Chicago Police DepartmentEmployee Resource E03-01-05
Civilian Sick Leave
Issue Date:18 March 1998Effective Date:01 April 1998
Rescinds:G98-02-05
Index Category:Medical, Health, and Wellness
I.Purpose
This directive outlines Department policy and defines procedures for a civilian Department member to use accumulated sick leave.
II.Sick Leave
  • A.Civilian members of the Department are granted sick leave in accordance with collective bargaining agreements and the City of Chicago, Department of Personnel Rules. Beginning 1 January 1998, civilian Department members will be credited one paid sick leave day on the first day of each month.
  • B.Civilian Department members will be allowed to accumulate up to 200 paid sick leave days.
  • C.Sick leave may be used for:
    • 1.illness,
    • 2.disability,
    • 3.non-duty injury, or
    • 4.medical appointments.
  • D.Sick leave may also be used for care of an immediate family member who has:
    • 1.suffered:
      • a.an illness,
      • b.a disability, or
      • c.an injury.
    • 2.a medical appointment.
  • E.Sick leave may be used in increments of one-half day or more. With twenty-four hour prior notice and the permission of the employee's supervisor, sick leave may be used in smaller increments. In a bona fide emergency, if and to the extent twenty-four hour notice is not possible, sick leave may also be used in smaller increments, provided that the employee promptly notifies his/her supervisor.
III.Request for Use of Sick Leave
A civilian Department member will:
  • A.request the use of sick leave from the district/unit watch commander/supervisor.
  • B.telephone his district/unit of assignment each day for use of sick leave.
    • 1.A member unable to report for duty will notify a supervisor in his unit of assignment or detail at least one hour prior to his scheduled reporting time; in units not staffed until the member's reporting time, within fifteen minutes after the scheduled reporting time. The member will give the reason for the absence and any other information requested by the supervisor. A Department member who fails to notify his district/unit of assignment will be considered absent without permission.
    • 2.A civilian Department member with a disabling condition and/or one who is hospitalized may satisfy the notification requirement with a physician's written statement of the nature of the employee's condition, the reason why this condition prohibits work and the expected duration of absence. Such statement may suffice for use of accumulated sick leave for up to one month. Thereafter, additional statements may be submitted monthly, or more frequently as the district/unit commander requires.
      NOTE:
      Failure to notify a supervisor in the district/unit of assignment will result in the member being carried, Absent no pay - AWOP. Any AFSCME or Unit II member who is carried five consecutive work days in an Absent no pay - AWOP status will be terminated for job abandonment.
  • C.request the watch commander/supervisor carry the member "Excused without pay - Non disciplinary" if the member has used all accrued sick leave and expects to return to work within five working days and no other elective time is available.
    NOTE:
    A civilian Department member loses all insurance coverage after five working days in an Absent no pay - AWOP or Excused no pay - Non disciplinary status.
  • D.request a leave of absence from the watch commander/supervisor if the member has used all accrued sick leave and does not anticipate returning to duty within five working days and no other elective time is available.
IV.Returning to Duty
A civilian Department member will:
  • A.normally return to duty at his district/unit of assignment.
  • B.report to the Administrative Services Officer, Employment Section, Human Resources Division when:
    • 1.ordered to do so by the watch commander/supervisor in the district/unit of assignment.
    • 2.a personal physician has released him to return to duty with work restrictions.
  • C.if requested by the district/unit commanding officer, provide reasonable evidence for the use of sick leave.
V.Timekeeper's Responsibilities
A timekeeper who receives a Supervisor's Report of Medical Absence (CPD-62.401) will:
  • A.carry a member as indicated on the Supervisor's Report of Medical Absence.
  • B.contact the member's district/unit watch commander/supervisor if a Supervisor's Report of Medical Absence is not submitted for each day the Department member is on sick leave. A member complying with Item III-B-2 is exempted from daily notification.
  • C.return the Supervisor's Report of Medical Absence to the member's district/unit watch commander if the member has used all available sick leave.
VI.Watch Commander/Supervisor's Responsibilities
A supervisor receiving a report of a medical absence due to an off duty illness or injury will ensure that:
  • A.the Supervisor's Report of Medical Absence is completed each day a member notifies the district/unit to request use of sick leave. A member complying with Item III-B-2 is exempted from daily notification.
    NOTE:
    A Supervisor's Report of Medical Absence will be prepared and the allotted time documented whenever a member elects to use less than a full day.
  • B.the reason for the absence is stated in the box entitled "Nature of Sickness or Injury."
  • C.a Personnel Action Request (PAR) form (CPD-11.612) is prepared if the member has exhausted all sick leave days and another type of elective time is not available. The PAR form's type of action box will indicate either, "Excused without pay - Non disciplinary" or "Leave of Absence."
    NOTE:
    A member cannot be carried sick-no pay.
  • D.a copy of the PAR form is faxed to the Finance Division.
  • E.the PAR form is forwarded to the district/unit commander.
  • F.a corrected Supervisor's Report of Medical Absence is completed if an error was discovered in the original. The corrected report will be marked with the item that was in error circled in red. This report will be submitted according to normal distribution.
  • G.the Supervisor's Report of Medical Absence is forwarded to the district/unit timekeeper.
  • H.notifications are made when the sick or injured member is unable to appear in court or other assignment/detail.
  • I.the affected member is contacted and made aware that all available sick leave has been exhausted and the member will be carried in a no pay status unless other elective time is available.
  • J.a To/From/Subject report is requested from a civilian member when the district/unit commander has good reason to believe that the member is in violation of this directive.
Terry G. Hillard
Acting Superintendent of Police
94-109 MER(HEH)
GLOSSARY TERMS:
1. -
An immediate family member is defined as any member who is the mother, father, husband, wife, domestic partner (as defined in the Municipal Code of Chicago 2-152-072), son, daughter, brother, sister, (including blood, step or adopted), father-in-law, mother-in-law, daughter-in-law, son-in-law, grandparents and grandchildren.
2. -
Fact based upon the circumstances in each individual case and may include one or more of the following:
  • A.Doctor's certificate
  • B.Medical release
  • C.Employer directed physical examination
  • D.Telephoning the employee at home to verify his presence
  • E.Employee personal statement
  • F.Questioning of the employee