Section III. General University Policies

The following is an alphabetical list of General University Policies that have been adopted from various internal (University of Illinois Statutes, General Rules, Policy Council, University Senates Conference, etc.) and external sources (state law, federal law, etc.) of governance.

A.    Access to Personnel Records

On January 15, 1984, the Illinois Personnel Record Review Act (820 ILCS et seq.) took effect.  It grants employees the right to review and, when appropriate, to append their personnel records.  For the Chicago campus, the Act applies to personnel records in the Campus Human Resources Office and also to personnel materials maintained by employing units. Further information regarding the policy and procedure for requesting access to one’s records may be found in the UIC HR Employee Access to Personnel Records policy.

B.     Affirmative Action Statement

The University of Illinois at Chicago strives for diversity reflective of a great urban university.  This diversity should not only be evident in our student body but should also extend to our faculty and all levels of administration and staff. We advance this goal through adherence to the principles of equal employment and nondiscrimination in all aspects of employment, including recruitment, hiring, promotion, and development of our employees. Our hiring and employment policies have been devised to promote our affirmative commitment to diversity.

UIC’s commitment to diversity is critical to our mission of advancing access to excellence in academic programs, world-class research, and health care.  Diversity in our faculty and at all levels of our workforce will assist UIC in facing the challenges of the city, state, and region and fostering active engagement with the cultural, social, and economic riches of our urban environment.

C.    Disability Accommodations Statement

Guided by the belief that people with disabilities are assets to the university, UIC is committed to full inclusion and participation of people with disabilities in all aspects of university life. We seek to provide an academic, social, and physical environment that makes disabled people integral to the diversity of perspectives that is vital to an academic community.

UIC supports the principles of universally accessible design, alternative communication formats, and the expression of disability community and pride. At all levels of the university, UIC promotes equal opportunity, fair treatment, and the elimination of barriers for qualified individuals with disabilities.

D.    Annual Statement of Economic Interest Process

The Illinois Governmental Ethics Act requires University of Illinois employees who meet certain criteria to file a Statement of Economic Interests with the Office of the Secretary of State by May 1st of each year. Statements must be returned to the University Ethics and Compliance Office in advance of the May 1st deadline. The Ethics Officer will then review and forward all University Statements received to the Office of the Secretary of State by the stated deadline.  In 2015, a Supplemental form must also be filed. For additional information regarding these forms access the link above.

Strict penalties, including fines and forfeiture of the position of employment, may be imposed on employees who are required to comply with this Act and file late or fail to file a Statement of Economic Interests.

E.     Misconduct, Whistleblower Protection and Investigations

This policy is intended to protect any employee who engages in good faith disclosure of alleged wrongful conduct to a designated university official or public body.  More specifically it:

  • encourages employees to disclose serious breaches of conduct covered by University policies or law,
  • informs employees how allegations of wrongful conduct can be disclosed,
  • protects employees from reprisal by adverse employment action as a result of having disclosed wrongful conduct (employees who self-report misconduct are not afforded protection by this policy), and
  • provides individuals who believe they have been subject to reprisal with a fair process to seek relief from retaliatory acts.

Nothing in this policy is intended to interfere with legitimate employment decisions.
For additional information regarding this policy access the link above.

F.     Employee Accommodation Policy

Consistent with the obligations of the University of Illinois at Chicago (UIC) under applicable state and federal laws, UIC is responsible for providing reasonable accommodations to qualified applicants, candidates, and employees with covered disabilities.  UIC will give notice to all applicants, candidates, and employees of their responsibilities and the procedures to be followed in processing accommodation requests.  Individuals with disabilities are responsible for requesting accommodations.  Departments are responsible for following the established procedures to evaluate and process accommodation requests.  In this policy, UIC broadens the scope of considering accommodation requests to include requests based on medical conditions that may not meet the definitions of “disability” or “handicap” under the laws mentioned in this paragraph.  Requests based on medical conditions not qualifying as disabilities or handicaps under the laws may be granted or denied at the discretion of UIC.  By considering a request or granting a requested accommodation under this policy, UIC is not considering or regarding the employee as having a disability as defined by the Americans with Disabilities Act, or a handicap as defined by the Illinois Human Rights Act.  For additional information regarding this policy access the link above.

G.    Nepotism/Employment of Relatives

Under the University of Illinois Statutes, no individual shall initiate or participate in institutional decisions involving a direct benefit (initial employment, retention, promotion, salary, leave of absence, etc.) to a member of the individual’s immediate family. “Immediate family” includes but is not limited to an individual’s spouse or partner, ancestors and descendants, all descendants of the individual’s grandparents, and the spouse of any of the foregoing. Procedures to insure against such conflict of interest, both at the time of initial employment and during continued employment, have been established on the UIC campus.  For additional information regarding this policy and procedures access the link above.

H.   University of Illinois Nondiscrimination Statement

The commitment of the University of Illinois to the most fundamental principles of academic freedom, equality of opportunity, and human dignity requires that decisions involving students and employees be based on individual merit and be free from invidious discrimination in all its forms.

The University of Illinois will not engage in discrimination or harassment against any person because of race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders and regulations. This nondiscrimination policy applies to admissions, employment, access to and treatment in University programs and activities.

University complaint and grievance procedures provide employees and students with the means for the resolution of complaints that allege a violation of this Statement. Members of the public should direct their inquiries or complaints to the appropriate equal opportunity office.

Policy Council, Revised June 24, 2010.

I.       Program Development, Review, and Assessment

The Office of Programs and Academic Assessment under the Office of the Vice Provost for Planning and Programs at UIC coordinates a university system for the review of academic units. For additional information regarding these processes access the link above.

J.      Conflicts of Commitment and Interest – Report of Non-University Activities (RNUA)

This policy implements an Illinois law requiring University faculty members to obtain prior written approval before engaging in remunerated private consulting or research for external persons or organizations. It also implements various policies set forth in the University of Illinois Statutes and The General Rules Concerning University Organization and Procedure. Finally, the policy accommodates federal regulations designed to protect the integrity of federally funded research.

K.    University Sexual Harassment Policy and Title IX

As provided for in the University of Illinois Statement on Sex Discrimination, Sexual Harassment, and Sexual Misconduct, the University of Illinois prohibits and will not tolerate sex discrimination, sexual harassment, or other sexual misconduct (including sexual assault, sexual violence, and sexual abuse) of or by students, employees, or visitors and will take action to provide appropriate remedies when such conduct is discovered (President’s Cabinet, Revised October 2012). For further information regarding this statement as well as the campus-specific policies, access the links above.

L.     State Officials and Employee Ethics Act

Enacted in 2003 by the General Assembly of the State of Illinois, the State Officials and Employees Ethics Act requires each officer and employee of all state agencies and universities to complete an ethics training program annually beginning in 2004.  The Illinois Inspector General develops the timeline for the annual ethics training program and all University of Illinois employees must do the ethics training during that time.  The University of Illinois has developed an interactive program that will allow employees to meet their annual ethics training obligation.  This program is administered by the University of Illinois Ethics and Compliance Office.  For further information regarding the training, timelines, and penalties for non-compliance, refer to the Ethics and Compliance Office FAQ.

M.   Statement of a Drug-Free Workplace

The University of Illinois is committed to maintaining a drug-free workplace in compliance with applicable state and federal laws. The unlawful possession, use, distribution, dispensation, sale or manufacture of controlled substances is prohibited on University premises. Violation of this policy may result in the imposition of employment discipline as defined for specific employee categories by existing University policies, statutes, rules, regulations, employment contracts and labor agreements. Any employee convicted of a drug offense involving the workplace shall be subject to employee discipline or required to satisfactorily complete a drug rehabilitation program as a condition of continued employment.  For the full text of this statement access the link above.

N.    University Code of Conduct

This Code of Conduct establishes guidelines for professional conduct by those acting on behalf of the University including executive officers, faculty, staff, and other individuals employed by the University using University resources or facilities, and volunteers and representatives acting as agents of the University.  This is not an attempt to define specifically what one should and should not do, but to communicate the University’s expectations of proper conduct and what professional conduct the University values.  For further information regarding the Code of Conduct access the link above.

O.    University of Illinois Social Security Policy

A Social Security number (SSN) has several purposes, all involving identifying an individual: it is an individual’s Tax Identification Number (TIN) for income tax purposes, and therefore it is used in employment and banking records, on student academic records and loan applications, and for credit accounts and credit records, as well as for its original intent, to identify the individual’s Social Security records. These records define the individual’s financial life.  It is vital to keep Social Security numbers private to prevent identity theft.

In 2000, the University of Illinois developed and adopted a formal policy on the collection, maintenance, and release of Social Security numbers. The primary purpose of this Social Security number policy was to ensure that the necessary procedures and awareness existed to ensure that University employees and students complied with both the letter and the spirit of the Family Educational Rights and Privacy Act (FERPA) of 1974. A major initiative of the policy was the development of a University wide Unique Identification Number (UIN) which was assigned to all employees, students, and other associated individuals, such as contractors or consultants. The UIN is assigned at the earliest possible point of contact between the individual and the University and is used in all future electronic and paper data systems to identify, track, and service individuals associated with the University. The UIN is permanently and uniquely associated with the individual to whom it is originally assigned.  Except where the University is legally required to collect a Social Security number, individuals will not be required to provide their Social Security number, orally or in writing, at any point of service, nor will they be denied access to those services should they refuse to provide a Social Security number. However, individuals may volunteer their Social Security number if they wish as an alternate means of locating a record.  Access the full text version of the Social Security Number Policy for further information.