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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.
Tracking approved changes to the Personnel Policies and Procedures can be found 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 AND EMERGENCY DUTY LEAVE
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. EQUAL OPPORTUNITY GRIEVANCE PROCEDURE
1. Initial level of grievance (Step 1)
2. Appeal level of grievance (Step 2)
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.