ILLINOIS STATE POLICE MERIT BOARD POLICY NUMBER POLICY MB01 SUBJECT BOARD MEETINGS UPDATED 09/01/99 REVISION NO. REVISION DATE I. Authority 20 Illinois Compiled Statutes Section 2610/7. 2 Illinois Administrative Code Part 2050 Section 2050.210, 2050.220 and 2050.230. II. Purpose The Illinois State Police Merit Board is responsible for conducting meetings to gather information and render decisions regarding the recruitment/selection, promotion and disciplinary processes. III. Policy Regular meetings of the Illinois State Police Merit Board shall be held quarterly in accordance with the Open Meetings Act. The Chairman may also schedule special meetings as needed. The Chairman shall preside at all meetings. The Secretary shall insure that a minutes book of all actions and decisions of the Board rendered at each meeting is maintained. In the absence or disability of the Chairman and Secretary, other members may be selected to act in these positions temporarily. Three members of the Board shall constitute a quorum for the transaction of business. Concurrence of at least three members is necessary to render a decision. IV. Definitions Chairman - a Merit Board member elected by a quorum of the members to serve a two (2) year term as Chairman of the Board. Open Meetings Act - 5 Illinois Compiled Statutes Section 120. Secretary - a Merit Board member elected by a quorum of the members to serve a two (2) year term as Secretary of the Board.
MB01 V. Responsibilities It is the responsibility of the Merit Board to: A. Convene four (4) quarterly meetings each year. B. The Merit Board Chairman will preside at all meetings. C. The Merit Board Secretary will insure that minutes are taken at each meeting. Prepared By Date Approved By Date 09/01/99 09/01/99 Page 2 of 3
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ILLINOIS STATE POLICE MERIT BOARD POLICY POLICY NUMBER MB02 SUBJECT RECRUITMENT PROCESS UPDATED REVISION NO. 07/16/10 #6 REVISION DATE 07/16/10 I. Authority 20 Illinois Compiled Statutes Section 2610/6. 2 Illinois Administrative Code Part 150 Section 150.210, 150.220, and 150.240. II. Purpose The Illinois State Police Merit Board is responsible for the administration of an objective and equitable applicant recruitment process for Illinois State Police Sworn Officers. III. Policy The Illinois State Police Merit Board has set the following minimum requirements for persons applying for the Illinois State Trooper position: - Applicant must be at least 21 years old. (An applicant 20 years of age will be accepted if the Option 4 education requirement has been met.) - Applicant cannot have been convicted of a felony. - Applicant must be a citizen of the United States. - Applicant must have a valid driver s license. - Applicant must be willing to accept assignment anywhere in the state. - Applicant must have completed, with a C average or better, one of the following education requirements:
MB02 Option 1) Option 2) Option 3) Option 4) An Associate of Arts Degree or equivalent course work* PLUS meet one of the following experience requirements: 3 years of continuous, full time service, as a police officer with the same police agency OR 3 years of consecutive active military duty. An Associate of Science Degree or equivalent course work* PLUS meet one of the following experience requirements: 3 years of continuous, full time service, as a police officer with the same police agency OR 3 years of consecutive active military duty. An Associate of Applied Science Degree, ONLY if the degree is in Law Enforcement, PLUS meet one of the following experience requirements: 3 years of continuous, full time service, as a police officer with the same police agency OR 3 years of consecutive active military duty. A Bachelor s Degree * The equivalent course work option must meet the following criteria: - 9 semester hours in Communication studies - 9 semester hours in Social Science studies - 6 semester hours in Natural Science studies - 3 semester hours in Math studies - 9 semester hours in Humanity studies - 24 semester hours in any other electives The college or university must be accredited by one of the following associations: A. Middle States Association of Colleges and Schools B. North Central Association of Colleges and Schools C. New England Association of Schools and Colleges D. Northwest Association of Schools and Colleges E. Southern Association of Colleges and Schools F. Western Association of Schools and Colleges All interested persons may apply by submitting an online application from the Merit Board s website, www.illinoistrooper.com. The Merit Board will set a time period for accepting applications. At the end of this period all applicants who meet the above qualifications, and submit requested documents by the deadline date provided during the application process, will be scheduled for the Recruitment Test. The Recruitment Test consists of: 1) An Orientation session conducted to provide applicants with information pertaining to the remaining steps in the recruitment and selection process, information relating to the Illinois State Police, and a demonstration of the Fitness Test. Page 2 of 3
MB02 2) After the Orientation session, the Fitness Test is administered. Applicants who pass the Fitness Test are advanced to 3) Written testing where applicants participate in two tests measuring cognitive and personality/attitude. Applicants who successfully complete both the Fitness and Written Tests will be placed in an eligibility pool where they remain until a cadet class is scheduled and the Selection Process is initiated, or their eligibility expires, whichever comes first. A candidate s eligibility period is good for at least one year from the date of their Recruitment Test, but could be extended for a longer period. The time-frame of the eligibly pool will be determined by State budget issues and the needs of the Illinois State Police. IV. Definitions Eligibility Pool - The group of candidates who have successfully completed Fitness Testing and Written Testing. V. Responsibilities It is the responsibility of the Merit Board to: A. Notify all applicants who submit applications of their status in the process. B. Schedule and notify qualified applicants of Recruitment Testing. C. Notify successful testers of their placement in the eligibility pool. It is the responsibility of the Illinois State Police to: A. Direct the recruiting effort to encourage persons to apply for the position of Illinois State Trooper. B. Provide personnel to assist with the testing events. Prepared By Date Approved By Date 07/16/10 07/16/10 Page 3 of 3
ILLINOIS STATE POLICE MERIT BOARD POLICY POLICY NUMBER MB03 SUBJECT PROMOTION UPDATED REVISION NO. 09/01/99 #7 REVISION DATE 04/18/08 I. Authority 20 Illinois Compiled Statutes Section 2610/8, 2610/10 and 2610/11. 80 Illinois Administrative Code Part 150 Section 150.410, 150.420, 150.430 and 150.440. II. Purpose The Illinois State Police Merit Board is responsible for the administration of an objective and equitable promotional process for Illinois State Police Sworn Officers. III. Policy The Merit Board classified sworn officer according to the following ranks: State Police Officers Major Captain Lieutenant Master Sergeant Sergeant Special Agent Trooper Standards and qualifications for each rank are established for description and test purposes. The promotional process will be conducted for officers desiring to obtain the rank of Sergeant, Master Sergeant, Lieutenant, and Captain. Examinations will be given every twenty-four (24) months. The promotional process for Sergeant consists of a written examination, performance appraisal and seniority points. The process for Master Sergeant, Lieutenant and Captain also consists of a written examination, performance appraisal and seniority points with the addition of an assessment exercise. The promotional process for the rank of Major will be initiated when the Illinois State Police makes written request nominating a candidate for that rank.
MB01 MB03 Officers must take the examination for the rank immediately above their permanent rank. Officers having recently graduated from the Academy must have completed their probationary period and been employed with the Illinois State Police one (1) year from the time the promotional process is initiated before being allowed to take the examination. All officers must be in their current rank as of May 1 st of the current year to be eligible to participate in the Job Knowledge Test and the Assessment Exercise and be a candidate on the current year s Promotional Certification List. If an officer is promoted after May 1, and before June 30 of the test year, he/she may participate in the Job Knowledge Exam, Assessment Exercise and Promotional Skills Evaluation (PSE) being administered that year but will not be eligible to be a candidate on the current year s Promotional Certification List. These officers will then be included as candidates for the following year s Promotional Certification List. PSE scores from both the current year and following year will be averaged for each officer. If an officer is promoted after May 1, and chooses not to participate in the Job Knowledge Exam, Assessment Exercise or PSE that officer will not be an eligible candidate on a Promotional Certification List until he/she completes their next Promotional Cycle. If an officer is promoted after June 30, of the testing year, he/she can not participate in the Job Knowledge Exam or Assessment Exercise and will not be an eligible candidate on a Promotional Certification List until he/she completes their next Promotional Cycle. Sworn Officers on leave of absence or disability leave on the date the promotional process is initiated are not eligible to participate in the promotional process. The promotional process is initiated when the deadline for responding to the examination announcement has passed. The Merit Board will provide all officers with official notification of the promotional process. Officers must take the examination at the designated sites and time determined by the Merit Board except for two deviations - military leave and job related business. The Merit Board does allow Sworn Officers of the Department on military leave of absence or job related business, the opportunity to participate in the promotional test process at authorized locations other than the designated test sites with prior approval from the Executive Director of the Merit Board. Following the promotional Job Knowledge Examination, officers may participate in a post-test review. Candidates will be given the opportunity to review their respective Job Knowledge Test using a published answer key. Written appeal forms are available for officers who desire to register a formal appeal with the Merit Board. Only officers testing at the official designated test sites, will be given the opportunity to participate in the post test review process. Following the Promotional Assessment Exercise, officers will receive an individual score report detailing the performance on each component of the Promotional Process. If the officer has questions regarding the feedback, he/she can contact the Merit Board in writing for further explanation. Officers participating in the promotional process will receive points for time in rank. Seniority points will be calculated by multiplying the number of months in the officers permanently assigned rank by.2 point per month. Officers may earn a maximum of five (5) points for up to twenty-five (25) months service in their permanently assigned rank. Page 2 of 5
MB01 MB03 The total promotional score for Sergeant will be calculated by applying the following weights to the officer's component scores: Components Sgt. Written Examination 50% Performance Appraisal 45% Seniority in Rank up to 5% All officers participating in the total promotional process for Sergeant will appear on the promotional list. However, the Merit Board will certify for promotional consideration only the top 65% of the officers participating in the process. The certification lists for Sergeant will be according to districts, zones and special districts, as defined jointly by the Illinois State Police and the Illinois State Police Merit Board for promotional purposes. The officer's location on the certification list will be determined by the location in which the officer was rated. The total promotional score for Master Sergeant, Lieutenant and Captain will be calculated by adding the written examination score, performance appraisal score and assessment exercise score. The combined score will be standardized to a 100 point scale multiplied by 95%, then seniority points will be added. The top 65% of all officers participating in the assessment exercise will be certified to the Director for promotional consideration. All candidates competing for the ranks of Lieutenant and Captain must possess a Bachelor=s Degree. Those candidates hired before 1999 will be granted 10 years to complete a Bachelor=s Degree. The 10 year period will begin on January 1, 2003 and end on December 31, 2013. Candidates must have graduated with a AC@ average or better from an accredited college or university, as certified by the registrar of the college or university. The college or university must be accredited by one of the following associations: 1) Middle States Association of Colleges and Schools; 2) North Central Association of Colleges and Schools; 3) New England Association of Schools and Colleges; 4) Northwest Association of Schools and Colleges; 5) Southern Association of Colleges and Schools; 6) Western Association of Schools and Colleges; The Certification lists for Master Sergeant will be according to districts, zones and special districts, as defined jointly by the Illinois State Police and the Illinois State Police Merit Board for promotional purposes. The officer's location on the certification list will be determined by the location in which the officer was rated. The certification lists for Lieutenant will be according to regions, as defined jointly by the Illinois State Police and the Illinois State Police Merit Board for promotional purposes. There will be statewide certification list for the rank of Captain. Page 3 of 5
MB01 MB03 Candidates for the rank of Major will be nominated to the Board by written request from the Illinois State Police. The Board will review the position requirements, candidate information and any written/oral examinations necessary to determine if the candidate will be certified for promotion. The top ten (10) candidates on each certification list are equally eligible for promotion. The Director may promote any officer in this group. If there is a tied score, both officers are eligible for promotional consideration. As promotions are accepted or waived, the officer with the next highest score on the list moves into the top ten (10) group. If an officer waives an offer of promotion, they do not lose their position on the list. If the Merit Board receives notice from the Illinois State Police that an officer on the certification list has been suspended, is on leave of absence, or has applied for disability benefits, the Board will remove the officer's name from the promotional list. The Merit Board will restore the officer's name to the promotional list upon notification that the suspension, leave of absence or disability has terminated. The Merit Board may certify to the Director of the Illinois State Police for promotion to the next rank: 1) An officer who has been killed in the line of duty 2) An officer who has received a career-ending injury The promotional certification lists will remain in effect until a new certification list has been established. If the Director exhausts the group of eligible candidates on any one list, he may file a written request with the Board asking for the certification of additional names on that list. The Board will consider any voluntary demotion in rank upon written request from the individual accompanied by approval from the Director of the Illinois State Police. The Board will review the information and then make a decision. IV. Definitions Board - The Illinois State Police Merit Board. Candidate - An Illinois State Police Officer who participates in the promotional process. Certification - The Illinois State Police Merit Board's authority to designate candidates eligible for promotion. Director - Director of the Illinois State Police. Promotion - The Director's authority to advance certified sworn officers to the next higher rank. V. Responsibilities It is the responsibility of the Merit Board to: A. Provide all officers notification of the promotional process. Page 4 of 5
MB01 MB03 B. Develop questions for the promotional examination. C. Conduct the post-test review of the examination for Captain. D. Administer the promotional examination for Captain. E. Score the promotional examination. F. Develop and administer the assessment exercise. G. Calculate the seniority score. H. Calculate the total promotional score. I. Compile the promotional certification lists. J. Provide an individual report to all candidates. It is the responsibility of the Illinois State Police to: A. Develop and administer the performance appraisal instrument. B. Administer the promotional examination for Sergeant, Master Sergeant and Lieutenant. C. Conduct the post-test review of the examination for Sergeant, Master Sergeant and Lieutenant. D. Assist with the verification of an officer's permanent assignment as recorded on the certification lists. E. Provide information to calculate the seniority points. F. Notify the Board of suspensions, leave of absences or disability benefit transactions. G. Notify the Board of promotions made. Prepared By Date Approved By Date 04/18/08 04/18/08 Page 5 of 5
ILLINOIS STATE POLICE MERIT BOARD POLICY NUMBER POLICY MB04 SUBJECT DISCIPLINE UPDATED REVISION NO. 07/16/10 #4 REVISION DATE 07/16/10 I. Authority 20 Illinois Compiled Statutes Section 2610/13 and 2610/14. 80 Illinois Administrative Code Part 150 Section 150.510, 150.520, 150.530, 150.540, 150.550, 150.560, 150.565, 150.570, 150.575, 150.580, 150.585, 150.590, 150.610, 150.620, 150.630, 150.640, 150.650, 150.655, 150.660, 150.665, 150.670, 150.675, 150.680 and 150.685. II. Purpose The Illinois State Police Merit Board is responsible for the process of discipline, removal, demotion and suspension of Illinois State Police sworn officers who violate the rules and regulations of the Illinois State Police. Guidelines will be established so that both the Illinois State Police and the sworn officer receive fair and equal opportunity to present their case. III. Policy The Director or Deputy Director of the Illinois State Police will have the authority to: - Suspend any sworn officer for violation of the Rules and Regulations for thirty (30) days or less. - Require restitution for negligent damage, destruction, or loss of State property. - Issue a written reprimand or letter of admonition. Any sworn officer suspended for thirty (30) days or less may petition the Merit Board in writing to review the suspension. This Petition for Review must be filed within ten (10) days after notice of suspension is received and contain the following information: - Name, rank and address of petitioner. - Date of appointment. - Date and time the notice of suspension was received and dates of suspension. - Copy of the notice of suspension or the quoted contents.
MB04 - Statement showing the specific reasons why the petitioner feels the suspension should be reviewed by the Board. A copy of the Petition is immediately sent to the Director of the Illinois State Police. The Director has ten (10) days from receipt to file a response. The Board will have 90 days to consider the Petition and the department s response to the Petition. After such time, the Board will decide to hear the Petition and schedule a hearing on this matter or, by unanimous decision, dismiss the Petition if they determine that there is no substantial basis for review. If the Board consents to a hearing, this hearing will be set within thirty (30) days from the date the decision to hear the Petition for Review is granted, giving the officer at least ten (10) days notice of the hearing. The Director will also have the authority to file written charges (complaint) with the Merit Board requesting that an officer be discharged, demoted or suspended for more than thirty (30) days up to and including one hundred eighty (180) days. The Board will set the matter for hearing within thirty (30) days from the date of receipt of the complaint and give the officer at least ten (10) days notice of the hearing. The hearing on a complaint will be handled in the same matter as a hearing on a Petition for Review. The Merit Board will only consider violations of the rules and regulations based upon conduct which precedes by three (3) years the date the disciplinary action is filed, except in those instances where the alleged conduct is parallel to criminal conduct as provided by the laws of Illinois, the United States or any governmental subdivision thereof. In this case, the time period shall conform with the applicable criminal statute of limitations when the applicable criminal statute of limitations is longer than three (3) years. The Merit Board will appoint a hearing officer who has the authority to conduct the hearing, conduct pre-hearing conferences, administer oaths, examine witnesses, rule on motions, order a deposition be taken and issue orders on behalf of the Board. The Board will issue subpoenas in response to a written request received from the Director, the sworn officer, or their counsel. This request for subpoenas may be for individuals to appear for the hearing, or have them produce books, papers, records, accounts, and other documents deemed relevant to the case. The Board will not undertake the service of subpoenas. The hearing officer shall preside over the hearing. All hearings shall be public. The Illinois State Police and the sworn officer may be represented by counsel, if they so desire. The Illinois State Police is required to prove its case by a preponderance of evidence. The Merit Board will employ a court reporter who will be responsible for recording and transcribing the events of the hearing. After the conclusion of the hearing, the hearing officer will submit a Report of the Findings of Fact and Conclusions of Law to the Merit Board and the two parties within forty-five (45) days from the date of the hearing. The Merit Board will have ninety (90) days from the date of delivery of the Findings of Fact and Conclusions of Law to issue a written decision. The Merit Board will find the officer guilty, if the Page 2 of 4
MB04 charges are established by a preponderance of the evidence, or not guilty. If the Board finds the officer guilty of any or all of the accusations outlined in the complaint, the Board may order the officer's discharge, demotion, or a suspension for a period of not more than one hundred eighty (180) days, and/or recommend participation in a rehabilitative program. If the Board finds the officer not guilty or the officer has served a period of suspension greater than the period determined by the Board, the Board shall order that the officer receive compensation for the period involved. The award of compensation shall include interest at the rate of 7% per annum. The Board may include in its order appropriate sanctions based upon the Board's rules and regulations. If the Board finds that a party has made allegations or denials without reasonable cause or has engaged in frivolous litigation for the purpose of delay or needless increase in the cost of litigation, the Board may order that party to pay the other party's reasonable expenses, including costs and reasonable attorney's fees. Both the individual officer and the Illinois State Police shall be subject to these sanctions. In the case of a Petition for Review, the Board may sustain, reduce, or reverse the action of the Director or Deputy Director if the charges are established by a preponderance of the evidence. In the event that the action is reversed or reduced, the Board may direct that the officer receive pay for the appropriate period involved. The Board may not increase the period of suspension given by the Director or Deputy Director. IV. Definitions Deputy Director - Deputy Director in charge of a division within the Illinois State Police. Director - Director of the Illinois State Police. Hearing - Any hearing authorized by the Illinois Revised Statutes. Hearing Officer - A person duly qualified and designated by the Merit Board to preside over disciplinary hearings. V. Responsibilities It is the responsibility of the Merit Board to: A. Appoint a hearing officer to conduct the hearing. B. Pay Hearing Officer and Court Reporter. C. Issue subpoenas. D. Maintain originals of all documents in chronological order. It is the responsibility of the Illinois State Police to: Page 3 of 4
MB04 A. Carry out the orders of the Merit Board. Additional responsibilities of the Hearing Officer to include: A. Reserve a conference room for hearing. B. Obtain court reporter for hearing. Prepared By Date Approved By Date 07/16/10 07/16/10 Page 4 of 4
ILLINOIS STATE POLICE MERIT BOARD POLICY POLICY NUMBER MB05 SUBJECT RE-CERTIFICATION UPDATED REVISION NO. 07/16/10 #3 REVISION DATE 10/21/11 I. Authority 20 Illinois Compiled Statutes Section 2610/8 and 2610/9. 80 Illinois Administrative Code Part 150 Section 150.230. II. Purpose The Illinois State Police Merit Board is responsible for re-certification of individuals who have been officers of the Illinois State Police but have resigned. III. Policy The Illinois State Police Merit Board will consider only those applicants for re-certification to the Director of the Illinois State Police who have satisfactorily complied with all of the following conditions: - The individual requesting re-certification must have been a sworn officer who successfully completed their probationary period of service with the Illinois State Police prior to their separation. At the time of separation, the individual must have been in good standing with the Illinois State Police. - Application for re-certification must be filed with the Illinois State Police Merit Board on or before one year from the date of separation from the Illinois State Police. - The individual requesting re-certification must complete a comprehensive application, pass a fitness test, and a background investigation must be completed. A committee consisting of Illinois State Police upper command and the Merit Board Director will review this information for re-certification purposes and will present their findings in writing to the Merit Board.
MB05 - A written decision will be sent to the applicant. Should a decision be made to not recertify the applicant, that decision will be final. There will be no appeal process for a denial of a re-certification request. The applicant may apply at any time during a regular application process. IV. Definitions Re-certification A request filed by a past officer for re-employment with the Illinois State Police after separation. V. Responsibilities It is the responsibility of the Merit Board to: A Verify an officer's request for re-certification for compliance with the Re-certification Policy. B. Require the officer to complete a comprehensive application. C. Schedule and oversee the Physical Fitness Test. D. Participate in the committee to review the officer's information. E. Notify applicant It is the responsibility of the Illinois State Police to: A. Conduct the Physical Fitness Test. B. Conduct the Background Investigation. C. Provide a written evaluation from the officer's previous Deputy Director and Supervisors. D. Participate in the committee to review the officer's information. VI. Decision A. A committee consisting of two Illinois State Police command and Executive Director of the Merit Board will meet to review applicant s file. B. Review Committee will complete a review sheet with their decision to certify or not certify applicant. C. A letter will be sent to applicant stating Review Committee s decision. D. Director of Illinois State Police will be notified of the committee s decision. E. The decision will be final. There is no appeal process for this decision. Prepared By Date Approved By Date 10/21/11 10/21/11 Page 2 of 2
ILLINOIS STATE POLICE MERIT BOARD POLICY NUMBER POLICY MB06 SUBJECT SECURITY UPDATED REVISION NO. REVISION DATE 09/01/99 #1 09/01/99 I. Authority 20 Illinois Compiled Statutes Section 2610/6. 2 Illinois Administrative Code Part 2050 Section 2050.240. II. Purpose The Illinois State Police Merit Board is responsible for the security of information regarding the recruitment and selection, promotion and disciplinary processes. III. Policy The Illinois State Police Merit Board will maintain an office in Springfield, Illinois. All documents regarding the recruitment and selection, promotion and disciplinary processes will be stored at this office. These documents will be secured by an alarm system which is monitored by a security company twenty-four (24) hours a day. The entry keys to the doors of the Merit Board office will be numbered and assigned to Merit Board staff with a log maintained of who has possession of each key. The keys to the office cannot be duplicated except by authorization of the Executive Director. All Merit Board staff members will have a Background Investigation conducted and sign an Agreement of Confidentiality upon employment with the Board. All testing materials and sensitive documents will be stored in the fire proof cabinet or the vault. The Executive Director will have a key to the cabinet and the vault and it will be his responsibility to guarantee security of the keys.
MB09 IV. Definitions Board - Illinois State Police Merit Board. Executive Director - Executive Director of the Illinois State Police Merit Board. Staff - Persons employed by the Illinois State Police Merit Board. Sensitive Documents - Confidential material related to the recruitment and selection, promotion and disciplinary processes. Testing Material - Test booklets, answer sheets, administrator's manual, answer keys and all other material related to the recruitment and selection and promotional testing processes. V. Responsibilities It is the responsibility of the Merit Board to: A Sign the Agreement of Confidentiality upon employment with the Merit Board. B. Secure the building and set the alarm when leaving the premises. C. Secure all testing materials and sensitive documents in a fire proof cabinet or vault before leaving the premises each day. D. Maintain a log of assigned keys. Prepared By Date Approved By Date 09/01/99 09/01/99 Page 2 of 2
ILLINOIS STATE POLICE MERIT BOARD POLICY POLICY NUMBER MB07 SUBJECT RECORDS RETENTION UPDATED REVISION NO. #1 09/01/99 REVISION DATE 09/01/99 I. Authority 20 Illinois Compiled Statutes Section 2610/8, 2610/9, 2610/10, 2610/13 and 2610/14. 80 Illinois Administrative Code Part 150 Section 150.220, 150.410, 150.430 and 150.510. The Illinois State Police Merit Board is responsible for the retention of records regarding the recruitment and selection, promotion and disciplinary processes. III. Policy The Illinois State Police Merit Board has filed a Records Retention Schedule with the Secretary of State, State Records Commission. This Commission has approved the following guidelines for retention of records: A. State Police Merit Board Meeting Minutes and supporting documentation. Retain the original minutes in the Merit Board office permanently. Also transfer a copy of the minutes and supporting documentation to the State Archives for permanent retention. B. Correspondence Files which consist of general correspondence pertaining to the operation and administration of the Board, such as correspondence between Board members and correspondence with other agencies. Retain the paper copy in the office for three (3) years, then dispose of this paper copy, provided that there is no litigation pending or anticipated. C. Sworn Officer Personnel Files of Applicants who were certified to the Director, Illinois State Police. Retain in the Merit Board office for one (1) year, then microfilm the files and dispose of the originals. Retain one copy of the microfilm reel in the Merit Board office and transfer a second security copy of microfilm to the State Records Center for
MB07 forty (40) years. Dispose of both microfilm reels after forty (40) years if there is no pending or anticipated litigation. D. Incomplete Recruitment and Selection Application Files which consist of applicants who failed to complete any steps in the recruitment and selection process. Retain in the Merit Board office for one (1) year, then microfilm the files and dispose of the originals. Retain one copy of the microfilm reel in the Merit Board office and transfer a second security copy of microfilm to the State Records Center for thirteen (13) years. Dispose of both microfilm reels after thirteen (13) years if there is no pending or anticipated litigation. E. Ineligible Application Files which consist of applicants whose eligibility was terminated in the recruitment and selection process. Retain in the Merit Board office for one (1) year, then microfilm the files and dispose of the originals. Retain one copy of the microfilm reel in the Merit Board office and transfer a second security copy of microfilm to the State Records Center for thirteen (13) years. Dispose of both microfilm reels after thirteen (13) years if there is no pending or anticipated litigation. F. Applicant's Test Answer Sheets and Related Correspondence in the Recruitment and Selection Process. Retain paper copies in Merit Board office for six (6) months after being entered into the computer, then dispose of the original paper. Retain computer tapes and/or files for five (5) years in Merit Board office and then reuse and/or dispose the computer tapes providing all audits have been completed under supervisor of the Auditor General, if necessary, and if there is no pending or anticipated litigation. G. Promotion Records for candidates who participated in the promotional process and related correspondence. Retain paper copies in the Merit Board office for three (3) years, then microfilm and dispose of the originals. Retain one copy of the microfilm reel in the office for thirtyseven (37) years and transfer a security copy of microfilm to the State Records Center for thirty-seven (37) years. Dispose of both microfilm reels after thirty-seven (37) years if there is no pending or anticipated litigation. Page 2 of 4
MB07 H. Merit Board accounting and budget records. Retain paper copies in the Merit Board office for three (3) years, then transfer to the State Records Center for three (3) years. These records may be destroyed after this period of time provided that all audits have been completed under the supervision of the Auditor General and there is no pending or anticipated litigation. I. Personnel Files of previous Merit Board employees. After the employee is no longer employed by the Merit Board, transfer the personnel records to the State Records Center for a five (5) year period. These records may be destroyed after this period of time provided that all audits have been completed under the supervision of the Auditor General and there is no pending or anticipated litigation. IV. Definitions Litigation - a legal proceeding. Merit Board - Illinois State Police Merit Board. State Records Commission - a division under the Secretary of State. State Archives - a building which serves as the State of Illinois depository for microfilm. V. Responsibilities It is the responsibility of the Merit Board to: A. Prepare records for microfilm. B. Deliver records for microfilming to the Secretary of State. C. Destroy appropriate records as outlined in the policy. D. Ensure that the microfilm that is stored at the Merit Board office is maintained under the proper conditions. Prepared By Date Approved By Date Page 3 of 4
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ILLINOIS STATE POLICE MERIT BOARD POLICY POLICY NUMBER MB08 SUBJECT DISSEMINATION OF INFORMATION UPDATED REVISION NO. #2 07/16/10 REVISION DATE 07/16/10 I. Authority 20 Illinois Compiled Statutes Section 2610/8. 2 Illinois Administrative Code Part 2050 Section 2050.20. II. Purpose The Illinois State Police Merit Board is responsible for the dissemination of information regarding the recruitment and selection, promotion and disciplinary processes. III. Policy Any request for information should be submitted in writing to the Chairman of the Merit Board. This request should include a complete description of the information requested, the reason for the request and, when applicable, timing requirements. The Merit Board shall respond to such requests within ten (10) days of receipt, whenever possible. All applicants will receive written notification of their respective status in the recruitment and selection process. Applicant status will be available for review only to the participating individual or authorized agent. All sworn officer candidates will receive written notification of their respective results and numerical scores in the promotional process. A candidate may review the certification list on which he/she appears at the Merit Board office after the list has been certified to the Director, Illinois State Police. Candidate status will be available for review only to the participating individual or authorized agent. All confidential information pertaining to an applicant in the recruitment and selection process or a candidate in the promotional process must be subpoenaed for review at the Merit Board office. When confidential information is requested, or whenever release of information is limited or prohibited by statute, the requestor shall be notified in writing.
MB08 The following records of the Board are confidential and not available for review: - Applicant lists in the selection process. - Reports of Background Investigation. - All tests and examination materials. - Disciplinary measures by the Illinois State Police and actions/decisions by the Merit Board prior to the final decision of the case. IV. Definitions Applicant - An individual who participates in the recruitment and selection process. Candidate - An Illinois State Police Officer who participates in the promotional process. V. Responsibilities It is the responsibility of the Merit Board to: A. Respond in writing to all requests for information. B. Notify all applicants of their status in the recruitment and selection process. C. Notify all candidates of their status in the promotional process. Page 2 of 3
Prepared By Date Approved By Date 07/16/10 07/16/10 Page 3 of 3
ILLINOIS STATE POLICE MERIT BOARD POLICY NUMBER POLICY MB09 SUBJECT SELECTION PROCESS UPDATED REVISION NO. REVISION DATE 07/16/10 #5 10/21/11 I. Authority 20 Illinois Compiled Statutes Section 2610/6. 2 Illinois Administrative Code Part 150 Section 150.210, 150.220, and 150.240. II. Purpose The Illinois State Police Merit Board is responsible for the administration of an objective and equitable applicant selection process for Illinois State Police Sworn Officers. III. Policy Once the Merit Board receives notice from the Illinois State Police that a cadet class is anticipated, the Merit Board will designate applicants to go into the Selection Process. Selection of applicants from the eligibility pool will be according to the number of applicants needed by the Illinois State Police, and the tactical needs identified by the Department. A Polygraph Test may be required at any time during the process. Applicants will be notified in writing of their eligibility at each step in the process, with their eligibility being terminated if they are not selected to continue to the next step in the process. Applicants whose eligibility terminates during the selection process are free to reapply and start the Recruitment Process over. The Background Investigation is conducted by the Illinois State Police and consists of a Category A background check which includes verification of birth, education and employment; personal, neighborhood and developed references; traffic and criminal checks on applicants and their families.
MB09 A committee will be assembled by the Merit Board to review each applicant's background for job related requirements and qualifications. The Background Review committee will consist of a three member panel consisting of two supervisory personnel from the Illinois State Police, and one Merit Board member or staff. The Merit Board representative will chair the panel. Gender and ethnic consideration will be made when choosing this committee. The committee will determine after this review if the applicant will be invited to an Oral Interview. The Oral Interview will consist of two panels. Panel I will be a question and answer interview conducted by supervisory personnel from the Illinois State Police, and one Merit Board member or staff. The Merit Board representative will chair the panel. Panel II will be a structured oral assessment conducted by supervisory personnel from the Illinois State Police. Upon completion of the Oral Interview, applicants are ranked according to their interview scores. Applicants who have military active duty service during a time of conflict will receive five points add to their total interview score. The Board will certify to the Director of the Illinois State Police the number of applicants requested. In the event that a war or a time of conflict is declared by the United States of America, and an applicant who is in the current Selection Process is called to active duty, that applicant, upon supplying written documentation concerning this activation, may request to be held at his/her current step of the Selection Process. If the hold request is approved, once an applicant is released from active military duty, he/she must provide written documentation of active military duty dates. After verification of these dates, an applicant will continue from the hold step in the Selection Process. All elements of the Selection Process are administered, scored, evaluated and interpreted in a uniform manner. The Board ensures a uniform process for administering the Selection Process. All operational elements of the Selection Process - time limits, oral instructions, practice problems and scoring formulas are carried out identically for all candidates. IV. Definitions Certification - The Illinois State Police Merit Board's authority to designate candidates eligible for employment by the Illinois State Police. V. Responsibilities It is the responsibility of the Merit Board to: Page 2 of 3
MB09 A. Select, schedule and notify qualified applicants of each step in the Selection Process. B. Certify to the Director a list of candidates eligible for employment by the Illinois State Police. It is the responsibility of the Illinois State Police to: A. Provide personnel to assist with the testing events. B. Provide a conditional offer of employment to the applicants on the certification list. Prepared By Date Approved By Date 10/21/11 10/21/11 Page 3 of 3
ILLINOIS STATE POLICE MERIT BOARD POLICY NUMBER POLICY MB10 SUBJECT IDENITY PROTECTION UPDATED REVISION NO. 02/04/2013 0 REVISION DATE Illinois State Police Merit Board Statement of Purpose for Collection of Identification Numbers Identity Protection Policy The Identity Protection Act, 5 ILCS 179/1 et seq., requires each local and State governent agency to draft, approve, and implement an Identity Protection Policy that includes a statement of purpose or purposes for which an agency is collecting and using an individual s Social Security Number (SSN). The Illinois State Police Merit Board also collects Federal Employer Identification Numbers (FEIN) and Taxpayer Identification Numbers (TIN), and therefore, includes their collection within this statement of purpose. This statement of purpose is being provided to you because you have been asked by the Illinois State Police Merit Board to provide your SSN, FEIN, TIN, or because you requested a copy of this statement. You are being asked for your SSN, FEIN, or TIN for one or more of the following reasons: Complaint mediation or investigation; Vendor services, such as executing contracts and/or billing; Law enforcement investigation; Child support collection; Internal verification; Administrative services; and/or Compliance with Federal and State laws and regulations. We will only use your SSN, FEIN, or TIN for the purpose for which it was collected. We will not: Sell, lease, loan, trade, or rent your SSN, FEIN, or TIN to a third party for any purpose; Publicly post or publicly display your SSN, FEIN, or TIN;
MB10 Print your SSN, FEIN, or TIN on any card required for you to access our services; Require you to transmit your SSN, FEIN, or TIN over the Internet, unless the connection is secure or your SSN, FEIN, or TIN is encrypted, or Print your SSN, FEIN, or TIN on any materials that are mailed to you, unless State or Federal law requires that number to be on documents mailed to you, or unless we are confirming the accuracy of your SSN, FEIN, or TIN. If you have any questions or complaints about this Statement of Purpose you may contact the Illinois State Police Merit Board at 217-786-6240. Prepared By Date Approved By Date Page 2 of 2