Chicago Police DepartmentEmployee Resource E02-04-01
Furlough Selection and Scheduling for Sworn Members
Issue Date:27 November 2018Effective Date:27 November 2018
Rescinds:16 October 2018 Version
Index Category:Payroll and Timekeeping
I.Purpose
This directive establishes procedures for the selection of furloughs and the use of vacation days by sworn Department members.
II.Furlough Periods
For the purpose of selecting furlough for sworn non-exempt members, the calendar year will be divided into thirteen periods or twenty-six half-period segments, creating the police year. The percentage of sworn non-exempt members by rank allowed a furlough are identified in the Department directive entitled "Annual Watch and Furlough Selections, Vacation Schedules and Operations Calendar," which is issued annually.
III.Number of Allotted Furlough Days
The number of furlough days for sworn non-exempt members is based on the achieved seniority and/or the rank of the member prior to the first day of the furlough as follows:
  • A.Captains shall receive 200 hours of furlough (vacation).
  • B.Lieutenants and sergeants will receive twenty-five working days.
  • C.Sworn nonsupervisory members will receive:
    • 1.Twenty-five working days for fourteen years or more of service.
    • 2.Twenty-two working days for nine years but less than fourteen years of service.
    • 3.Twenty-four consecutive days for four years but less than nine years of service.
    • 4.Twenty consecutive days for one year but less than four years of service.
  • D.Members Having a Regular Work Day of Other Than an 8.5 Hour Tour of Duty
    For sworn members eligible to receive a working-day furlough and who work other than an 8.5 hour tour of duty, the following is applicable:
    • 1.twenty-two working days will receive 176 hours of furlough (members must supplement the last day with the appropriate amount of compensatory hours).
    • 2.twenty-five working days will receive 200 hours of furlough (members must supplement the last day with the appropriate amount of compensatory hours).
  • E.For a member to be granted additional furlough days (for consecutive day furloughs) or vacation hours (for working day furloughs) after an anniversary date, the member must have one or both furlough segments left to use in the calendar year. If a member has a full period furlough or two furlough segments scheduled after an anniversary date, all additional days or vacation hours will be granted. If a member has only one furlough segment scheduled after an anniversary date, the member will be granted prorated days or vacation hours. If a member’s anniversary date is achieved after both furlough segments have been completed within the calendar year, no additional furlough days or vacation hours will be granted until the following calendar year.
IV.Use of Furlough Time
  • A.Members may elect to take a full twenty-eight day furlough or split the furlough into two fourteen-day segments.
  • B.Members who are authorized a twenty or twenty-four consecutive day furlough period and are granted a split furlough will split it into two equal segments of ten or twelve days each. Members will be allowed to use elective time to complete the furlough segment, if they so choose.
  • C.If a sworn member is authorized a twenty-two or twenty-five working day furlough period, the member will use only the number of furlough days necessary to be off the entire furlough segment.
    • 1.At the discretion of the unit commanding officer or an approved designee, sworn members may be allowed to use additional elective time for a furlough extension.
    • 2.Remaining individual vacation days may be taken by sworn members at the discretion of the unit commanding officer or their designee.
  • D.Members are authorized furlough extensions by use of any accumulated elective time, except for individual vacation days needed to complete another assigned furlough segment.
  • E.Regular days off occurring during the full or split furlough will not be counted as furlough days for sworn non-exempt Department members who have working day furloughs.
    • 1.Remaining vacation days are those days that are not required to be used to complete a furlough or furlough segment.
    • 2.It is the responsibility of the member to anticipate the number of remaining individual vacation days available for use that are not needed to complete the scheduled furlough or furlough segment. Members who select a full 13th period or 13B furlough segment will anticipate any remaining vacation days and take them prior to the start of their furlough.
      NOTE:
      Requests to use remaining vacation days will be submitted on an Overtime / Compensatory Time Report (CPD-11.608).
    • 3.Members will not use individual vacation days which are needed to fill a furlough or furlough segment prior to the scheduled furlough or furlough segment.
  • F.Reverting to Previous Day Off Group
    • 1.Department members have the option of reverting to the day off group (DOG) or work schedule to which they were assigned at the time of the Annual Furlough Selection unless they voluntarily changed their work schedule or DOG.
    • 2.When reverting back to a DOG or work schedule, eligible members will notify their designated supervisor by To-From-Subject report of that intention no less than two (2) weeks prior to the reversion.
      • a.The DOG change will take place on the Sunday proceeding the first day of the furlough segment. The member will remain in the reversion DOG/work schedule for the entire furlough.
      • b.The member will remain in the reversion DOG through the Saturday following the completion of the furlough segment and return to the assigned DOG on the Sunday following the furlough.
    • 3.If the member is required to work on his or her scheduled day off during the time of reversion, the member will be compensated in accordance with procedures outlined in the Department directive entitled "Payroll And Timekeeping-Overtime / Compensatory Time / Working Out of Grade."
    • 4.Members who select the full 13th period or 13B furlough segment will:
      • a.anticipate any remaining vacation days and take them prior to the start of their furlough period.
      • b.ensure that all furlough / vacation days are used by the end of the 13th police period.
V.Special Conditions
  • A.Members of the Uniformed Services
    • 1.The Uniformed Services Employment and Redeployment Rights Act of 1994 [38 USCA 4301, et seq.] grants members of the uniformed services certain rights in order to attend to a "period of service in the uniformed services." The "uniformed services" are defined in Section 4303 of the act as: "...the Armed Forces, the Army National Guard and the Air National Guard when engaged in active duty for training, inactive duty training, or full-time National Guard duty, the commissioned corps of the Public Health Service and any other category of persons designated by the President in time of war or emergency."
    • 2.Department members who are also members of the uniformed services may use allotted annual furlough / vacation days in order to remain in a pay status while attending to their military obligations even though other earned time benefits are available.
      • a.Members will not use individual vacations which are needed to fill a furlough or furlough segment prior to the scheduled furlough or furlough segment.
      • b.Members requesting a leave of absence from the Department will follow the procedures outlined in the Department directive entitled "Military Leave Of Absence Act."
  • B.Probationary Police Officers
    • 1.Upon completion of the twelfth month of the eighteen month probationary period, a probationary police officer is entitled to receive a consecutive twenty day furlough.
    • 2.A probationary police officer who is not retained beyond the twelfth month of the eighteen month probationary period shall not be eligible for a pro-rata furlough benefit.
    • 3.At the completion of the twelfth month of the eighteen month probationary period, the probationary police officer will take the consecutive day furlough, starting on the first day of the new police period following the completion of the twelfth month.
  • C.Sworn Members Returning from a Leave of Absence
    • 1.Sworn members returning from a leave of absence during the year will receive a furlough proportionate to their length of service that year.
    • 2.No member while on leave of absence may earn furlough time.
    • 3.Any month in which the member worked for at least 50% of the time shall be credited for purposes of computing furlough time.
    • 4.Furlough time earned will be determined by allowing 1/12 of the yearly furlough for each month worked.
    • 5.Any fractions will be rounded off to the nearest whole number of days.
VI.Annual Furlough Selection Process Procedures
  • A.Department members will select a full furlough period and/or split the furlough into two equal segments, as necessitated by their seniority.
  • B.Department members will select their furloughs within the district or unit of assignment.
    NOTE:
    If a member is detailed to another unit for twenty-eight days or more prior to the date of the furlough selection process, the member will select furlough within the unit of detail.
  • C.All furlough-selection requests will be submitted to the district or unit commanding officer on a Furlough Selection / Absence Summary form (CPD-11.609).
  • D.Furloughs will be selected on a seniority basis in districts and units identified in the collective bargaining agreement.
  • E.The watch-selection process will precede the furlough-selection process in districts and units identified in the collective bargaining agreement.
  • F.Furloughs will be selected on seniority basis in units that are not identified in the collective bargaining agreement as being units with watches.
  • G.Department members will refer to the Department Notice entitled "Annual Watch and Furlough Selections, Vacation Schedules, and Operations Calender" for further details.
VII.Furlough Selection / Absence Summary Form Distribution
  • A.The Information Services Division will make available labels for use by unit secretaries in the furlough selection process.
  • B.The unit commanding officer will conduct the watch selection in accordance with the dates outlined the Department directive regarding watch, furlough, and vacation schedules published prior to the annual furlough selection process. In districts and units identified in the collective bargaining agreement as qualifying for steady watches, the watch selection process will precede the furlough selection process, in accordance with the Department directive entitled "Steady Watch Selection and Assignment."
  • C.The unit secretary or an approved designee will:
    • 1.apply a label to a single copy of the Furlough Selection / Absence Summary (CPD-11.609) form.
      NOTE:
      Members will review and correct any misinformation contained on the labels by striking out incorrect information, entering correct information to the left of the strikeout, and initialing.
    • 2.for members who did not receive a generated label, print or type the members name, star number, rank, watch, day-off group (DOG), and seniority date in the spaces provided on the form.
    • 3.enter the date of the furlough selection and the members number of allotted vacation days, according to this Department directive or applicable collective bargaining agreement.
    • 4.distribute the forms to district or unit Department members with a designated return date.
    • 5.whenever a member is transferred out of a unit and has not taken his or her annual or compensatory time furlough or furlough segments, forward the form(s) to the new unit of assignment.
VIII.Preparation and Completion of the Furlough Selection / Absence Summary Form
  • A.Furlough Selection Section
    • 1.To indicate their furlough selections, members will:
      • a.complete Steps 1 and 2 of the Furlough Selection Section of the form, listing in order of preference the furlough period(s) and/or segment(s) requested.
      • b.sign and date the Furlough Selection Section of the form and submit the completed form to the unit secretary or an approved designee by the district or unit designated return date.
        NOTE:
        For the ease of use by the district or unit secretary and timekeeper, Department members will not fold the Furlough Selection/Absence Summary form.
    • 2.Upon receipt of the completed Furlough Selection/Absence Summary forms, the district or unit secretary or an approved designee will:
      • a.enter the seniority number in the space provided on the form from the Unit Seniority Listing.
      • b.for units which had participated in the steady watch assignment process, organize the forms in order of seniority by each watch.
      • c.for all other units, organize the forms in order of seniority.
      • d.conduct the furlough selection at the designated date and time.
      • e.after the furlough selection process is completed, fill in the Furlough Granted: Step 1, Step 2 box as appropriate on each form and present the completed forms to the unit commanding officer for approval.
    • 3.The district or unit commanding officer or an approved designee will:
      • a.review the Furlough Selection Section in accordance with this Department directive.
      • b.indicate approval with his or her signature and date in the spaces provided on the form.
    • 4.Upon receipt of approved Furlough Selection / Absence Summary forms, the district or unit timekeeper or an approved designee will:
      • a.make two copies of each approved form.
      • b.maintain a file of the original forms with the labels and the original signatures.
      • c.create another file with the copies in order of the distribution for annual furloughs, split furloughs, and compensatory time furloughs.
      • d.distribute the copies at the appropriate time as indicated in this Department directive for members to complete the Absence Summary Section of their forms.
  • B.Absence Summary Section
    • 1.Four to six weeks prior to a Department member's selected furlough, the district or unit timekeeper or an approved designee will send to the member a copy of his or her approved Furlough Selection / Absence Summary form, for the completion of the Absence Summary Section.
    • 2.To complete the Absence Summary Section, the member will:
      • a.if their day-off group (DOG) has changed from the time of annual furlough selection, enter the currently assigned day-off group at the time of the full furlough, split-furlough, or compensatory time furlough in the "Current DOG" box provided on the form.
        NOTE:
        Members may revert to the DOG of the original selection, as described in this Department directive.
      • b.enter N/A if the DOG has not changed from the date of the annual furlough selection.
      • c.insert the date for each day of the furlough and all dates prior to and after the furlough selection that the member will not be present for duty.
      • d.indicate the type of time to be used for each date by circling the appropriate time status choice.
        NOTE:
        The abbreviations are "V" for furlough/vacation day, "CU" for compensatory time used, "RDO" for regular day off, "P" for personal day, "BFD" for baby furlough day, and "H" for holiday. If the furlough is extended in a manner other then those specified, indicate what time-status the member is to be carried for that date in the "Other" space provided.
      • e.enter the last date worked, the return-to-duty date, sign, and date the form.
      • f.submit the completed Furlough Selection / Absence Summary form, along with any completed Overtime / Compensatory Time Report(s) (CPD-11.608), as appropriate, to the designated supervisor.
    • 3.The designated supervisor will:
      • a.review the form in accordance with the procedures outlined in this Department directive prior to indicating approval with his or her signature in the space provided.
      • b.indicate approval, as appropriate, of any required Overtime / Compensatory Time Reports.
      • c.ensure that copies of the Furlough Selection / Absence Summary form are made for the appropriate watch.
      • d.ensure that the copy of the Furlough Selection / Absence Summary form with the original signatures is returned to the unit timekeeper.
    • 4.These procedures will be followed for all full furloughs, split furloughs, and compensatory-time furloughs.
IX.Compensatory Time Furlough (Non-Exempt Members Only)
  • A.Members who selected a full furlough are entitled to take their compensatory time furlough according to a schedule provided in a Department directive published prior to the annual furlough selection process.
  • B.Compensatory-time furloughs will not be scheduled for members who split their annual furloughs; however, these members shall be allowed to take a compensatory time furlough by using elective time, at the discretion of the district or unit commanding officer or his / her designee.
  • C.Compensatory-time furloughs are scheduled on the basis of the member's furlough selection.
    • 1.A member assigned to day off groups one through seven is allowed eleven consecutive days off.
    • 2.A member not assigned to day off groups one through seven is allowed nine consecutive days off.
  • D.A member planning to take his/her assigned compensatory time furlough will:
    • 1.request his or her extra copy of the Furlough Selection / Absence Summary form or a blank copy from the unit timekeeper.
    • 2.complete and submit the Absence Summary Section of the Furlough Selection form to the district or unit commanding officer two weeks prior to the compensatory time furlough, as outlined in Item VIII-B of this directive.
    • 3.if a day-off group has changed from the time of the annual furlough selection:
      • a.enter the currently assigned day-off group at the time of the compensatory time furlough in the box provided on the form.
        NOTE:
        Members may revert to the DOG of the original selection, as described in this Department directive.
      • b.notify the district or unit commanding officer in a To-From-Subject report two weeks prior to the scheduled compensatory time furlough.
  • E.The change in the day off group will take place on the Sunday preceding the first day of the compensatory time furlough.
  • F.District or unit designated supervisors will ensure that a member on compensatory time furlough is indicated as day off:
    • 1.due to compensatory time used, personal day, baby furlough day, vacation day or regular day off on the Time and Assignment Record (CPD-11.602).
    • 2.Code 110 "(Baby) Furlough-Contractually Authorized" on the Attendance and Assignment Record (CPD-11-605) consistent with Department directive entitled "Time and Attendance Record."
(Items indicated by italics/double underline were added or revised)
Eddie T. Johnson
Superintendent of Police
17-140 RWN
GLOSSARY TERMS:
1. -
A furlough extension is defined as the Sunday through Wednesday prior to the Thursday start of an assigned furlough segment or the Thursday through Saturday following the Wednesday completion of an assigned furlough segment, or both.