Policy No. C. 9.00
Date of Issue 2/4/2025
Illinois Tech is committed to giving back to the community and supporting our employees in their charitable endeavors. This policy outlines the guidelines for taking volunteer time off (VTO) in order to volunteer at registered 501(c)(3) non-profit organizations.
- Eligibility: Only full-time, non-union staff are eligible to participate. Union employees are governed by the applicable provisions of the appropriate collective bargaining agreement.
- Two days (15.5 hours) are available each calendar year if the employee is hired before January 1st of that year.
- One day (7.75 hours) is available if hired between January 1st and May 31st.
- Employees hired after May 31st receive no VTO days until the next calendar year.
- Unused VTO days will be lost if not used by December 31st of any calendar year.
- Employees who are on a performance improvement plan are not eligible to use VTO days, at the discretion of their manager.
- Non-Profit Organizations: Volunteer time must be spent with a registered 501(c)(3) non-profit organization.
- Ineligible Activities:
- Volunteering that directly benefits any political organization, religious institution, or for-profit entity is strictly prohibited.
- Activities that could be perceived, as determined by the university in its sole discretion, as a conflict of interest with the university’s operations or its values are not permitted.
- Personal gain from volunteer activities, including networking for personal business ventures or receiving any form of compensation, is not permitted.
- Scheduling Volunteer Days:
- Employees must request VTO days at least two weeks in advance with their direct supervisor.
- Approval of VTO days is subject to managerial discretion and university needs.
- Employees must coordinate with their teams to ensure coverage during their absence.
- Approval of VTO days may be rescinded based on department needs, as determined in the sole discretion of the university.
- VTO days may not be taken: (i) in conjunction or back-to-back with the use of any other paid leave time (ex. vacation, sick, personal); (ii) on a scheduled work day that immediately precedes or follows a university recognized holiday; (iii) consecutively (i.e. two VTO days may not be taken in a row).
- Documentation: Employees may be required to provide documentation from the non-profit organization to verify the volunteering activity.
- At least two weeks in advance of the volunteer activity, all employees must complete the form. The required form must be completed for each volunteer activity.
- If it is a group activity, the organizer must complete the “group” section of the form. After the group volunteer activity is completed, the organizers should submit the final attendance list of all who participated to HR@iit.edu.
- Additional Information
- This policy does not affect other forms of leave.
- Part-time, non-benefits eligible, and student employees are not eligible to participate in the volunteer time policy.
- Volunteer time must be used as a full day or half day. VTO may not be used on an hourly basis.
- VTO is paid at your regular pay rate and is not subject to overtime and may not be used for overtime.
- The university has a long-standing commitment to supporting services within our surrounding communities and encourages everyone to consider volunteer opportunities in the communities adjacent to or near the Mies campus, which includes for example: 60616, 60615, 60653, 60609, and 60605. While we encourage efforts in these areas, volunteer opportunities in other locations are equally valued and welcomed.
- Illinois Tech may organize group volunteer activities, which also count towards this entitlement, including opportunities through community affairs, university events such as commencement, and events held by university affiliated organizations. A VTO day may be used to participate in any such activities. If the university event is scheduled on a weekend or day the university is closed, the VTO may instead be used in lieu of a vacation day prior to December 31st of that calendar year.
- Employees are responsible for arranging their own transportation to and from volunteer events. The university does not provide transportation services for volunteer activities and is not responsible for coordinating travel arrangements unless it is part of a pre-arranged group volunteer activity.
- Employees participate in volunteer activities at their own risk. The university is not liable for any personal injury, loss, or damage to property that may occur during participation in volunteer events. Employees are encouraged to review and understand the terms and conditions of participation as set forth by the organizing non-profit organization.
- Employees are expected to adhere to all safety guidelines and conduct standards provided by the non-profit organization and to act in a manner that reflects positively on the university. Participation in volunteer activities does not exempt employees from complying with any applicable university policies regarding behavior and conduct outside of work hours.