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Policy and Procedures Manual

(Also see the alphabetical list of policies and forms)

1. Purpose of the Policy and Procedures Manual
2. Employment Guidelines
3. Employment Status and Records
4. Compensation
5. Employee Benefits
6. Work Hours and Conditions
7. Leaves of Absence
8. Employee Conduct and Disciplinary Action
9. Miscellaneous

I. Purpose of the Policy and Procedures Manual

1. Purpose Statement

II. Employment Guidelines

1. ADA
   1. ADA Information Site — DOER
   2. ADA Reasonable Accommodations and Equal Access
   3. ADA Reasonable Accommodation Procedures
   4. ADA Reasonable Accommodation Request Form (PDF)
   5. ADA Authorization for Release of Medical Information Form (PDF)
   6. ADA Appeal Procedures
   7. ADA Appeal Form (PDF)
2. Application Process for State Jobs
3. Foreign National Hiring
   1. Exchange Visitor (J-1) Request for Form DS-2019 (PDF)
4. Hiring Procedures and Forms
   1. Classified Hiring Process
      1. Process for Creating New Classified Positions
      2. Process for Filling Existing Classified Positions
      3. Clerical Skills Inventory Form
      4. Probationary Periods/Evaluations for Classified Employees
      5. Confidentiality Agreement for Search/Interview Committee
   2. Faculty Hiring Process
   3. MSUAASF Hiring Process
      1. Fixed Term MSUAASF Vacancy
      2. Probationary MSUAASF Vacancy - new
      3. Probationary MSUAASF Vacancy - existing
   4. MnSCU Administrator Hiring Procedures
   5. Request to Hire Approval Form
   6. Application Form for Unclassified Employees (PDF)
   7. Request for Approval - Acting/Interim Appointment
   8. Consulting Faculty Request Form
   9. I-9 Employment Eligibility Verification Form (PDF)
5. Nepotism Procedure - MnSCU
   1. Nepotism Documentation Form - MnSCU
6. Notice of Intent to Collect Private Data from New Employees — DOER (PDF)
7. Independent Contractor/Employee Status Determination Policy
8. Independent Contractor/Employee Status Form (PDF)
9. Personnel Action Process Form (PDF)
10. Procedures for Completion of SCSU HR Forms for Faculty
    1. Employment Request Form
    2. Unclassified Change Form
    3. Summer Session Roster
    4. Faculty Prior Experience Collection Form
    5. Employment Eligibility Verification (I-9)
    6. Sick/Vacation/Personnel Leave Usage
    7. Promotion
    8. Promotion/Tenure Transmittal Forms
11. Procedures for Completion of SCSU HR Forms for MnSCU Administrators and MSUAASF
    1. Employment Request Form
    2. Administrative Prior Experience Form (for MnSCU Administrators)
    3. Prior Experience Evaluation Form for Administrators
    4. Employment Eligibility Verification (I-9)
    5. Personal/Sick/Vacation/Bereavement Leave
12. Range Placement Process for MSUAASF positions
13. Reallocations for Classified Positions
14. Student Employees
    1. Student Employees Policy — MnSCU
    2. Student Employment Increased Pay Rate Request Form (PDF)
    3. Student Employment Guidelines
15. Volunteers
    1. Use of Volunteers Procedure - MnSCU
    2. Volunteer Coaching Release of Liability Form - MnSCU
    3. Volunteer Release of Liability Form

III. Employment Status and Records

1. Address Change Form
2. Change in Employment Status Checklist (PDF)
3. Employee Evaluation Forms
   1. Employee Evaluation — MnSCU
   2. Performance Evaluation for Classified Employees
   3. Performance Evaluation for MnSCU Administrators (PDF)
   4. Performance Evaluation for MSUAASF
      1. Improvement Plan for MSUAASF Members (PDF)
4. Position Description Forms
   1. Position Description Tracking System (for on campus employee use only)

   1. Manual for Position Description Tracking System (PDF)

   2. Position Description Form: MnSCU Administrators (MS DOC)
   3. Position Analysis Questionnaire Form: MnSCU Administrators (MS DOC)
   4. Position Description Form:  MSUAASF
   5. Position Analysis Questionnaire Form:  MSUAASF
   6. Position Allocation Matrix: MSUAASF
   7. Position Description Form: Classified (MS DOC) (Instructions for completing the position description form)
5. Request for Public Personnel Information from St. Cloud State University
   1. Request for Public Personnel Information from St. Cloud State University Form
6. Viewing Personnel File

IV. Compensation

1. Employee Business/Travel Expense Reimbursement (Business Office)
   1. Employee Expense Report (PDF)
   2. International Travel Approval
   3. Request for Approval to Incur Special Expenses Form
2. Market Adjustment Policy for MSUAASF
3. MSUAASF Special Initiative Awards Policy & Procedures
   1. Special Initiative Cover Sheet
   2. Special Initiative Budget Sheet
   3. Special Initiative Process Form
4. Overtime/Compensatory Time
5. Payroll
   1. Direct Deposit Information  (requires login)
   2. Direct Deposit Authorization Form
   3. Payroll Calendars
      • 2007
      • 2008
      • 2009
   4. Relocation Expense Report (PDF)
   5. W-2 View & Print  (requires login)
   6. W-4 Form (PDF)
6. Print Your Pay Stub  (requires login)
7. Savings Bonds 
8. Work out of Class Agreement

V. Employee Benefits

1. Employee Assistance Program (EAP)
2. Professional Development/Training
   1. MSUAASF Professional Improvement Fund (PIF) Guidelines
      1. Application for Professional Improvement Funds (PIF)
      2. Recipient Agreement for Professional Improvement Funds (PIF)
      3. Report for Professional Improvement Fund (PIF)
   2. Training Fund Request Form (PDF)
   3. Professional Develpment Funds: MSUAASF
      1. PDF Request Form: MSUAASF
      2. PDF Transfer Form: MSUAASF
      3. PDF Procedure for Distribution, Use, Management & Accounting (PDF)
      4. PDF Approval & Use of Funds Procedure
      5. PDF Reimbursement Procedure
      6. PDF Carry Forward Procedure
      7. PDF Transfer Procedure
3. Insurance
   1. Dependent Change Form — DOER (PDF)
   2. Insurance Information
   3. Short and Long Term Disability Insurance
   4. Long-Term Care Coverage
   5. Minnesota Advantage Meds
   6. Application for Basic Coverage form - DOER (pdf)
4. Pre-Tax Benefits
5. Discounts and Special Offers
6. Retirement & Emeriti
   1. Emeriti Retiree Benefits
   2. Emeritus Status — MnSCU
   3. Post Retirement Health Care Savings Account Plan — MnSCU
   4. Re-Employment of Early Retirees — MnSCU
   5. Retirement
7. Tuition Waiver
   1. Tuition Waiver Policy and Procedures
   2. Tuition Waiver Provisions for MnSCU Employees — MnSCU (PDF)
8. Workers Compensation
   1. Workers Compensation Procedures
   2. First Report of Injury Form
   3. Information and Privacy Statement
   4. Agency Claims Investigation
   5. Workers Compensation Leave Supplement
   6. Workers Compensation Site — State of MN
   7. Workers Compensation Handbook
   8. Certified Managed Care Plan Notice
9. State of Minnesota Benefits (requires login)
10. Personal Leave Balance (requires login)
11. Vacation to TSA Conversion Form: MnSCU Administrators

VI. Work Hours and Conditions

1. Summer Hours Form
2. Employee Safety Information (Public Safety)
3. Ethics
   1. Code of Ethics - Outside Employment
   2. Fraudulent or Other Dishonest Acts - MnSCU
   3. State Employee Ethical Obligations - MnSCU
   4. Electronic Communication and Technology Ethics (PDF)
   5. E-mail Policy
4. Employee Parking (Public Safety)
5. Keys
6. Office Coverage
7. Smoking Policy
8. Weather/Emergency Closings

VII. Leaves of Absence

1. FMLA
   1. FMLA Frequently Asked Questions — DOER
   2. FMLA Statewide Policy — DOER
2. Sabbatical
   1. Sabbatical Leaves — MnSCU
   2. Sabbatical Leave Request Form - MSUAASF (PDF)

VIII. Employee Conduct and Disciplinary Action

1. Procedure: Report/Complaint of Discrimination/Harassment–Investigation & Resolution — MnSCU
2. 1B.1 Nondiscrimination in Employment and Education Opportunity - MnSCU
3. Use of Drugs and Alcohol Policy (PDF)
4. Zero Tolerance of Workplace Violence

IX. Miscellaneous

1. Advertising Policy
2. HIV/AIDS Policy
3. Listservs
4. Mandated Reporting
5. Public Expression