Missouri State University

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System Operations Manual 

Human Resources

  1. Employment Compliance

    Recruitment – West Plains Campus responsibility in compliance with System Hiring Procedure Handbook

    • Position Authorization form sent to Springfield Campus for recruitment purposes.

    • Advertising - West Plains Campus develops and submits a draft ad to Human Resources,Springfield Campus, obtains approval of ad from their Equal Opportunity liaison, and files a copy of the ad in the search file. Human Resources, Springfield reviews,finalizes, and includes ad in the Springfield News-Leader display ad and other web sites.West Plains submits other newspaper placements and pays for the advertisements.

    • Human Resources, Springfield Campus sends a copy of the Missouri State University vacancy notice to the West Plains Campus for posting.

    • Applications are processed and retained at the West Plains Campus. Application materials received at the Springfield Campus are forwarded to the West Plains Campus for processing.

    • Clerical tests are given at West Plains Campus for available positions. If tests are administered at the Springfield Campus, results are forwarded to the West Plains Campus.

    Placement--West Plains Campus responsibility.

    • Employment offers are extended from West Plains Campus.

    • Requests for criminal background checks for part-time and full-time employees, according to the Employee Handbook, are made by the West Plains Campus. Charges for the background checks are paid by the Springfield Campus.

    • Pre-employment physical examinations and screenings (consisting of TB skin test and drug test) are scheduled by West Plains Campus for employees. Charges for these services are paid by the West Plains Campus.

    • Orientations are conducted at West Plains Campus by Business Office. Appropriate employment forms (employment information form, I-9, W-4, MOSERS enrollment form, medical and dental insurance enrollment cards, etc.) are filled out at West Plains Campus and sent to Human Resources Benefits Assistant at Springfield Campus. The Benefits Assistant at Springfield Campus processes insurance forms.

    Separation--Shared responsibility.

    •  Personnel Action form is initiated by West Plains Campus and submitted to Human Resources, Springfield Campus.

    • The property clearance form is initiated by the West Plains Campus Business Office and cleared for West Plains Campus accounts receivable. West Plains Campus will collect ID card(s) and telephone credit cards and check with West Plains Campus computer clearance. West Plains Campus will also check with librarian at Garnett Library for encumbrances, etc. Property clearance form will then be submitted to Springfield Campus. Springfield Campus will verify with the Bursar's Office, Financial Services, and Parking Administration. The last day on payroll will be calculated by Human Resources. The termination dates will be entered on the property clearance form and the database.The termination code will also be entered on the database. The property clearance form is distributed to Payroll and to the Benefits Assistant who verifies no course enrollment is pending and records date COBRA letter is mailed.

    • The Termination of Employment form (PD-005) is processed by Human Resources at the Springfield Campus to accurately reflect accrued vacation leave available and last day on payroll for which payment is to be made. Original copy is mailed to employee and file copy is retained in the employee's personnel file.

    • The Employee Termination Rating form (PD-014) is completed by West Plains Campus and a copy is retained by West Plains Campus. The original is mailed to Human Resources, Springfield Campus.

    Employment Verification – Responsibility of Human Resources, Springfield Campus.

  2. Benefits Administration

    Insurance Plans, Cafeteria Plan, Retirement Plans, Leave Accounting, Unemployment Compensation and Workers’ Compensation – Processed by Human Resources, Springfield Campus.

    Educational Benefits for Credit Courses – Shared responsibility. Educational benefits will be processed at West Plains Campus for full-time, regular employees and/or dependents taking classes at West Plains. Completed Request for Credit Course Fee Waiver forms will be faxed to Human Resources Springfield Campus for approval. Upon approval, the Request form will be faxed to West Plains Campus for preparation of the voucher. A copy of the prepared voucher will then be faxed back to the Springfield campus to be recorded on the fee waiver records. Credits to fee waivers, due to drop or withdrawal, will be reported to Springfield campus.

    Educational Benefits for Noncredit Courses – Shared responsibility. Full-time, regular employees may receive assistance with course fees to enroll in non-credit courses offered by the West Plains Noncredit Program according to the policy outlined in the Employee Handbook. Educational benefits will be processed at West Plains Campus for employees taking classes at West Plains. Springfield Campus will approve the Educational Benefit requests and fax the approval to West Plains Campus for preparation of the voucher. A copy of the prepared voucher will be faxed to the Springfield Campus to be recorded on the fee waiver records. If a voucher has been prepared and the class has not been taken, a copy of the voided voucher will be sent to the Springfield Campus. 

  3. Salary Administration

    Job Descriptions – Shared responsibility. Position descriptions for classified employees will be similar to those developed by Human Resources, Springfield Campus. Professional and administrative job descriptions may vary in accordance with duties and responsibilities of the position. Copy of job description will be sent to Springfield Campus. The Springfield Campus, to ensure consistency within the System, should review position descriptions.

    Classification Reviews – Shared responsibility. Job analysis questionnaire will be provided to employee by the West Plains Campus. The employee interview, analysis and recommendation are conducted by Human Resources, Springfield Campus with assistance from West Plains Campus.

    Compensation Analysis – West Plains Campus responsibility. Any information that Springfield Campus has that is applicable will be shared with West Plains Campus.

  4. Employee Relations

    Performance Appraisals – Shared responsibility. After the departmental supervisor conducts the appraisals, the West Plains Campus retains the original for the employee and a copy for the supervisor and sends a copy to Human Resources, Springfield Campus for the employee’s file.

    Discipline Actions – Shared responsibility. Up to the termination step, discipline actions will be processed by the Business Office at West Plains Campus as described in the Employee Handbook. All terminations require legal opinion from system’s attorney before finalization.

    Grievance Procedures – Shared responsibility. Grievances initiated by West Plains employees will be handled through step 3 by the Business Office at West Plains Campus as described in the Employee Handbook. Final determination and recommendation from Step 4 to completion requires assistance from system’s attorney.

    Service Awards – Shared responsibility. Human Resources, Springfield Campus will prepare certificates for service awards, provide service award gift selection and order forms, maintain contract with service award vendor, submit service award gift order forms to vendor, and distribute gifts to West Plains contact person. West Plains Campus will schedule and publicize its own service award ceremony, prepare program brochure, send completed gift order forms to Human Resources, Springfield Campus, and distribute service award gifts to employees. 

  5. Records Administration

    Employee Database will be updated by Springfield Campus. West Plains will have viewing access to selected screens.

    Employee Notifications – Shared responsibility. Notifications initiated from the database are prepared by Human Resources, Springfield Campus for all actions requiring Board of Governors approval, yearly salary increases and summer school appointments. Notification forms will be sent to the West Plains Campus for distribution with a copy retained at the Springfield Campus for employee’s file. West Plains sends original notification to employee and a copy is retained for the West Plains Campus files.

    Employee File Maintenance – Shared responsibility. Human Resources, Springfield Campus will keep employee files maintaining permanent documents of record, i.e., transcripts, resumes, I-9 forms, salary records, and personnel action forms for all faculty, staff, and part-time employees. New faculty members on the West Plains Campus will be requested to furnish two original transcripts at the time of hiring to allow both the Springfield and West Plains Campus to retain an original transcript on file in the faculty member’s personnel file.

  6. Training and Development

    Needs Assessment - Shared Responsibility: Consultation services are provided to address specific developmental needs for departments and/or individuals to include administration of assessments, data analysis, program development, and delivery of training by Human Resources Training and Development, Springfield Campus with coordination for scheduling events and assessments as a shared responsibility with the West Plains Campus.

    Training - Shared Responsibility: University-sponsored professional development programs and training courses are developed, provided, and delivered by Human Resources Training and Development, Springfield Campus with coordination and scheduling as a shared responsibility with the West Plains Campus. Attendance and program evaluations are recorded through the online registration system managed by Human Resources Training and Development, Springfield Campus.