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MSU Personnel Policies and Procedures Manual

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MSU Personnel Policies and Procedures Manual


Due to periodic change in federal and state law and in Murray State's Board of Regents' mandates, policies and procedures contained in this manual are subject to change. As University policies and procedures are modified and developed, revisions and additions will be made to the manual as quickly as possible. However, due to the time involved in the revision and distribution process, it is incumbent upon the reader to verify that a particular policy is the most current.

Additional policies and procedures are at Murray State's policy mall.

A document listing approved changes to the Personnel Policies & Procedures Manual is available here.

A copy of the policy manual can be obtained here.

 

OUTLINE OF PERSONNEL POLICIES & PROCEDURES MANUAL

 

I. INTERPRETATION AND RIGHTS

1. Interpretation

2. Disclaimer of contractual significance

3. Reservation of rights

4. Overview of the manual

II. EMPLOYMENT

II.A. DEFINITION OF FACULTY AND STAFF

1. Definition of faculty

2. Definition of staff

II.B. STAFF STATUS

1. Regular staff employees

2. Temporary staff employees

II.C. AFFIRMATIVE ACTION POLICY

II.D. RECRUITMENT, SELECTION, AND EMPLOYMENT

1. Registering a budgeted staff position when a vacancy occurs

2. Registering a new regular staff position

3. Recruitment of regular staff employees

4. Hiring a regular staff employee

5. Recruitment and hiring of temporary staff

II.E. PROBATIONARY PERIOD

II.F. EMPLOYMENT OF RELATIVES

II.G. PROMOTIONS AND TRANSFERS

1. Definitions

2. Requirements

3. Promotion and transfer procedures

4. Administrative procedures

5. Transfer of accrued vacation and sick leave

II.H. DEMOTIONS

II.I. RESIGNATION

II.J. TERMINATIONS AND LAYOFFS

1. Involuntary termination

2. Layoff

II.K. MANDATORY RETIREMENT

1. Non-tenured faculty and staff

II.L. EXIT INTERVIEW AND CLEARANCE PROCEDURE

1. Department responsibility

2. Responsibility of departments to be cleared

3. Faculty

4. Staff

II.M. EMPLOYEE EXEMPTION FROM THE STATE WAGE AND HOUR LAW

1. Executive

2. Administrative

3. Professional

4. Supervisory

III. PAYROLL & WORKING HOURS

III.A. WORKING HOURS

1. Workweek

2. Shifts

3. Days

III.B. PAYROLL

1. General information

2. Non-exempt staff

3. Exempt staff

4. Faculty

III.C. PAYROLL DEDUCTIONS

1. Required deductions

2. Optional deductions

3. Procedures

III.D. OVERTIME AND EXCEPTIONAL COMPENSATION

1. Requirement to pay overtime compensation

2. Time off without pay

3. The workweek for computing overtime

4. Working hours

5. Compensation for University holidays

6. Unscheduled University closing

7. Overtime for the same employer

III.E. PAY PLAN

1. Wage scale

2. Wage increases

3. Change of job

4. Reclassification

III.F. EXTRA COMPENSATION FOR STAFF

1. Criteria for receiving extra compensation

2. Eligibility for extra compensation

3. Limitations on extra compensation

4. Grants and contracts requirements

III.G. RECORDING TIME WORKED

1. Method of recording time worked

2. Verification of time worked

3. Record retention

III.H. ABSENTEEISM

1. Notifying supervisor of absence

2. Consequences of failure to notify supervisor or department of absence

3. No pay is authorized for the following unexcused absences

4. Centralized University records

III.I. PERFORMANCE EVALUATION

1. Purposes of the evaluation

2. Procedure

3. Appeal process

III.J. REST PERIODS

III.K. WEATHER

1. When the University remains open during inclement weather

2. When the University closes due to inclement weather

IV. LEAVES OF ABSENCE

IV.A. GENERAL LEAVES OF ABSENCE

IV.B. VACATION LEAVE

1. Eligibility

2. Accrual and accumulation

3. Scheduling/Utilization of vacation leave

4. Transfer of accrued vacation leave

5. Compensation for accrued vacation leave upon separation of employment

IV.C. SICK LEAVE

1. Eligibility

2. Accrual of sick leave

3. Transfer of accrued sick leave

4. Granting/Utilization of sick leave

5. Requesting sick leave

6. Evidence of disability

7. Extension of leave

8. Reinstatement of sick leave for former employees

9. Coordination with Workers' Compensation

10. Disability retirement

IV.D. HOLIDAYS

1. Establishing the University calendar

2. Holiday compensation for regular employees

3. No holiday compensation

IV.E. PERSONAL LEAVE

IV.F. EDUCATIONAL LEAVE

IV.G. MILITARY LEAVE

IV.H. ANNUAL MILITARY LEAVE WITH PAY

IV.I. VOTING

IV.J. FUNERAL LEAVE

IV.K. THE EMPLOYEE AND THE JUDICIAL SYSTEM

1. A party to the litigation

2. Witness

3. Jury duty

IV.L. PUBLIC SERVICE LEAVE OF ABSENCE WITHOUT PAY

IV.M. FAMILY & MEDICAL LEAVE

IV.N. MARRIAGE

IV.O. SICK LEAVE BANK

1. Responsibility

2. Membership

3. General operating procedures

4. Contributions

5. Criteria for Sick Leave Bank usage

6. Application and withdrawal

7. Sick Leave Bank application and approval process

8. Appeals Committee

9. Discontinuation

V. OTHER BENEFITS

V.A. GROUP LIFE AND MEDICAL INSURANCE PROGRAM

1. Eligibility

2. Life insurance

3. Optional life insurance coverage

4. Medical insurance

5. Tax-Saver Program

6. Coverage periods

7. Consolidated Omnibus Budget Reconciliation Act

8. Coverage during pending disability retirement

9. Right to change benefit coverage

V.B. KENTUCKY TEACHERS' RETIREMENT SYSTEM/OPTIONAL RETIREMENT PROGRAM

1. Eligibility

2. Information resources

3. Social Security

4. Type of system

5. Deferred income tax payments

6. Administration

7. Contributions

8. Relation of contribution, salary, and service credit - Kentucky Teachers' Retirement System

9. Annual statement of account

10. Beneficiary designation

11. Benefit coverage

12. Reciprocity - Kentucky Teachers' Retirement System

V.C. KENTUCKY EMPLOYEES RETIREMENT SYSTEM

1. Eligibility

2. Information resources

3. Social Security

4. Type of system

5. Administration

6. Reciprocity

7. Beneficiary designation

V.D. SOCIAL SECURITY

1. Record requirements

2. Payroll deductions

3. Deduction exemptions

V.E. WORKERS' COMPENSATION

1. Accident reporting requirements

2. Statutory benefits under the law

3. Additional benefits provided by the University

V.F. UNEMPLOYMENT COMPENSATION

1. Eligibility

2. Between school term ineligibility

V.G. DISABILITY RETIREMENT INCOME

V.H. TAX-SHELTERED ANNUITIES

1. Intent of 403 (b) plans

2. Approved companies

V.I. KENTUCKY PUBLIC EMPLOYEES DEFERRED COMPENSATION PLANS

1. Available information

2. Enrollment in the plans

3. Changes in existing plans

V.J. UNIFORMS

V.K. EDUCATION TUITION WAIVERS

1. General qualifications

2. Qualifying courses

3. Employee responsibility

V.L. G.E.D. EXAMINATION FEE WAIVER

1. General qualifications

2. G.E.D. Examination

V.M. DOCTORAL TUITION ASSISTANCE

1. General Qualifications

2. Employee Responsibility

3. Supervisor Responsibility

VI. RIGHTS & RESPONSIBILITIES

VI.A. STAFF GRIEVANCE

1. Definition of a grievance

2. Exemptions to this policy

3. Procedure

VI.B. REPORTING ALLEGATIONS OF DISCRIMINATION & DISCRIMINATION GRIEVANCE PROCEDURES

1. Grievance Procedures

2. Grievance/Complaint Preparation Guidelines

VI.C. EMPLOYEE DISCIPLINE

1. Procedures

2. Offenses and disciplinary action

3. Action for continuation of offenses

4. Record retention

VI.D. SAFETY COMPLIANCE

1. Management responsibility

2. Employee responsibility

3. Employee rights

4. Compliance with the law

5. Disciplinary action including termination

VI.E. PERSONAL FINANCIAL RESPONSIBILITY

1. University's responsibilities due to employee's external indebtedness

2. University's obligation to collect internal indebtedness

VI.F. DRUG-FREE WORK PLACE

VI.G. ON-CAMPUS VEHICLE PARKING

VI.H. UNIVERSITY GOVERNANCE SYSTEM

1. Purpose

2. Authority

3. Reviewed

4. The Staff Congress

5. The University standing committee system

6. The University standing committees

7. Affirmative Action Committee

VI.I. SEXUAL HARASSMENT

VI.J. COMMITTEE MEETINGS

VI.K. OUTSIDE EMPLOYMENT

VI.L. INTELLECTUAL PROPERTY

VI.M. WEAPONS AND DANGEROUS MATERIALS

 

VII. SERVICES & OPPORTUNITIES

 

VII.A. EMPLOYEE ASSISTANCE PROGRAM

VII.B. HEALTH SERVICES

VII.C. DIAGNOSTIC AND REMEDIATION SERVICES

VII.D. ATHLETIC TICKETS

VII.E. UNIVERSITY BOOKSTORE

VII.F. RECREATIONAL FACILITIES

VII.G. LIBRARY PRIVILEGES

Murray State University is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate, baccalaureate, masters, specialist, and doctorate degrees.  Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Murray State University.

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