSE
This directive:
  • A. delineates policy and procedures relative to:
    • 1.end of employment interviews;
    • 2.leaves of absence; and
    • 3.resignations.
  • B.discontinues the use of the:
    • 1.Exit Interview Report (PER 78); and
    • 2.City of Chicago Administrative Leave Policy Form.
  • C.introduces the:
    • 1.End of Employment Form (PER 78);
    • 2.City of Chicago Request For Paid Administrative Leave or Absence Form; and
    • 3.Notice To Employees Leaving Employment form (CPD-62.144).
  • D.satisfies the CALEA standards in Chapters 22 and 26.
II.Leave of Absence
  • A.General Policy Governing Leaves of Absence
    • 1.With the approval of the Superintendent, the Human Resources Division may grant to career-service members and nonunion probationary career-service members leaves of absence. Probationary AFSCME and SEIU Unit II employees are not entitled to take personal, union, and, if applicable, paid parental leaves of absence. Probationary AFSCME and SEIU Unit II members must meet the qualifications for FMLA to qualify and to be granted a medical or parental leave.
    • 2.A Personnel Action Request (CPD-11.612) will be prepared for all leave of absence requests. Members will comply with the instructions contained on the Personnel Action Request (PAR) form concerning required signatures, additional forms required, and completion of the leave of absence application / agreement contained on the reverse side of the pink copy of the form. Leave of absence requests must be submitted to the members unit commanding officer at least 45 days prior to the requested effective date of the leave, except in cases of emergency.
      NOTE:
      Other than in cases of an emergency, PAR forms received less than 45 days prior to the effective date of the leave may not be granted.
    • 3.Members requesting a leave of absence that requires a reason for the leave will be specific in the narrative when writing the reason for the leave. Any general descriptions will not be granted.
    • 4.Sworn Department members remain bound by the rules, regulations, directives, and orders of the Chicago Police Department while on a leave of absence or duty disability. A sworn member of the Department on a leave of absence or duty disability will not:
      • a.exercise the power of arrest or any other police powers of a sworn Department member;
      • b.carry a firearm as a sworn Department member;
      • c.be required to appear at court hearings in cases in which they were the arresting officer when such hearings are scheduled during the period of time the member will be on a leave of absence or duty disability, unless subpoenaed.
    • 5.A leave of absence may be canceled by the Superintendent upon evidence that the reason stated for the leave was fraudulent or has, as a matter of fact, ceased to exist. The member will, upon request, have the right to a hearing by the Director, Human Resources Division, prior to the cancellation of the leave. The Superintendent may seek to have a member on leave of absence discharged and the right to reinstatement withdrawn.
    • 6.If a member fails to return to work upon expiration of his or her leave of absence, without making application for extension or without being placed on a reinstatement list, it will be considered that the member resigned effective as of the last day of the authorized leave of absence. The Commissioner, Department of Human Resources, will notify the member that the resignation has been effected by the action of the member.
    • 7.The member will be responsible for making application for any extension of a leave of absence in a timely manner. Such application will be made to the Superintendent by Personnel Action Request (CPD-11.612) and City of Chicago, Department of Human Resources, Request for Leave of Absence Form (PER-73-A), 30 days prior to the expiration of the leave. An extension of leave will not be approved unless it is consistent with the administrative purposes of City government. Any such extension must be approved by both the Superintendent and the Commissioner, Department of Human Resources.
    • 8.Any member who is on a leave of absence from City service will not be considered in the certification and appointment from promotional eligibility lists. Members on leave will not be allowed to bid for posted positions.
    • 9.Sworn members who request a leave of absence to accept an appointment to a non-command-staff civilian position after 1 January 1993 will be considered civilian members for the purpose of payroll and timekeeping benefits.
    • 10.According to respective collective bargaining agreements, certain leaves may affect the member's continuous service date and/or the members' years of service for pension calculations. Members may contact their pension fund directly with any inquiries.
  • B.A member requesting an original leave of absence for personal or medical purposes for 30 days or more or leave to accept a non-career-service position will:
    • 1.complete a Personnel Action Request (including the information required on the reverse side of the pink copy) and submit it to the unit commanding officer for approval and required signatures 45 days prior to the effective date of the requested leave, except in case of an emergency; and
      NOTE:
      Unit commanding officers can not deny leaves of absence for medical, military, FMLA, or disability reasons.
    • 2.submit a completed City of Chicago Department of Human Resources PER-73-A form to accompany the Personnel Action Request; and
    • 3.submit a doctor's statement in the case of medical leave of absence; and
    • 4.submit a To-From-Subject report specifically detailing the reason for the request, if requesting a leave of absence for personal reasons.
  • C.Unit commanding officers will ensure:
    • 1.the Personal Action Request is circulated for the required signatures as directed in the "Signatures Required" column on the right side of the form.
    • 2.the completed Personnel Action Request and the original PER-73-A forms are sent to the Employment Section, Human Resources Division, at least fourteen scheduled working days prior to the effective date of the leave, if possible.
    • 3.the green copy of the Personnel Action Request is retained until the white copy is returned by the Human Resources Division. The white copy will be placed in the unit personnel file prior to forwarding the unit personnel jacket to the Human Resources Division. The green copy will be given to the member requesting the leave of absence.
    • 4.the Payroll Section, Finance Division, is notified by telephone when a member requests a leave of absence.
    • 5.the affected member's original Time and Attendance Record (CPD-11.602) is forwarded to the Payroll Section, Finance Division.
    • 6.the unit personnel file, which will include the member's Personnel Card (CPD-11.600) and a photocopy of the Time and Attendance Record, is forwarded to the Human Resources Division.
  • D.For leave of absence requests:
    • 1.the Director, Human Resources Division, will notify the Chief, Bureau of Internal Affairs.
    • 2.The Chief, Bureau of Internal Affairs, will ensure a proper evaluation of the requested leave is conducted consistent with bureau standard operating procedures and then return the request to the Human Resources Division.
    • 3.The Director, Human Resources Division, will forward the request and evaluation through the chain of command to the Superintendent as needed.
  • E.Prior to the effective date of the leave of absence for 30 days or more, the unit / district commander or the Director, Human Resources Division, will ensure that all Department equipment issued to a member is collected and returned to the Department.
    • 1.The following Department equipment will be recovered by the Human Resources Division:
      • a.Star;
      • b.Hat Shield;
      • c.Identification Card (Sworn and Civilian Members);
      • d.Badge (Applicable Civilian Members).
    • 2.The Equipment and Supply Section will recover the gas mask / respirator, if one has been assigned to the member.
      NOTE:
      Members are not required to return a Department-issued helmet and face shield prior to the effective date of the leave of absence.
    NOTE:
    When a sworn member is placed on disability leave of absence by the Medical Services Section, the commanding officer of the Medical Services Section will ensure that the member is ordered to turn in all Department equipment prior to the first day of the leave. The Medical Section will immediately notify the unit / district commander that the member was ordered to turn in all Department property.
  • F.Leave Extension
    Within 30 days of expiration of the leave, the member on leave will submit the appropriate Personnel Action Request and PER-73-A forms to the Human Resources Division if the member is unable to return to active duty. Failure to report for reinstatement or request an extension will result in acceptance of the member's resignation under terms of the leave of absence. It is the member's responsibility to obtain and submit the required forms to the Human Resources Division prior to the expiration of the leave. All requested extensions for leaves of absence must be forwarded to the Chief, Bureau of Internal Affairs, who will ensure a proper evaluation of the requested extension is conducted consistent with bureau standard operating procedures.
  • G.When a leave has been properly granted and when the member is prepared to return to work in conformance with the terms and conditions of the leave of absence, the member will be:
    • 1.restored to his or her position in the career service, provided that the position is available, or
    • 2.placed on a reinstatement list if a position is not available at the time of the termination of the leave, or
    • 3.reinstated subject to lay-off and recall provisions of the applicable union contracts.
    NOTE:
    All requests for reinstatement will be forwarded to the Chief, Bureau of Internal Affairs, who will ensure that the request for reinstatement is properly evaluated consistent with bureau standard operating procedures.
  • H.Military Leave
    For Department policy regarding military leave of absence, refer to the Department directive entitled "Military Leave Of Absence Act."
  • I.Marriage Leave/ Civil Union Leave
    • 1.At the discretion of the commanding officer, the following members may be granted marriage leave/civil union leave for a period not to exceed three consecutive working days:
      • a.sworn members
      • b.probationary police officers
      • c.members covered by the AFSCME agreement
      • d.members covered by the Unit II agreement
      • e.non-union civilian members.
    • 2.A request for a marriage leave/civil union leave must be submitted on a Personnel Action Request (PAR) form at least twenty-four hours in advance and must be approved by the unit commanding officer. The unit commanding officer will notify the timekeeper of all marriage leave/civil union leave approvals.
  • J.Training
    A leave of absence with pay may be granted for attendance at a college, university, or other training facility for the purpose of training in subjects related to the work of the member as part of an approved training program. If such leave is for one month or less, it will be subject to, reported to, and approved by the Commissioner, Department of Human Resources. If such leave is for more than one month, the leave must be approved by the Mayor.
  • K.Disability
    A leave of absence for disability may be granted for sworn members in accordance with the provisions of the directive entitled "Payroll And Timekeeping - Attendance." Personal disability leave of absence for civilian members may be granted under terms of applicable union agreements or Department of Human Resources rules in accordance with provisions of the directive entitled "Payroll And Timekeeping - Attendance."
  • L.Paid Administrative Leave and Administrative Absence
    This policy defines when City of Chicago employees may be placed on Paid Administrative Leave or Absence for administrative reasons. This policy does not change or affect the policies and procedures governing sick leave, duty disability, parental leave, family and medical leave, military leave, Victims' Economic Security and Safety Act (VESSA) leave, bereavement leave, jury duty, personal leave, vacation leave, or unpaid leave of absence.
    • 1.Paid administrative leave is an absence from work with pay for a salaried administrative or professional employee, when such leave is granted within the discretion of the Department head. Eligible employees include the following:
      • a.those in positions:
        • (1)Grade BX-12 or higher;
        • (2)Grade GY-4 or higher;
        • (3)that have Special Rates; and
      • b.those not covered by a collective bargaining agreement.
      NOTE:
      Eligible members seeking a paid administrative leave will send a To-From-Subject report to the Superintendent of Police requesting the leave. Paid administrative leave will not be granted to compensate non-represented employees who worked hours outside their normal tour of duty.
    • 2.Administrative Absence is an absence from work with pay for an employee who is asked NOT to work (with reason) by the authority of the Department head. Such absences are normally related to disciplinary matters or situations where an employee is under investigation. An employee may be placed on an Administrative Absence under the following circumstances only:
      • a.pending an internal review or investigation where it is deemed necessary to remove the employee from the workplace while the review or investigation ensues;
      • b.pending a discharge or termination for disciplinary reasons where the discharge or termination process has been initiated;
      • c.a special circumstance or emergency situation where it is in the City's best interest to place the employee on a paid leave.
    • 3.Requesting Paid Administrative Leave or Absence
      • a.For all Paid Administrative Leaves or Absences, the Superintendent will submit a City of Chicago Request for Paid Administrative Leave or Absence form ("Request Form") to both the Budget Director and the Mayoral Chief of Staff for approval.
        NOTE:
        A justification memo that explains the need for placing the employee on paid leave must be attached along with any supporting documentation. Requests will be automatically denied if the justification memo and supporting documentation are not provided.
      • b.The Superintendent will indicate on the request form the anticipated duration of the Paid Administrative Leave or Absence, provided that the Paid Administrative Leave or Absence may only be granted for a maximum of ten days per request.
      • c.The approval of both the Budget Director and the Mayoral Chief of Staff is required for the Superintendent to place an employee on Administrative Leave or Absence.
      • d.Upon approval from both the Budget Director and the Mayoral Chief of Staff and before the employee begins the Paid Administrative Leave or Absence, the Superintendent will provide written notice to the Commissioner, Department of Human Resources, including the name of the employee and the start and end dates of the employee's approved Paid Administrative Leave or Absence.
        NOTE:
        The Superintendent will ensure a copy of the written notice sent to the Commissioner, Department of Human Resources, is sent to the affected member's unit time keeper.
    • 4.During the Paid Administrative Leave or Absence
      • a.An employee on Paid Administrative Leave or Absence will retain his or her seniority and continue to accrue sick time, vacation time, and pension credit while on leave.
      • b.If the Superintendent determines that the need for the Paid Administrative Leave or Absence will extend beyond the stated anticipated duration of the leave as indicated on the request form, the Superintendent must submit an additional request form to both the Budget Director and the Mayoral Chief of Staff for an extension. Such request will be made as soon as possible but no less than two business days prior to the extension of the originally requested leave.
      • c.If an extension is approved, the Superintendent will provide written notice of the updated leave dates to the Commissioner, Department of Human Resources, as soon as possible prior to the expiration of the originally requested leave.
    • 5.Return From the Paid Administrative Leave or Absence
      • a.The Superintendent will provide the employee with written notice of no less than two business days when the Paid Administrative Leave or Absence will be discontinued and a date when the employee is to return to work.
      • b.If an employee fails to return to work on the date that the Paid Administrative Leave or Absence is discontinued, the employee will be considered absent without leave and subject to disciplinary action up to and including discharge.
  • M.Union Board Member Leave – Fraternal Order of Police, Lodge Number 7
    • 1.Sworn members that have been granted a paid leave from the Department to perform full-time duties as a union board member for the Fraternal Order of Police, Lodge Number 7, will have the option to:
      • a.retain their full police powers by successfully qualifying with their prescribed duty weapon during the annual Prescribed Weapon Qualification Program and Taser Re-Certification Program, or
      • b.surrender their police powers.
    • 2.Full-time, sworn union board members who surrender their police powers, in lieu of qualifying annually with their prescribed duty weapon, will be:
      • a.issued an identification card from the Department identifying them as an official union representative which will afford them access to police facilities for representation of their union members.
      • b.reinstated with full police powers when the full-time duties as a union board member have ceased or members request to be reinstated with police powers, provided the requirements for reinstatement are fulfilled. Union board members who request to be reinstated with police powers will:
        • (1)notify the Director, Human Resources Division, in writing, via the union board president, identifying the date reinstatement is anticipated;
        • (2)successfully qualify with their prescribed duty weapon, if not currently qualified;
        • (3)exchange their Department-issued identification card identifying them as an official union representative to the Director, Human Resources Division, for a sworn member identification card; and
        • (4)follow all other requirements for returning from union leave, as delineated in this directive.
  • N.Family and Medical Leave Act (FMLA)
    • 1.To be eligible for FMLA leave, an employee must:
      • a.be employed by the City for at least twelve months. The twelve months do not need to be consecutive as long as the twelve months occurred sometime in the last seven years; and
      • b.have worked at least 1,250 hours during the previous twelve-month period. Hours worked does not include paid time off, including sick leave, vacation time, or any other paid leave where the employee is not actively working.
    • 2.FMLA leave may be taken for one or more of the following reasons:
      • a.For the birth and care of the employee's newborn child within one year of the birth of that child;
      • b.For placement with the employee of a child for adoption or foster care within one calendar year of the adoption or placement;
      • c.To care for the employee’s spouse, child, or parent who has a serious health condition, including incapacity due to pregnancy and for prenatal medical care;
      • d.To take leave when the employee's own serious health condition makes the employee unable to perform the essential functions of his or her job, including incapacity due to pregnancy and for prenatal medical care;
      • e.Any qualifying exigency arising out of the fact that the employee's spouse, son, daughter, or parent is a covered military member on covered active duty; or
      • f.To care for a covered service member with a serious injury or illness if the employee is the spouse, son, daughter, parent, or next of kin of the service member.
    • 3.An employee is entitled to a total of twelve work weeks of unpaid leave in a calendar year for the reasons listed in II-N-2-a-e in this directive. Employees who meet the eligibility requirements stated in II-N-1 in this directive will receive the equivalent of twelve weeks in their FMLA bank for the duration of that leave year. Leave may be taken in increments of less than twelve weeks. Any leave taken for the reasons stated in II-N-2-a-e in this directive will be counted towards the twelve weeks of allowed FMLA leave.
    • 4.An employee is entitled to a total of twenty-six work weeks each year of unpaid leave for the reason stated in II-N-2-f of this directive. Employees who meet the eligibility requirements stated in II-N-1 in this directive will receive the equivalent of twenty-six weeks in their FMLA bank for the duration of that leave year. Leave may be taken in increments of less than twenty-six weeks. Any leave taken for the reason stated in II-N-2-f of this directive will be counted towards the 26 weeks of allowed FMLA leave.
      NOTE:
      An eligible employee's FMLA leave entitlement is limited to a combined total of twenty-six weeks of FMLA for any qualifying reasons; the employee is entitled to no more than twelve weeks of leave for FMLA-qualifying reasons other than to care for an injured or ill service member. For example, an eligible employee may take fourteen weeks for FMLA leave to care for an injured service member and twelve weeks of FMLA to care for a newborn, for a combined total of twenty-six weeks of leave.
    • 5.Requesting FMLA Leave
      • a.Employees must provide forty-five calendar days advance notice before FMLA leave is to begin if the need for the leave is foreseeable based on an expected birth, placement for adoption or foster care, or planned medical treatment for a serious health condition of the employee or the employee's spouse, child, or parent.
        NOTE:
        When the leave is foreseeable and the employee fails to provide forty-five calendar days advance notice, approval of the leave may be delayed until thirty days after the employee provided the notice.
      • b.If the need for the leave is not foreseeable because of lack of knowledge of approximately when leave will be required to begin, a change in circumstances, or a medical emergency, then the employee must give as much notice as possible under the particular circumstances involved. It is expected that an employee will give notice within two working days of learning of the need for leave, except in extraordinary circumstances.
      • c.Department members will contact the Employment Section, Human Resources Division, to request FMLA leave. A FMLA leave application packet must be obtained from the Employment Section, Human Resources Division and submitted for each request for FMLA leave (including intermittent FMLA leave). Any questions regarding FMLA leaves may be directed to the Employment Section, Human Resources Division, or the U.S. Department of Labor.
  • O.Victims' Economic Security and Safety Act (VESSA) Leave
    • 1.VESSA allows Department members who are victims of domestic or sexual violence or who have family or household members who are victims of such violence to take up to twelve weeks of unpaid leave per any twelve-month period to seek medical help, legal assistance, counseling, safety planning, and other assistance. The Act also prohibits employers from discriminating against employees who are victims of domestic or sexual violence or who have family or household members who are victims of domestic or sexual violence.
    • 2.Department members may obtain the VESSA Leave application packet along with further instructions from the Employment Section, Human Resources Division. Any questions regarding VESSA Leaves may be directed to the Employment Section, Human Resources Division, or the Illinois Department of Labor.
  • P. Paid Parental Leave Policy
    This policy applies to nonunion City of Chicago employees, AFSCME members, and SEIU Unit II members. Such an employee must also be eligible to take FMLA leave in order to take paid parental leave.
    • 1.Eligible employees may receive the following paid parental leaves:
      • a.up to four weeks paid maternity leave to a birth mother to recover from a nonsurgical delivery; or
      • b.up to six weeks paid maternity leave to a birth mother to recover from a surgical delivery; or
      • c.up to two weeks paid parental leave for the birth of a child or children to a spouse or domestic partner of the birth mother; or
      • d.up to two weeks paid parental leave for the adoption of a child or children by the employee or the spouse or domestic partner of the employee.
    • 2.Paid Parental Leave and FMLA must run concurrently. In order to receive Paid Parental Leave, an employee must request and be approved for FMLA under this policy.
    • 3.Utilizing paid parental leave will not have a negative impact on employment status and may be combined with other earned paid time off such as vacation or sick time to achieve the maximum amount of paid time off from work while taking FMLA leave. Additional information regarding FMLA leave can be found in Rule XI of the City of Chicago Personnel Rules.
      NOTE:
      Any fraudulent attempts to obtain paid parental leave may result in discipline up to and including discharge.
    • 4.Procedures
      • a.Requesting Paid Maternity Leave
        • (1)To request paid maternity leave, eligible employees must submit both a completed Request for Leave of Absence Form and an Application for Family and Medical Leave to the Human Resources Division at least forty-five days prior to the date of the leave. To the extent forty-five days notice is not possible, the employee must submit these forms to the Human Resources Division as soon as possible. The Request for Leave of Absence Form will indicate both the Paid Length of Leave Requested and the length of any Not Paid Leave requested up to a maximum total of twelve weeks in accordance with FMLA.
        • (2)Employees requesting paid maternity leave must also submit an FMLA Medical Certification indicating the expected delivery date. If a surgical delivery is performed, the employee must submit another FMLA Medical Certification in order to qualify for six weeks of paid leave.
        • (3)If an unforeseen medical condition requires an employee to stop working prior to the originally anticipated start date of the leave, the employee must provide as much advance notice as reasonably possible to the Human Resources Division by submitting doctor verification of the need to start the leave early.
      • b.Requesting Paid Spousal/Domestic Partner Leave
        • (1)To request paid spousal or domestic partner leave, eligible employees must submit a completed Request For Leave of Absence Form, an Application for Family and Medical Leave, and proof of marriage or domestic partnership at least forty-five days in advance of the leave to the Human Resources Division. To the extent forty-five days notice is not possible, the employee must submit these forms to the Human Resources Division as soon as possible. The Request for Leave of Absence Form will indicate both the Paid Length of Leave Requested and the length of any Not Paid Leave Requested up to a maximum total of twelve weeks in accordance with FMLA.
        • (2)Employees requesting paid spousal or domestic partner leave must also submit either:
          • (a)an FMLA Medical Certification For Family Member confirming the pregnancy of their spouse or domestic partner; or
          • (b)a birth certificate within sixty days of taking the leave.
      • c.Requesting Paid Adoption Leave
        • (1)To request paid adoption leave, eligible employees must submit both a completed Request For Leave of Absence Form and an Application For Family and Medical Leave to the Human Resources Division at least forty-five days in advance of the leave. To the extent forty-five days notice is not possible, the employee must submit these forms to the Human Resources Division as soon as possible. The Request for Leave of Absence Form will indicate both the Paid Length of Leave Requested and the length of any Not Paid Leave requested up to a maximum total of twelve weeks in accordance with FMLA.
        • (2)Employees requesting paid adoption leave must also submit either:
          • (a)a certification from an adoption agency confirming that the employee, or the employee's spouse or domestic partner (along with proof of the spousal or domestic partnership relationship), has been matched by the agency with a child or children; or
          • (b)a birth certificate within sixty days of taking the leave confirming that the employee, or the employee's spouse or domestic partner (along with proof of the spousal or domestic partnership relationship), is the adoptive parent.
      • d.During the Parental Leave
        If an employee needs to request an extension of his or her leave of absence, the employee must complete another Request For Leave of Absence Form at least thirty days prior to the expiration of the originally requested leave. To the extent thirty days notice is not possible, the employee must submit the request as soon as possible. If applicable, the employee will also provide a statement from his or her physician stating the reason for and the projected length of the extension.
      • e.Return From Parental Leave
        • (1)The first regularly scheduled workday after the expiration date of the requested leave is the scheduled return date for the employee. The employee must return to work on that date unless the employee requested and has been granted an extension of leave. Failure to report to work on the scheduled return date may cause the termination of the employee to be effectuated.
        • (2)Should an employee wish to return to work prior to the expiration of the leave, the employee must notify the Human Resources Division. The return date will be no later than the original date of the leave of absence.
        • (3)For medical leaves of absence, including maternity leaves, the employee must submit a complete release from his or her physician prior to the expiration of the leave to the Human Resources Division. The employee will submit the physician's statement of release at least ten calendar days prior to the expiration of the leave. To the extent ten days notice is not possible, the employee must submit these forms to the Human Resources Division as soon as possible prior to the expiration of the leave.
III.Other Excused Absences
  • A.Sickness in Family (Sworn Personnel)
    • 1.Policy
      • a.Sickness in family encompasses mother or father (including step), wife, husband, domestic partner, daughter or son (including step or adopted), sister or brother (including half or step), father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, grandparent, or grandchild. In unusual circumstances, the unit exempt member may extend this definition to include other relatives.
      • b.Generally, one day of sick leave with pay may be granted for sickness in family. The unit commanding officer may grant additional time off by allowing the use of compensatory time, baby furlough or vacation day (if applicable), by changing the member's day-off schedule, or by excusing the member without pay (non-disciplinary). Allowing a change in the member's day-off schedule will constitute a voluntary schedule change.
    • 2.Procedures
      • a.A member requesting an authorized absence for sickness in family will notify the appropriate unit supervisor at least one hour prior to the member's scheduled reporting time or, if the unit is not staffed before reporting time, within fifteen minutes after the scheduled reporting time.
      • b.The supervisor who receives the call acknowledging the member's absence will immediately notify the member's unit supervisor.
      • c.If a member requests an authorized absence for sickness in family for the scheduled working day preceding or following the compensatory or the annual furlough and its authorized extension, the unit supervisor will investigate and verify the specific circumstances of the request and submit a report to the unit commanding officer. The unit supervisor will include sufficient information to either justify or disapprove the request. If the authorized absence for sickness in family is approved, the report will be forwarded, through channels, to the appropriate supervisor.
      • d.If the unit supervisor recommends that a member not be paid for an absence due to sickness in family, he or she will prepare a Personnel Action Request form (Absent without Pay) and submit it to the unit commander for approval, notify the member and the timekeeper of the final decision, and sign the Attendance and Assignment Record.
  • B.Sickness in Family (Civilian Personnel)
    With the approval of the appropriate unit supervisor, a compensatory time day, vacation day, sick day, or a day excused without pay (nondisciplinary) may be granted to a civilian member for illness, disability, or injury of a member's family or household. Family encompasses mother, father, husband, wife, brother or sister (including step or half), son or daughter (including step or adopted), father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, grandparents, grandchildren, court-appointed legal guardian, and a person for whom the employee is a court-appointed legal guardian.
  • C.Death in Family
    • 1.A member of the immediate family will be defined as follows:
      • a.A sworn member's mother or father (including step), wife, husband, daughter or son (including step or adopted), sister or brother (including step or half), father-in-law, mother-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandparent, grandchild, or domestic partner.
      • b.A civilian member's mother, father, wife, husband, daughter or son (including step or adopted), sister or brother (including step or half), father-in-law, mother-in-law, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandparent, grandchild, or domestic partner.
      • c.Domestic partners are defined as two persons, regardless of their gender, who have a close personal relationship, sharing the same regular and permanent residence for at least six months; are each eighteen years of age or older; not married to anyone; not related by blood closer than would bar marriage in the State of Illinois; and are each other's sole domestic partner, responsible for each other's common welfare and jointly sharing their financial responsibilities.
        NOTE:
        Members who meet the above definition for domestic partners will be granted bereavement leave according to the procedures listed in Item III-C-2 of this directive.
    • 2.Bereavement leave will be granted to Department members in the following manner:
      • a.Sworn members
        • (1)Members of the rank of police officer
          • (a)As per the Agreement between the City of Chicago and the applicable bargaining unit, leave with pay as a result of a death of a member of the immediate family will be granted to a police officer not to exceed three consecutive days, (except for brother-in-law and sister-in-law, which will be for the day of the funeral only).
          • (b)Leave will be granted within seven calendar days immediately following the death of a member of the immediate family.
          • (c)When an officer is entitled to bereavement leave and where death occurs and the funeral is to be held out of Illinois and beyond the states contiguous thereto, the employee will be entitled to a maximum of five consecutive days. For the purpose of this section, those states contiguous to the State of Illinois are Missouri, Iowa, Wisconsin, Indiana, Kentucky, and Michigan.
        • (2)Members of the rank of sergeant
          • (a)As per the Agreement between the City of Chicago and the applicable bargaining unit, leave with pay as a result of a death of a member of the immediate family will be granted to a sergeant not to exceed three consecutive days including regularly scheduled days off.
          • (b)Leave will be granted within fourteen calendar days immediately following the death of a member of the immediate family.
          • (c)When a sergeant is entitled to bereavement leave and where the death occurs and the funeral is to be held out of Illinois and beyond the states contiguous thereto, the employee will be entitled to a maximum of five consecutive days. For the purpose of this section, those states contiguous to the State of Illinois are Missouri, Iowa, Wisconsin, Indiana, Kentucky, and Michigan.
            EXCEPTION:
            In the case of the death of a sister-in-law or a brother-in-law, a sergeant will have the option of extending the three day leave set forth for up to two additional days to a maximin of five consecutive days leave.
        • (3)Members of the rank of lieutenant
          • (a)As per the Agreement between the City of Chicago and the applicable bargaining unit, leave with pay as a result of a death of a member of the immediate family will be granted to a lieutenant not to exceed three consecutive days, (except for brother-in-law and sister-in-law, which will be for the day of the funeral only), including regularly scheduled days off.
          • (b)Leave will be granted within fourteen calendar days immediately following the death of a member of the immediate family.
          • (c)When a lieutenant is entitled to bereavement leave and where the death occurs and the funeral is to be held out of Illinois and beyond the states contiguous thereto, the employee will be entitled to a maximum of five consecutive days. For purpose of this section, those states contiguous to the State of Illinois are Missouri, Iowa, Wisconsin, Indiana, Kentucky, and Michigan.
        • (4)Members of the rank of captain
          • (a)As per the Agreement between the City of Chicago and the applicable bargaining unit, leave with pay as a result of a death of a member of the immediate family will be granted to a captain not to exceed three consecutive days, (except for brother-in-law and sister-in-law, which will be for the day of the funeral only), including regularly scheduled days off.
          • (b)Leave will be granted within fourteen calendar days immediately following the death of a member of the immediate family.
          • (c)When a captain is entitled to bereavement leave and where the death occurs and the funeral is to be held out of Illinois and beyond the states contiguous thereto, the employee will be entitled to a maximum of five consecutive days. For purpose of this section, those states contiguous to the State of Illinois are Missouri, Iowa, Wisconsin, Indiana, Kentucky, and Michigan.
      • b.Civilian members (represented by a union)—In the event of a death in an employee's immediate family or domestic partner, such employee will be entitled to a paid leave of absence up to a maximum of three consecutive days including the day of the funeral. Where death occurs and the funeral is to be held out of Illinois and beyond the states contiguous thereto, the employee will be entitled to a maximum of five consecutive days.
      • c.Civilian member (non-union)—Leave with pay as a result of death may be granted to employees not to exceed three consecutive days following the death of a member of the immediate family or domestic partner.
    • 3.When a civilian employee is entitled to bereavement leave and where death occurs and the funeral is to be held out of Illinois and beyond the states contiguous thereto, the employee will be entitled to a maximum of five consecutive days. For purpose of this section, those states contiguous to the State of Illinois are Missouri, Iowa, Wisconsin, Indiana, Kentucky, and Michigan.
    • 4.The member requesting the leave will, if time permits, prepare a Personnel Action Request form indicating "Death in Family." The member will state the relationship of the deceased person to the member in the Remarks Section.
    • 5.The completed form will be submitted to the unit commanding officer who, after approving the request, will ensure that the form is forwarded to the Employment Section, Human Resources Division.
    • 6.If time does not permit the member to complete the Personnel Action Request, the member will be responsible for completing the form when he or she returns to the unit for duty.
    • 7.Annual or compensatory time furloughs will not be extended as a result of death occurring in the member's immediate family or of a domestic partner during such furlough unless the death occurs during the last three days of the furlough period, at which time the procedure outlined in Item III-C of this directive will be followed, if applicable.
  • D.Jury Duty
    A member summoned to serve as a juror will follow the procedure as outlined in the Department directive entitled "Department Members Summoned to Jury Duty."
  • E.Excused (Non-Disciplinary)
    Unit exempt commanding officers may excuse a member without pay for nondisciplinary reasons not to exceed five calendar days. They will prepare and approve a Personnel Action Request. A designated unit supervisor may excuse a member for nondisciplinary reasons not to exceed one working day.
  • F.Traumatic Incidents
    The Street Deputy or, in his or her absence, the appropriate area deputy chief, Bureau of Patrol, will be responsible for authorizing the detail of an officer involved in a traumatic incident to the Bureau of Organizational Development on his or her next scheduled tour of duty. When, in the opinion of the authorizing member, such detail should be delayed, the affected member may, in the interim, be excused with pay.
    NOTE:
    Refer to the Department directive entitled "Traumatic Incident Stress Management Program" for further information.
IV.Ending Employment with the Department
  • A.To end employment with the Department, including retiring and discharged members, Department members will submit to the Employment Section, Human Resources Division:
    • 1.a Personnel Action Request (PAR) form (CPD-11.612). Resigning/Retiring members will complete an automated PAR form via the CLEAR system and will submit a printout of the electronic automated PAR to include the member's signature and the signature of the commanding officer/supervisor; and
      NOTE:
      The effective date is the close of business (COB) on the last day for which the member receives pay from the Department. This date will be entered in the “Effective Date” box on the PAR form. Members who are unable to complete an Automated PAR form via the CLEAR system will contact the Human Resources Division, Monday through Friday, 0900–1700 hours, excluding holidays, or the Information Services Division Help Desk at all other times, for further direction.
    • 2.a completed City of Chicago Department of Human Resources End of Employment Form (PER 78);
    • 3.a completed City Notice to City Employees of Ethics Rules Concerning Post-City Employment form; and
    • 4.a completed Department Notice To Employees Leaving Employment form (CPD-62.144).
  • B.Resignations/retirements should be submitted at least two weeks prior to leaving the City service. Incomplete documents will not be processed and returned to the unit/district for completion.
  • C.After acceptance by the Human Resources Division, a resignation is final and cannot be withdrawn by the member.
  • D.Unit commanding officers will ensure that:
    • 1.an immediate telephone and fax notification is made to the Payroll Section, Finance Division, and the Bureau of Internal Affairs when a unit member submits a PAR form to end employment with the Department. A fax notification will also be sent to the Equipment and Supply Section to facilitate the return of Department equipment in the possession of the resigning member.
    • 2.the original Time and Attendance Record (CPD-11.602) of a member who ends employment with the Department is forwarded to the Finance Division after the member's last day on the payroll. For resignations/retirements, upon completion of the buyout process, the Finance Division will forward the original Time and Attendance Record to the Employment Section, Human Resources Division.
    • 3.a City of Chicago Department of Human Resources End of Employment Form (PER 78) is completed during the end of employment interview as outlined in Item V of this directive.
    • 4.a City of Chicago Notice to City Employees of City Ethics Rules Concerning Post-City Employment and a Department Notice to Employees Leaving Employment (CPD-62.144) forms are completed. The forms will then be forwarded to the Employment Section, Human Resources Division.
    • 5.a civilian member is not permitted to utilize vacation time accrued in the current year but available for use in the following year. Vacation time accrued for use in the following year must be paid on a Supplemental Payroll.
    • 6.prior to the effective date of the ending employment with the Department, the district commander, unit commanding officer, or the civilian unit ranking member affected will ensure that all Department equipment issued to the member is collected and returned to the Human Resources Division or Equipment and Supply Section, as appropriate. The following Department equipment will be recovered:
      • 1.Star;
      • 2.Hat Shield;
      • 3.Identification Card (Sworn & Civilian);
      • 4.Badge (Applicable Civilian Members); and
      • 5.Gas Mask / Respirator, if one has been assigned to the member.
      NOTE:
      The resigning member is not required to return a Department-issued helmet and face shield.
V.End of Employment Interviews
  • A.The commanding officer, supervisor, or a designee will conduct an end of employment interview with a member ending employment with the Department, including retiring and discharged members.
  • B.Data obtained from the end of employment interview will be recorded on the End of Employment Form (PER 78), which is obtained from the Equipment and Supply Section and is to be available for use in each district / unit.
    NOTE:
    Data contained on the End of Employment Form (PER 78) will be utilized by the City of Chicago Department of Human Resources for retiree records; therefore, the prompt return of the completed report to the Employment Section, Human Resources Division, is necessary.
  • C.The Department member conducting the end of employment interview will:
    • 1.request the terminating member sign the End of Employment Form (PER 78). If the terminating member refuses or is not available to sign, the interviewer will note the appropriate reason in the section designated “Employee Signature.”
      NOTE:
      When unable to conduct an end of employment interview due to compulsory retirement, disciplinary discharge, absent without permission, etc., the Department member who would have conducted the interview will complete an End of Employment Form, stating the reason for termination and any other pertinent data. The interviewer will state in the “Additional Comments Required” section that the parting member was not available.
    • 2.document in the “Additional Comments Required” space on the End of Employment Form:
      • a.an explanation for:
        • (1)all separating members whether leaving voluntarily or involuntarily; and
        • (2)when the date of the last day worked is different from the date of the last day on the payroll.
      • b.the terminated member signed and received a copy of the Notice To Employees Leaving Employment form (CPD-62.144).
    • 3.upon completion of the end of employment interview:
      • a.provide a copy of the End of Employment Form (PER 78) and the Notice to Employees Leaving Employment form (CPD-62.144) to the terminating member, if available.
      • b.forward the originals directly to the Department's Human Resources Division via intra-departmental mail.
        NOTE:
        The Department's Human Resources Division will forward a copy of the End of Employment form (PER78) to the City of Chicago Department of Human Resources.
  • D.Inquiries regarding preparation of the End of Employment Form will be directed to the Employment Section, Human Resources Division.
VI.Separation for Other City Service Position
A member leaving a career-service position to accept a career-service position with another City department will submit a Personnel Action Request (PAR) form. The box for "Separation to Accept other City Position" will be checked. The effective date is the close of business on the last day for which the member receives pay from the Chicago Police Department. That date will be entered on the PAR form with the letters "COB" (close of business) in the "Effective Date" box at the top of the form.
Eddie T. Johnson
Superintendent of Police
T15-177 CMF
GLOSSARY TERMS:
1. -
A legal relationship between two persons of either the same or opposite sex, established in accordance with the Act. A party to a Civil Union shall be entitled to the same legal obligations, responsibilities, protections, and benefits afforded or recognized by the law of Illinois to spouses.