Chapter 8 | Miscellaneous

Each rule and each section of the Personnel Policy Manual is an independent rule. The holding of any rule or section to be void, invalid or ineffective for any reason does not affect the validity of any other rule or section. In the event that any of the policies in this Personnel Policy Manual are found to be in conflict with the laws of the State of Illinois, the rules of the Fire and Police Commission or any current collective bargaining agreement between the Village and some of its employees, the laws, rules or agreements shall take precedence. 

8.1 Employee Services

The Village makes available several services that provide employees with a convenience or a benefit as a Village employee. Some of these include:

Payroll services
The Village provides several services, including direct deposit of employee paychecks with the option of using e-mail notification for direct deposit vouchers through the payroll system to all employees. These programs are completely voluntary.

Credit Union
Metro Federal Credit Union and Meadows Credit Union, full-service credit unions, are available to Village employees.

Health Services
The Village’s Public Health Nurses offer the following to all Village employees (some of which may be at a cost to the employee and some need scheduled appointments):

  • Blood Pressure Screenings
    Mondays 3:00 p.m. to 4:30 p.m. and Thursdays 8:30 a.m. to 10:00 a.m. or call either RN for an appointment.
  • Injections with Doctor’s order
    Mondays 3:00 p.m. to 4:30 p.m. and Thursdays 8:30 a.m. to 10:00 a.m. or call either RN for an appointment.  You must bring your own medication supply.
  • Cholesterol Screenings | Lipid profile
    12 hour fast required. Employees can receive 4 annual screenings at no charge.  Screenings are $10 for immediate family members. Please call for an appointment.
  • Diabetic/Blood Sugar Screening
    Mondays 3:00 p.m. to 4:30 p.m. and Thursdays 8:30a.m. to 10:00 a.m. or call either RN for an appointment.  Fast for at least 3 hours.
  • INR/Anticoagulation Testing
    Mondays 3:00 p.m. to 4:30 p.m. and Thursdays 8:30 a.m. to 10:00 .am. or call either RN for an appointment.  Testing is available on a monthly basis for those on Coumadin/Warfarin. We will need your physician’s fax number. $5 for immediate family members.
  • Immunizations
    For children through 18 years old (and covered by BC/BS PPO). Past immunization records are required.
  • Tuberculosis Skin Tests
    Mondays 3:00 p.m. to 4:30 p.m.  $5 for immediate family members.
  • Influenza Vaccine
    No charge for employees. Low cost for immediate family members.
  • Weight and Body Fat Analysis
    We have a Tanita scale for employees that measures:
    1. BMI | Body Mass Index
    2. Fat %
    3. BMR | Basal Metabolic Rate
    4. Impedance | Value reflects the strength and speed of an electrical signal traveling through the body.
    5. Fat Mass
    6. FFM | Fat Free Mass
    7. TBW | Total Body Water
    8. Desirable Ranges of fat
    9. Target Body Fat %
8.2 Alpha Index
Accident Prevention Board    7.15
Anti-Harassment    7.4
Bereavement & Funeral Leave   5.8
C.O.B.R.A.   6.4
Deferred Compensation Program   3.6
Definition of Terms in Policy Manual    4.1
Demotions   1.9
Drug/Alcohol Testing for CDL Holders   7.7
Drug/Alcohol Testing of Employees   7.8
Drug Free Workplace   7.6
Employee Assistance Program | EAP   3.9
Employee Disciplinary Guidelines   7.1
Employee Ethics   7.9
Employee Personal Information   4.3
Employee Personnel Records   4.2
Employee Services   8.1
Employee Suggestion Program   8.3
Equal Employment Opportunity   1.1
Family & Medical Leave   5.7
Flexible Compensation Plan   3.5
Floating Holiday   5.3
Grievance Procedure   7.3
Hours of Work & Rest Periods   5.1
Illinois Municipal Retirement Fund   3.3
Identity Theft Prevention Program   8.5
Investigation & Reporting Vehicle Accidents   7.14
Job Evaluations   2.2
Jury Duty   5.10
Lateral Transfers   1.8
Licenses & Certifications   4.4
Leave of Absence Without Pay   5.6
Life Insurance   3.2
Longevity   2.5
Medical & Dental Insurance   3.1
Medical Examinations   1.4
Military Leave   5.9
New Employee Orientation   1.6
Official Holidays   5.2
Outside Employment   7.12
Overtime/Compensation Time   2.4
Performance Evaluations   2.1
Pre-Employment Testing   1.3
Probationary Period for New Employees   1.5
Prohibited Conduct   7.2
Promotions   1.7
Purchase of Village Property   7.10
Recruitment & Selection of Personnel   1.2
Reductions in Force   6.2
Re-Employment    6.3
Retirement & Resignation   6.1
Salary Administration   2.3
School Visitation Rights   5.12
Sick Leave   5.5
Solicitations & Selling Among Employees   7.11
Travel Regulations   3.8
Tuition Reimbursement   3.7
Technology Resources   7.13
Vacation   5.4
Violence in the Workplace
7.5
Volunteer Policy   8.4
Workers' Compensation   3.4
8.3 Employee Suggestion Program

Policy
The Village provides an Employee Suggestion Program that encourages employees to submit suggestions for review and possible implementation.

Guidelines
A. All employees of the Village are eligible to submit suggestions

B. Suggestions must be submitted on the Village’s Employee Suggestion Form.

C. Suggestions given should generally improve the operation and services provided by the Village and should identify a problem and offer a solution. Examples of eligible suggestions include but are not limited to:

  • Improvement or elimination of methods, procedures, records, and/or forms, resulting in the saving of time, labor, space, materials, and/or supplies
  • Improvement of service to the public
  • Improvement of safety conditions 

D. The Human Resources Director will receive the Employee Suggestion Form and shall not disclose the name of the employee if so requested by the employee.

E. The Employee Suggestion Committee consists of five members. The Human Resources Director will serve as Program Administrator and Chair of the Committee. The Village Manager will appoint four members to serve on the Committee.

F. Functions of the Committee include:

  • To promote the Employee Suggestion Program To determine the eligibility of a suggestion
  • To be available to assist a Department in the research of suggestions
  • To review written responses from the Department regarding the status and outcome of the investigation
  • To determine appropriate recognition for suggestions which are implemented 

G. Suggestions will be reviewed by the Committee to determine eligibility. Eligible suggestions will be submitted to the appropriate Department(s).

H. Each Department shall be responsible for investigating suggestions and make a determination whether or not the suggestions will be implemented.

I. The Department Director shall return the Suggestion Response Form to the Human Resources Director within 30 days unless an extension is granted by the Human Resources Director.

J. The Human Resources Director will submit reports to the Village Manager summarizing suggestions received and outcomes.

K. The Human Resources Department maintains the program files and records.

8.4 Volunteer Policy

Policy
When the Village of Arlington Heights uses volunteers in a continuing position then the volunteers must complete the consent to background investigation form, the Village must conduct a background investigation, the volunteer must complete a release and indemnification form, and the use of the volunteer must be approved by both the Human Resources Director and the Village Manager.

Guidelines
A. If the volunteers are serving in a non-continuing position or for a one-time event, such as for a Village Blood Drive or Flu Shot clinic, then the background investigation is not necessary, but the volunteer must still complete the release and indemnification form.

B. Volunteers are not Village employees and will not be covered by the Village’s worker’s compensation insurance. No benefits, including but not limited to, health insurance, dental insurance or life insurance, will be provided to volunteers. If a volunteer is injured during the course of volunteer work and needs emergency assistance, the Village will seek emergency treatment for the volunteer but all costs for the treatment must be paid for by the volunteer.

8.5 Identity Theft Prevention Program

Policy
The Village of Arlington Heights developed this policy in response to the requirements of the Fair and Accurate Credit Transactions Act of 2003, 16 C.F.R. 681.1, (“FACTA”). This law requires all entities that provide services and bills for those services to adopt a policy to prevent identity theft, to detect identity theft and to mitigate the damage from identity theft.

Definitions
A. Identity Theft
Fraud committed using the identifying information of another person.

B. Red Flag
Pattern, practice, or specific activity that indicates the possible existence of Identity Theft.

C. Covered Account
Any account the Village offers or maintains primarily for personal, family or household purposes, that involves multiple payments or transactions; and any other account the Village offers or maintains for which there is a reasonably foreseeable risk to customers or to the safety and soundness of the Village from identity theft.

D. Personal Identifying information | PII
Any name or number that may be used, alone or in conjunction with any other information, to identify a specific person, including: name, address, telephone number, social security number, date of birth, government issued driver’s license or identification number, alien registration number, government passport number, employer or taxpayer identification number, account numbers, credit and debit card numbers, email address, health insurance account numbers, unique electronic identification number, computer’s Internet Protocol address, routing code or any additional information that could reasonably be used to identify an individual.

Securing Personal Identifying Information | PII
A. Village Personnel shall take reasonable precautions in securing PII, including but not limited to:

  • Not requesting or accepting unnecessary PPI.
  • Blacking out PII when it is no longer necessary for Village purposes
  • Blacking out PII when records must be sent to another department that does not need the Sensitive Information
  • At the end of the work day, lock file cabinets where PII contained
  • Avoid leaving any documents, electronic discs/media, external storage devices containing PPI out and unattended
  • Lock computer(s)/screen(s) containing PII when computers are left unattended
  • Ensure electronic files containing PII are accessible only by authorized personnel with a need to view/obtain the information
  • Keep computer passwords in a locked/secured location
  • Ensure hardware/software default passwords are changed upon installation
  • Do not store or access records containing PII on mobile devices.
  • Keep historical records that contain PII in a locked room accessible only to Village staff

B. Village Personnel shall take reasonable precautions when disposing PPI, including but not limited to:

  • Disposing of documents containing PPI in accordance with the Document Destruction Schedule and requirements of the Local Records Act
  • Shredding documents containing PPI instead of placing in recycling or trash bins
  • Deleting files and wiping computer discs and external storage devices in order to render the information unintelligible or destroyed.

Identification of Red Flags
A. Alerts, Notifications and Warnings from Credit Reporting Agencies

  • Report of fraud accompanying a credit report
  • Notice or report from a credit agency of a credit freeze on a customer or Applicant
  • Notice or report from a credit agency of an active duty alert for an Applicant
  • Indication from a credit report of activity that is inconsistent with a customer’s usual pattern 

B. Suspicious Documents

  • Identification document or credit card that appears to be forged, altered or inauthentic
  • Identification document or card on which a person’s photograph or physical description is not consistent with the person presenting document
  • Other document with information that is not consistent with existing customer information, such as a person’s signature on a check appears forged
  • Use of multiple credit/debit cards for a single transaction 

C. Suspicious Personal Identifying Information

  • Identifying information presented that is inconsistent with other information the customer provides
  • Information presented that is the same as information given by other customers
  • Identifying information presented that is consistent with fraudulent activity (for example, an invalid phone number or fictitious address)
  • Failure to provide complete personal identifying information when requested to do so 

D. Unusual Use of Account or Suspicious Account Activity

  • Change of address for an account followed by a request to change the account holder’s name
  • Payments stop on an otherwise consistently up-to-date account
  • Account used in a way that is not consistent with prior use (for example, very high activity)
  • Mail sent to the account holder is repeatedly returned as undeliverable
  • Notice to the Village that a customer is not receiving mail sent by the Village
  • Notice to the Village that an account has unauthorized activity
  • Breach in the Village’s computer system security
  • Unauthorized access to or use of customer account information 

E. Notices or Alerts from Others

  • Notice to the Village from a customer, identity theft victim, law enforcement or other person that the Village has opened or is maintaining a fraudulent account for a person engaged in identity theft 

Detecting Red Flags 
A. New Accounts

  • The Village will require certain identifying information such as name residential or business address, principal place of business for an entity, driver’s license or other state authorized identification
  • The Village will verify the customer’s identity (for example, review a driver’s license or other state authorized identification)
  • Use more than one form of identification to verify an identity/existence
  • Review documentation showing the existence of a business entity
  • Independently contact the customer

B. Existing Accounts

  • The Village will verify the identification of customers if they request information
  • Use more than one form of identification to verify an identity/existence
  • The Village will verify the validity of requests to change the billing addresses
  • The Village will verify changes in banking information given for billing and payment purposes

Response to Red Flags
A. If Village Staff detects Red Flags they will take reasonable steps to stop any further use of information and minimize any damage. Staff will gather all related documentation and write a description of the situation. The oversight committee will review this information and determine what further action may be necessary. Further action may include but is not limited to the following:

  • Continue to monitor an account for evidence of identity theft
  • Contact the customer
  • Not open a new account
  • Close an existing account
  • Reopen an account with a new number
  • Notify law enforcement
  • Determine that no response is warranted under the particular circumstances 

B. If Village Staff detects a Red Flag, the following steps may be taken to protect all Customers’ identifying Information:

  • Ensure that the Village’s website is secure or provide clear notice that the website is not secure
  • Ensure complete and secure destruction of paper documents, computer files and external storage devices containing customer information
  • Ensure that office computers are password protected and that computer screens lock after a set period of time
  • Keep offices clear of papers, computer discs and external storage devices containing customer information
  • Ensure computer virus protection is up to date and passwords are changed frequently
  • Require and keep only the kinds of customer information that are necessary for Village purposes 

Program Updates
This program will be reviewed annually and, if necessary, updated at that time.

Program Administration
A. Oversight
A committee comprised of representatives from the Finance Department, Legal Department and Manager’s Office will be in charge of oversight.

B. Staff training and reports
Appropriate staff members will receive training and all employees will receive this policy.

C. Service Provider Arrangements
If the Village uses a service provider to perform an activity in connection with the account, the Village shall:

  • Require by contract that service providers have such policies and procedures in place, and
  • Require by contract that service providers review the Village’s program and report any Red Flags to the Village staff responsible for oversight.
  • Specific Program Elements and Confidentiality
    Because this policy must be adopted publicly, there may be additional specific practices used that will be kept confidential.

Rule of Thumb Guidelines | Quick Reference
A. Hard Copy Records Containing Sensitive Information

  • Lock it up
  • Black it out
  • Shred documents upon disposal

B. Red Flag Activity

  • Delay Transaction
  • Verify Information
  • Report to Supervisor