Employee Handbook

G7.02 Employee Handbook for Administrative, Professional, and Support Staff Employees

Preface

This handbook has been prepared by the Office of Human Resources as a guide to inform Missouri State University employees of their responsibilities and benefits. This is the handbook of employment policies and procedures. Employees are strongly encouraged to read this handbook and keep it available for reference. Every attempt has been made to ensure that this handbook is complete and that the policies and procedures contained herein conform to local, state and federal requirements, as well as to recognized principles of employment practices and standards. Employees who have questions about employment policies or procedures that are not answered in this handbook should contact their supervisor, departmental administrator or the Office of Human Resources for assistance. This handbook also is available on the Missouri State University website at www.missouristate.edu/StaffHandbook.

It is our sincere hope that all Missouri State University employees find their employment to be both personally and professionally rewarding. To this end, our goal is to create a work environment which is fair to all employees and which is conducive to the attainment of excellence in supporting the university's vital mission. All Missouri State University employees should understand the university's mission and be dedicated to the ultimate goal of providing the very best educational experience possible for the men and women attending Missouri State University.

We sincerely hope employees find opportunity and satisfaction in their work and become valuable and loyal members of the Missouri State University campus community.

Notice

This handbook is not a contract of employment. Administrative, professional, and support staff employees are employed at the will of the Board of Governors. Employment may be terminated at any time, with or without cause, subject only to any rules or policies the Governors may have approved. The university retains the right to change, modify, suspend, interpret, or cancel in whole or in part any of its published or unpublished policies or practices without advance notice. If handbook statements are found to be in conflict with existing or future state or federal laws, regulations, policies or procedures, such rules shall supersede and prevail over the handbook statements. This edition of the Employee Handbook supersedes previous editions of the Employee Handbook.

Regulations and policies contained herein shall cover all administrative, professional, and support staff employed by Missouri State University. Policies pertaining to faculty members are in the Faculty Handbook.

Employee handbook policies

Employee handbook policies include:

• G7.02-1: About the University
• G7.02-2: University Policies
• G7.02-3: Employment Policies and Procedures
• G7.02-4: Classification and Compensation
• G7.02-5: Employee Performance Evaluations
• G7.02-6: Benefits
• G7.02-7: Leave Benefits
• G7.02-8: Employee Recognition Programs
• G7.02-9: Employee Conduct
• G7.02-10: Grievance Procedures
• G7.02-11: Delegation of Authority

G7.02-1 About the University

1.1 History

Missouri State University was founded in Springfield in 1905 as the Fourth District Normal School. The institution's primary purpose during its early years was the preparation of teachers for the public school systems in the southwest region of Missouri. The first name change came in 1919 when the school became Southwest Missouri State Teachers College, reflecting its regional mission. By the mid-1940s, the university had expanded its instructional program beyond teacher education to include the liberal arts and sciences; and as a consequence in 1945, the Missouri legislature authorized an official change in the institution's name to Southwest Missouri State College. As additional programs were implemented at the undergraduate level and with the development of graduate education, the university became an educationally diverse institution by 1972. Recognition of this further growth and development again resulted in an official change in name to Southwest Missouri State University. In 1995, Senate Bill 340 was signed into law, giving Missouri State University a statewide mission in public affairs. On the 100^th anniversary of the founding of the university, in 2005, the name changed to Missouri State University. This name change identified the institution as a multipurpose, metropolitan university providing diverse instructional, research, and service programs.

Missouri State University-West Plains was established in 1963 as the West Plains Residence Center and has been a semiautonomous, two-year campus within the Missouri State University system since 1971. Consistent with the Missouri State-West Plains is a teaching and learning institution of higher education offering two-year associate degrees, certificates and a variety of continuing education courses as needed by the employers and citizens of the area.

The Missouri State University Mountain Grove Research Campus, originally established as the Missouri State Fruit Experiment Station by a legislative act in 1899, is the oldest identifiable segment of Missouri State University. Until 1974, it operated as a state agency under a board of trustees appointed by the Governor. As a result of the Omnibus State Reorganization Act of 1974, administrative responsibility of the Station was given to the Board of Governors of the university. In 2006, the Station was integrated into the Department of Agriculture in the College of Natural and Applied Sciences as part of a reorganization of the university. In 2009 the Department of Agriculture was renamed the William H. Darr School of Agriculture in honor of Mr. and Mrs. Darr. In 2016 the name changed to the William H. Darr College of Agriculture.

Missouri State Branch Campus, located at Liaoning Normal University in the People’s Republic of China, offers a two-year Associate of Arts degree through the West Plains campus and a Bachelor of Science in General Business degree through the College of Business on the Springfield campus. The Branch Campus programs are accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools.

Today, the university functions as a multi-campus system that is integrated to address the needs of its constituents.

1.2 Mission

Missouri State University is a comprehensive institution offering undergraduate and graduate programs, including the professional doctorate. The university educates students to be global citizen scholars committed to public affairs.

1.3 Missouri State University system

The Missouri State University campuses are structured to address the special needs of the urban and rural populations they serve. Missouri State University-Springfield is a selective admissions, graduate level teaching and research institution. Missouri State University-West Plains is an open admissions campus serving seven counties in south central Missouri. Missouri State University-Mountain Grove serves Missouri’s fruit industry through operation of the State Fruit Experiment Station. The China Branch Campus at Liaoning Normal University (LNU) operates in Dalian, China.

The university also operates various other special facilities, such as the Darr Agricultural Center in southwest Springfield, the Jordan Valley Innovation Center in downtown Springfield, the Bull Shoals Field Station near Forsyth, Baker’s Acres and Observatory near Marshfield and the Missouri State University Graduate Center in Joplin. In addition, Missouri State has the operations and program offerings of one entire academic department, its department of defense and strategic studies, located near Washington, D.C. in Fairfax, Virginia.

1.4 Governing board

The governing authority at Missouri State University is vested in the Board of Governors (Chapters 172 and 174, Missouri Revised Statutes). The Board of Governors of the university is the final appointing and approval authority.

1.5 Organization

Executive Administration - The current executive administrative organizational structure at Missouri State University is depicted in the Organizational Chart in 1.6. Departments are aligned under this structure and are given responsibility and authority as specified by the Board of Governors.

Administrative Responsibility - Policies and procedures relating to personnel administration of employees are applicable throughout the university in order to provide equitable treatment and consistent relationships with all employees. Departmental administrators and supervisors are responsible for adherence to university personnel policies and procedures in their respective departments, for providing direction and supervision, and for establishing standards of quality and quantity of work performance.

Office of Human Resources - The office of human resources, under the Vice President for Administration and Finance, provides various support services to all departments in order to attract, develop, and retain the human resources needed to support the university's teaching, research, and administrative functions. The office administers certain employee-related programs, maintains personnel records, interprets university personnel policies and procedures, and carries out functional responsibilities related to the university's personnel programs, including: salary administration, applicant recruitment, referral and employment, employee development, orientation, benefits administration, and employee and labor relations activities.

In providing these services, the office of human resources seeks to coordinate the personnel needs of the university with those of the employees. As a service-oriented unit, the office of human resources is available to support departments in their administration of personnel programs and in their direct support of employees. The employee should make suitable arrangements with his/her department supervisor prior to leaving the work area to visit the office of human resources

Staff Senate – The staff Senate promotes and fosters the welfare and growth of university staff through a fact-finding, deliberative and consultative body of representatives which makes studies, reports, and recommendations to the administration on behalf of its constituency.

The twenty-seven (27) Senators represent all major occupational categories (except faculty) and include seven (7) divisional representatives at large, representing the president and each vice presidential unit. The Senate also includes one representative from Faculty Senate and one representative from Student Government Association as non-voting members. Employees are eligible to become Senators after serving one year at the university. The university encourages employees to attend Senate meetings when possible and participate in Senate membership activities. Supervisors should use student workers, forward phone calls and take other measures to allow as many employees as possible to attend and participate.

The Staff Senate meets the first Thursday of each month in Plaster Student Union. All Senate meetings are open to everyone, but staff members, in particular, are encouraged to attend. For agenda and other Senate information, visit the Staff Senate website or email StaffSenate@MissouriState.edu. For the West Plains campus, visit the West Plains Staff Advisory Council website or email WPStaffSenate@MissouriState.edu.

1.6 Organizational chart

View the Missouri State University System Organizational Chart or read the accessible System Organizational List.

G7.02-2 University Policies

This chapter provides summaries of key policies with links to the complete policies where applicable.

2.1 Non-discrimination policy statement

Missouri State University is a community of people with respect for diversity. The University emphasizes the dignity and equality common to all persons and adheres to a strict non-discrimination policy regarding the treatment of individual faculty, staff, and students. In accord with federal law and applicable Missouri statutes, the University does not discriminate on the basis of race, color, national origin (including ancestry, or any other subcategory of national origin recognized by applicable law), religion, sex (including marital status, family status, pregnancy, sexual orientation, gender identity, gender expression, or any other subcategory of sex recognized by applicable law), age, disability, veteran status, genetic information, or any other basis protected by applicable law in employment or in any program or activity offered or sponsored by the University. Sex discrimination encompasses sexual harassment, which includes sexual violence, and is strictly prohibited by Title IX of the Education Amendments of 1972.

This policy shall not be interpreted in a manner as to violate the legal rights of religious organizations or of military organizations associated with the Armed Forces of the United States of America.

The University maintains a grievance procedure incorporating due process available to any person who believes he or she has been discriminated against. Missouri State University is an Equal Opportunity employer. Inquiries concerning the complaint/grievance procedure related to discrimination on the basis of a protected class, including sexual harassment and sexual assault, or compliance with federal and state laws and guidelines, should be addressed to the Director, Office for Institutional Compliance, Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, Compliance@MissouriState.edu, 417-836-4252.

2.2 Prohibition of discrimination and harassment

In furtherance of the university’s commitment to non-discrimination, the Board of Governors has adopted G1.31, Reporting Allegations of Discrimination on the Basis of a Protected Class, which can be accessed in the Policy Library, located on the university’s website. All forms of discrimination and harassment degrade the academic and working environment of the university, and are wholly inconsistent with the university's public affairs mission. Sexual harassment is especially troubling in the academic environment due to the unique relationship between student and faculty member or supervisor and subordinate, and the inherent inequities in power that exist in such relationships. Sexual harassment not only violates the law and university policy but also can damage personal and professional relationships, cause career or economic disadvantage, expose the university to legal liabilities, a loss of federal research funds, and other financial consequences.

Any member of the university community who believes that he or she has been the subject of discrimination on the basis of any protected class (i.e., sex, sexual orientation, marital status, family status, pregnancy, gender identity, gender expression) should immediately report such concerns to the Office for Institutional Compliance (OIC), which is located in Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, and who may be contacted at Compliance@MissouriState.edu or 417-836-4252.

Allegations of sexual harassment that meet the definition of jurisdictional requirements of Title IX of the Education Amendments of 1972 (“Title IX”) and its implementing regulations will be addressed as set forth in Op1.02-11 Title IX Sexual Harassment Grievance Procedure Policy. All other allegations of discrimination or harassment (including sexual harassment as defined by the Title VII of Civil Rights Act of 1964 (“Title VII” will be addressed in a manner consistent with Op1.02-2 Discrimination Complaint and Investigation Procedures. Employees who are found to be responsible for engaging in acts of discrimination and/or harassment will be subjected to disciplinary action up to and including termination of employment.

2.2.1 Discrimination and harassment training policy

To create a positive learning, working and living environment, the university must provide an atmosphere free of discrimination and harassment. The most effective way to prevent discrimination and harassment is through awareness and education. There are at least four goals to be achieved through education: (a) ensuring that all alleged victims (and potential victims) are aware of their rights; (b) notifying individuals of conduct that is proscribed; (c) informing administrators about the proper way to address complaints of violations of this policy; and (d) helping educate the community about the problems this policy addresses.

To achieve these goals, the Division of Legal Affairs and Compliance has developed a training program to inform, educate and guide members of the university community on sexual harassment and discrimination. New employees must complete both the Discrimination Awareness in the Workplace Online Training Program and Title IX: Roles of Responsible Employees Online Training Program within 30 calendar days of commencing employment with the university. Every three (3) years, all university employees are required to repeat the Compliance Training.

2.2.2 Reporting discrimination and harassment policy

All employees are required to report any concerns or allegations of discrimination or harassment involving members of the campus community (i.e., faculty, staff, and students) of which they become aware.

Reports should be made as soon as possible, but in no event later than three (3) calendar days after learning of such concern or allegation. Additionally, reports must be made to either the Title IX Office or the OIEC, as indicated above. Reporting a concern or allegation of discrimination or harassment to a supervisor, without also reporting to the Title IX Office or the OIEC (as applicable) does not satisfy an employee’s reporting obligation under this policy. An employee who refuses or otherwise fails to report an allegation or concern under this policy is subject to disciplinary action up to and including termination of employment.

2.2.3 Guidelines for responding to and reporting child abuse/neglect or victims of violence or harassment

In acknowledging its responsibility for promoting a positive learning environment and understanding that there may be occasions when staff receive information regarding possible child abuse or neglect or acts of violence or harassment to another person, the university has developed guidelines for responding to such incidents. Under Missouri law, certain professions are “mandated reporters” with respect to suspected or reported child abuse and neglect. Such positions include physicians, nurses, psychologists, social workers, day care center workers, other childcare workers, teachers, principals or other school officials, or other persons with responsibility for the care of children.

The university has established Op7.09 Guidelines for Faculty/Staff in Dealing with Reports of Child Abuse/Neglect to outline the statutory requirements for employees who are deemed “mandated reporters” under the law. Employees who need guidance regarding “mandated reporter” obligations may contact the Division of Legal Affairs and Compliance at 417-836-8507 for assistance.

2.2.4 Consensual sexual or romantic relationships

There are special risks in any sexual or romantic relationship between individual in inherently unequal positions, and the party who holds the position of greater authority or power assumes such risks. In the university context, such positions include (but are not limited to) supervisor and employee, senior faculty and junior faculty, mentor and trainee, professor and student. Because of the potential for conflict of interest, exploitation, favoritism, bias, and the appearance of impropriety, such relationships undermine the real or perceived integrity of the supervision and evaluation provided. Additionally, such relationships may be less consensual than the individual whose position confers power or authority believes. The relationship is likely perceived in different ways by each of the parties to it, especially in retrospect.

Moreover, such relationships may harm or injure others in the academic or work environment. Relations in which one party is in a position to review the work or influence the career of the other may provide grounds for complaints by third parties when that relationship gives undue access or advantage, restrict opportunities, or creates a perception of these problems. Furthermore, circumstances may change, and conduct that was previously welcome may become unwelcome. Even when both parties have consented at the outset to a romantic involvement, this past consent does not remove grounds for a charge based upon subsequent unwelcome conduct.

Where such a relationship exists, the person in the position of greater authority or power will bear the primary burden of accountability, and must ensure that he or she – and this is particularly important for faculty members – does not exercise any supervisory or evaluation function over the other person in the relationship. Where such recusal is required, the recusing party must also notify his or her supervisor, department head, or dean, so that such head, dean or supervisor can exercise his or her responsibility to evaluate the possibility and adequacy of alternative supervisory evaluative arrangements. Staff members, may instead, as an option, notify the Office of Human Resources. To reiterate, the responsibility for recusal and notification rests with the person in the position of greater authority or power. Failure to comply with these recusal and notification requirements is a violation of this policy, and therefore grounds for disciplinary action up to and including termination of employment.

With students – The university will view it as unethical and a violation of this policy if university employees engage in sexual or romantic relationships with students enrolled in their classes or subject to their supervision. Such employee-student relationships may include, but are not limited to, faculty and student, advisor and advisee, teaching assistant and student, coach and athlete, and the individuals who supervise the day-to-day student living environment of student residents. The behavior is, in most cases, unethical even when the relationship is consensual (i.e., both parties have consented), because the voluntary consent of the student is in doubt, given the power imbalance in the student-employee relationship. Even if consent were to be shown, a clear conflict of interest would still exist which might create the appearance of discrimination or favoritism in grading or access to educational opportunities. Employees who violate this policy are subject to disciplinary action up to and including termination of employment.

Relationships between a graduate student and an undergraduate student, when the graduate student has some supervisory responsibility for the undergraduate student, are prohibited by this policy.

2.3 Disability and reasonable accommodation

Missouri State University is committed to providing an accessible and supportive environment for employees with disabilities. Equal access for qualified employees with a disability is an obligation of the university under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990. Missouri State University does not discriminate on the basis of disability against otherwise-qualified individuals in any program, service or activity offered by the university. The university is committed to ensuring that no otherwise-qualified individual with a disability is excluded, denied services, segregated or otherwise treated differently than other individuals because of the absence of auxiliary aids or other appropriate services; however, accommodations cannot result in an undue burden to the university or fundamentally alter the essential functions of the job.

The complete Disability Accommodations Policy can be found in the university's policy library, available on the website. An employee needing to request a reasonable accommodation for a disability should contact the Deputy Compliance Officer, whose office is located at Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, and who may be reached at 417-836-8507 or DeputyComplianceOfficer@MissouriState.edu. Employees of the West Plains campus should contact the Affirmative Action Liaison, University/Community Programs Office, West Plains Civic Center at 417-255-7966.

2.4 Drug-free workplace

Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. Each employee is responsible to help ensure a drug-free, healthful, safe and secure work environment. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance on university premises or while conducting university business off premises is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. Employees must, as a condition of employment, abide by the terms of this policy and report to the university any conviction under a criminal drug statute for violations occurring on or off university premises. A report of a conviction must be made to the Office of Human Resources within five days after the conviction.

2.5 Alcohol/drug abuse policy

It is the policy of Missouri State University to prohibit the unlawful possession, purchase, manufacture, use, sale or distribution of illicit drugs and alcohol by employees on university property or as part of any of its activities. The university has the right to require an employee to undergo alcohol and/or drug testing when there is a reasonable suspicion that the employee might be under the influence of alcohol or drugs. If an employee is found in violation of university policy, federal or state laws, or local ordinances, the circumstances accompanying each individual case will be considered when determining the consequences. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. The university does not condone the abuse of alcohol and drugs; it does, however, recognize that employees with alcohol or drug-related problems should be encouraged to seek help in dealing with such problems. Employees are encouraged to use the university's counseling services, campus-related self-help groups (Adult Children of Alcoholics, Alcoholics Anonymous, or Narcotics Anonymous) and health insurance plans, as appropriate, when facing alcohol or drug-related problems.

The use of a legal substance/drug, or the use of marijuana under applicable Missouri law, does not allow an employee to report to work under the influence. If an employee believes that he/she needs an accommodation due to the use of a legal drug or for the use of marijuana, the employee shall request an accommodation pursuant to the university’s Disability and Reasonable Accommodation policy found in Section 2.3 of the Employee Handbook.

2.6 Tobacco use policy

The university recognizes that tobacco smoke is a hazard to the health of the university community. Because of the harmful consequences of tobacco use, both active and passive, the university has adopted the following policies:

• The university designates all buildings as smoke-free. Therefore, smoking is prohibited in university buildings including offices and hallways, and in the outside areas surrounding fresh air intakes. This policy applies to all university buildings on and off campus.
• Smoking at outdoor events (specifically including those in the stadium) is restricted to designated areas.
• Smoking is prohibited in vehicles leased or owned by the university.
• The use of smokeless tobacco is prohibited in all locations on campus, where smoking is prohibited.
• Visitors to Missouri State University are included under this policy as temporary members of the university community.

To the extent possible, the university will provide access to cessation programs to help those who presently use tobacco products and desire to quit. Magers Health and Wellness Center offers smoking cessation programs. The success of this policy depends on the thoughtfulness, consideration, and cooperation of smokers and nonsmokers. The university community shares in the responsibility for adhering to and enforcing this policy. Access the complete tobacco use policy.

2.7 Solicitation policy

As used in this handbook, solicitation means the attempted sale, lease, rental, or offer for sale, lease, or rental of any property, product, merchandise, publication, or service, whether for immediate or future delivery; the oral, written, or electronic appeal or request to support or join an organization other than a registered student, faculty, or staff organization; the receipt of or request for any gift or contribution; or the distribution of information in support of these activities.

Only registered student organizations, university organizations, and university departments may solicit on campus. All sales persons or agents for any product or proposition or cause whatsoever are prohibited from soliciting members of the faculty, staff, or the student body in any building or on any part of the campus of Missouri State University, or by any electronic means, except as provided herein. Door-to-door solicitation in university residence halls, academic, or administrative buildings is strictly prohibited. Space for sales and solicitation must be reserved through the event and meeting services office, 417-836-5653. Unless otherwise noted in this policy, such activities are facilitated in designated locations in, or directly outside of, the Plaster Student Union. Questions regarding this policy should be directed to the Director of Plaster Student Union. Events otherwise approved according to the university's policies that commonly sell merchandise may be permitted to do so if approved according to the contract or other arrangement for the event. During working hours, university employees are not to engage in such activities as unauthorized pools, collections, sales of tickets or merchandise, political campaigning or passing of handbills. Registered student organizations, university organizations, and university departments who want to conduct solicitation activities on campus must comply with the procedures outlined in the solicitation policy. A complete copy of the university's solicitation policy is available from the office of student engagement. The solicitation policy for the West Plains campus is available on the Student Life website.

2.8 Advertising and distribution policy

Missouri State University recognizes the importance of campus advertising of sanctioned events and activities in fostering an active and involved university community. At the same time, the university recognizes that an attractive and well maintained physical campus environment is essential to the overall advancement of the university. Therefore, it is necessary that printed posters, signs, notices, and other materials disseminated on campus be posted in a manner that does not detract from the physical appearance of the campus or result in damage to building surfaces. Advertising (and publicity) shall be defined as any method or device for disseminating commercial information/promotional materials on the campus of Missouri State University. The university retains the exclusive right for promotion of university activities through advertisement and endorsement by commercial enterprises and products. Advertisement on campus or in university publications and activity programs does not imply official endorsement by Missouri State University. Questions regarding this policy should be directed to the assistant to the vice president for student affairs/director of Plaster Student Union. A complete copy of the university's policy on advertising and distribution is available from the office of student engagement. The advertising policy for the West Plains campus is located on the Student Life website.

2.9 Outside activities and other employment

Employees are expected to be able to perform their work as efficiently and effectively as possible at all times. While work other than for the university is not prohibited, hours worked in outside employment must not coincide or conflict with hours of work for the university. Outside employment and activities must not detract from work responsibilities at the university nor create a conflict of interest. Questions about whether an outside activity or other employment would constitute a conflict of interest should be directed to supervisors.

2.9.1 Extra compensation for externally sponsored projects

Exempt employees (review Section 4.4.2 in this handbook for the definition of exempt employees) are expected to perform their regular duties and responsibilities as assigned by the university without regard to work hour limitations. Compensation for exempt employees above and beyond their annual base salary is not permitted for performance of the regular duties and responsibilities assigned by the university. In certain cases, however, compensation in excess of an exempt employee's annual base salary is permitted for activities performed under externally sponsored projects and other internally funded activities. Externally funded projects are defined as those for which the university administers funds under a contract, grant or other agreement from a federal, state or local government agency, not-for-profit entity, or business. Exempt employees who anticipate participating in an externally funded project should contact the office of research administration for the complete policy on extra compensation for externally sponsored projects.

2.10 Conflict of interest

A Conflict of Interest Policy has been adopted by the university's Board of Governors. This policy sets forth provisions to assist governors, officers, faculty and employees in avoiding improper outside influences on institutionally related decisions and activities, or using their position or property of the university for their personal, financial, or political gain. The general policy specifically addresses outside interests and compensation; use and disclosure of confidential information; financial and political gain; selling, renting, leasing of property; faculty consultation activity; contracting procedures; and prohibited services after termination of office or employment.

An employee must disclose to his or her supervisor all relevant facts related to activities which might involve a conflict of interest. This disclosure obligation includes involvement in a consensual romantic relationship, as set forth in Section 2.2.4. A copy of the complete Conflict of Interest Policy is available upon request from the Department Head or the Office of Human Resources. Missouri statutes require any officer or employee of the university who has direct administrative and operating authority to approve, disapprove, or make binding decisions for the university or to authorize or enter into any contract on behalf of the university to provide annual financial disclosure statements. The statement must be completed and filed within 30 days of employment or within 30 days of being transferred or promoted into a position determined to be covered by the statutes (e.g., vice-president, director, and manager).

The university will determine and annually notify employees required to complete the financial disclosure statements. The completed statement should be submitted to the Missouri Ethics Commission.

2.11 Receipt of gifts policy

No employee should accept any personal gifts or favors exceeding the amount provided in Section 105.485.2(8) R.S. Mo, as amended, (currently $200.00) in monetary value in any calendar year from any single person, company or firm which transacts, or wishes to transact business with the university. This is not intended to be applicable to meals/functions conducted at the initiative of the university and involving university purposes or business, or to compensation or fringe benefits provided by the university. Any exceptions to this policy require a written approval of the employee's supervisor and vice president (if applicable), based on a written explanation for the requested exception.

2.12 Employment of relatives - nepotism policy

The university's policy regarding the employment of relatives is set forth in the nepotism provision of the Conflict of Interest Policy, G1.02-7.

2.13 Political activities policy

Following is the policy concerning political activity and holding of public office by members of the university faculty and staff. The policy is subject to any applicable provision of law or determination of the Missouri Ethics Commission.

2.13.1 Activity in political party organizations

Employees may engage in lawful political activities:

• Of organizations of political parties qualified to place candidates on the ballot in accordance with Missouri Statutes or of political parties seeking such qualification.
• Of nonparties or bipartisan groups seeking the election of candidates to public office or the approval or disapproval of issues which are or may be submitted to the voters for approval.
• On behalf of individual candidates for public office, including candidates for membership of any political committee established by Section 115.611 R.S.Mo., et seq., (formerly Chapter 120, R.S.Mo.).

Such activity, like any other personal, non-official undertaking, must be done on the individual's own time and should not interfere with university duties. Employees may contribute funds to the above parties, groups, or candidates or expend funds on behalf of the above parties, groups, candidates or issues, subject only to state and federal laws which regulate political contributions.

2.13.2 Election to or holding public office

Consistent with state law, employees are permitted to run for any elective office, including any partisan political office. Such campaign activity must be conducted on the employee’s own time and shall not interfere with university duties.

To avoid any actual or apparent conflicts of interest, employees are not permitted to maintain full-time employment with the university while holding an elected, partisan position at the county, state, or federal level.

The policy is subject to any applicable provision of law or determination of the Missouri Ethics Commission.

2.14 Emergency procedures

The Office of University Safety is responsible for development and ongoing maintenance of a campus crisis/emergency action plan. The plan is designed to protect human life and university property by minimizing the danger to employees, students, and visitors from natural or man-made emergencies. A crisis may be sudden and unforeseen with little or no advance warning. The campus crisis/emergency action plan is activated whenever a crisis disrupts campus operations, threatens life, creates major damage, or occurs within the university community and its environs. The campus crisis/emergency action plan provides specific procedures to be followed in the event of any of the following.

• Floods
• Bomb Threats
• Medical Emergencies
• Chemical Spills
• Poisons
• Disturbances
• Power Failures
• Earthquakes
• Threats
• Fire or Explosions
• Tornadoes
• Suicides or Attempted suicides
• Animal Attacks or Bites

Employees with questions regarding a crisis or emergency situation should contact the University Safety Department at 417-836-5509 or visit the department's website for a complete copy of the university's emergency operations plan and how to respond to emergencies is located on the University Safety website. For the West Plains campus refer to the Campus Safety website or contact the Chair of the Safety Committee at 417-255-7225.

If the emergency action plan is activated during an employee's normal work hours, employees are considered to be in pay status. Employees who choose to leave their work station during such an emergency must return to work within 30 minutes after the cancellation of the emergency alert to remain in pay status. However, employees need not return to work if the alert extends beyond their normal work schedule, unless they have tools, materials, equipment, or a university vehicle that must be returned. In this case, employees must return such items before leaving work. Any time that nonexempt employees remain at work beyond their normal work schedule in order to return such items, they should enter the time on their time sheet.

2.14.1 Missouri State Alert notification system

Missouri State Alert is the university’s mass notification system, which uses a variety of methods to contact students, faculty and staff in the event of an emergency or school closing. Depending on your subscription, the system will make contact with you through text messages, emails, instant messages, phone calls or pager messages. You can subscribe to Missouri State Alert.

The Missouri State Alert system will be used in the following situations:

• Immediate threat/violent situation on campus
• Security alert
• University closings, early dismissal, delayed start
• Severe weather alerts
• Other emergency situations of an extreme nature
• Periodic testing of the system

2.14.2 Emergency procedures during a tornado

Employees should familiarize themselves with the siren and other warning systems used at the university. The sirens will be activated when a tornado warning has been issued by the National Weather Service. When the tornado warning is issued the following safety procedures are advised:

• Proceed to the nearest designated shelter area in the building.
• Whenever possible, go to an interior hallway on the lowest floor.
• Whenever possible, employees should protect themselves from exterior walls, windows, and doors, with another wall.
• Avoid windows and exterior doors.
• When walking to shelter, avoid elevators and areas with exterior windows.
• Avoid auditoriums and gymnasiums or other structures with wide, free-span roofs.
• Avoid low-lying areas that could flood.
• Employees should stand or sit near the base of a wall and protect themselves from debris with a table, desk, chair, or other appropriate cover.
• Employees should remain in the shelter location until the "all clear" notification is provided. The "all clear" information will be provided by the University Safety Department through radio or television stations, or when warning sirens have stopped.

2.15 University closings

There are a variety of reasons why the university may be officially closed on a day (or portion of a day) other than one of the recognized holidays referenced in Section 7.17 of this handbook. The reasons include, but are not limited to, severe weather, or an on-campus emergency situation which requires evacuation of a building, a part of or the entire campus, or an unplanned event of significance which warrants closure (e.g., death/funeral of a national or state leader).

2.15.1 University cancellation/closure

When university classes are canceled or delayed, a decision will be made as to whether other university operations will also be closed or delayed. The decision to cancel classes, close the university and/or delay start times will typically be announced to the news media prior to 6:00 a.m. Since the decision to cancel/delay day classes does not pertain to evening classes or second or third shift employees, a separate decision will be released to the media at least two hours prior to the start of the cancellation. If closed or delayed due to inclement weather, an official announcement will be issued through the public media (television and radio), through the Missouri State University home page and on social media. If no announcement is made, employees should assume that activities will continue as normal. Review the inclement weather procedures for more information.

If classes are cancelled, but all other university operations remain open, employees should report to work as scheduled. If the university is closed, employees are not to report to work unless they are notified or have been given prior instructions to report as part of essential services. It is the responsibility of each vice president to designate which employees are to report to work. The major administrator of the operation will be responsible for ensuring that needed employees are notified.

Essential employees are required to report to work, and the failure of essential employees to report for work because of weather conditions is not an acceptable excuse and may result in employee discipline. Loss of work time because of weather conditions when the university continues operations will not be considered an excused absence. Such time lost must be taken as paid leave or the employee will not receive pay for the time missed due to the university closing.

2.15.2 Compensation during university closings for full-time employees

When the university officially closes under such circumstances, if the announcement of the closing occurs before the start of an employee's work shift, the hours of the employee's work shift that the university is closed will be paid at the employee's regular straight time rate. If the university officially closes during an employee's work shift and the employee is sent home, the remaining hours in the employee's work shift will be paid at the employee's regular straight time rate. The hours that are paid when the university is officially closed will not count as "hours worked" towards 40 hours for the purposes of payment of overtime.

An employee who is on leave without pay (including Family and Medical Leave and workers' compensation absence) when the university is officially closed under the circumstances described in this section will not be paid for the hours that the university is closed nor use it as paid leave in the future. Employees on a paid absence, however, will be paid for the hours the university is closed and should record the appropriate number of hours as university closing rather than paid absence. Employees supplementing the payments from workers' compensation with vacation, sick leave or compensatory time off should record the appropriate number of hours as university closing rather than paid absence.

Nonexempt staff required to work during the hours the university is officially closed will be paid at their straight time rate in addition to regular pay and the hours actually worked will count toward 40 hours of work for overtime purposes. Employees required to work over 40 hours and eligible to receive overtime compensation will be paid according to the university's normal policies on overtime compensation and hours worked. Due to budget restrictions, departments may adjust work hours within the workweek in which the event occurs in lieu of compensation.

When the university is officially closed for a day under such circumstances, a day is normally defined as eight (8) hours. Employees whose regular workday is more than eight (8) hours, (e.g., employees working four 10-hour days) will be paid for 8 hours. Such employees will need to use vacation, compensatory time, or actual work hours during the workweek in which the university officially closes as described in this section in order to be paid for the remaining two hours of their work shift that the university was closed. Employees whose regular workday is less than eight (8) hours, (e.g., employees working 6-hour days) will be paid for six (6) hours.

2.16 Zero tolerance of workplace violence and threats

Missouri State University recognizes that in order to effectively fulfill its stated mission and goals the work environment needs to be free of violence and threats for all members of the university community. Missouri State University is committed to providing a work environment that is free from violence and threats of violence and will not tolerate workplace violence of any type, from any source.

Workplace violence, as defined for this policy, is any physical assault, threatening or intimidating behavior, bullying or verbal abuse occurring in the work setting whether direct or through the use of university facilities, property or resources. It includes, but is not limited to beatings, stabbings, shootings, sexual assault, domestic/dating violence, oral or written statements, psychological traumas such as threats, obscene phone calls, an intimidating presence, gestures and expressions, stalking, swearing or shouting, and bringing prohibited weapons onto university property.

The university's Zero Tolerance policy applies to all work locations, including offices, work sites, vehicles, field locations or other locations where university business is conducted. All members of the university community are covered under this policy, including faculty, staff, and students and prohibit threatening or violent actions by employees directed against other employees, by employees directed against students, or visitors, and by students or visitors directed against university employees or other students or visitors.

The university considers threats and acts of violence on campus as a serious violation of university policy and will respond promptly to reports of violence and/or threats including prompt investigation and timely involvement of law enforcement agencies, when appropriate. Review the Workplace Violence web page for more information on violence and threats of violence, including domestic/dating violence, in university facilities and on university property.

2.17 Domestic/dating violence in the workplace

Missouri State University seeks to create a supportive workplace environment in which employees feel comfortable discussing domestic/dating violence and seeking assistance for domestic/dating violence concerns. The purpose of this policy is to increase awareness of domestic/dating violence and to provide guidance to employees and management in addressing domestic/dating violence issues and their effects in the workplace.

Domestic/dating violence, as defined for this policy, is any physically, sexually, and/or psychologically abusive behavior that a household member or dating partner uses to establish and maintain control over another person. Such behavior can be violent or threaten violence and may result in physical or emotional harm or otherwise place a person's safety and productivity at risk. Domestic/dating violence is a serious problem that affects people from all walks of life. It can adversely affect the well-being and productivity of faculty and staff members who are victims, as well as their co-workers.

Missouri State University does not tolerate domestic/dating violence in the workplace, including offices, work sites, vehicles, field locations or other locations where university business is conducted. Accordingly, allegation or concerns of domestic/dating violence involving members of the university community (i.e., when both the alleged victim and the alleged perpetrator are faculty, staff, and/or students) should be reported to the Title IX Office (located in Carrington Hall 205, and available at 417-836-8507). Such allegations or concerns will be processed via Op1.02-11 Title IX Sexual Harassment Grievance Procedure Policy, as domestic/dating violence constitutes sexual harassment as defined by Title IX. Employees who engage in domestic/dating violence in the workplace, who use university facilities, property or resources to engage in domestic/dating violence, or who are criminally charged with domestic/dating violence offenses are subjected to disciplinary action, up to and including termination of employment.

The university is committed to working with faculty and staff members who are victims of domestic/dating violence to prevent such violence from occurring in the workplace and to reduce its impact on employee well-being and productivity. No faculty or staff member will be penalized or disciplined solely for being a victim of domestic/dating violence. Faculty and staff members who are victims of domestic/dating violence are expected to cooperate with the university in instituting approaches to create a safe working environment for them, as well as their co-workers. Additionally, the Title IX Office (located in Carrington Hall 205 and available at 417-836-4252), is available to meet with employees who are experiencing or have concerns about domestic/dating violence in order to discuss available options and resources. Employees may also contact the Family Violence Center, 417-837-7700, 24 hour hotline 417-864-SAFE (7233) or 800-831-6863 or the Missouri Coalition of Domestic Violence, 573-634-4161 or The Victim Center, 417-836-7273.

2.18 Possession of firearms policy

It is the policy of Missouri State University to prohibit the unauthorized possession of ammunition, firearms, explosive weapons, and other weapons. The Possession of Firearms Policy (G2.02) can be found in the Missouri State Policy library.

2.19 Workplace surveillance and searches

The university may utilize reasonable surveillance and search measures, (to include video in areas where notice of such surveillance has been posted or where crimes have occurred or are reasonably expected to occur), that ensure the proper work environment. The university reserves the right to inspect and search all work areas, desks, file cabinets, lockers, lunch boxes, containers leaving university premises, and personal vehicles on university premises. All records contained in computers (including email) and storage devices should be business-related and therefore are open to inspection by the university.

Surveillance cameras are positioned at several locations throughout the campus to enhance campus safety. Cameras are located inside and outside university academic and administrative buildings as well as in parking facilities. Cameras monitor nearly every area of campus from a central control facility. These cameras are monitored throughout the day and also provide video surveillance.

2.20 Information technology policies

Taxpayers, students, and others providing funding for Missouri State University technology resources expect that these assets will be used and offered equitably. Further, they expect use of these resources to support the university's mission of developing educated persons and in its mission in public affairs.

Acceptable uses of computers, networks, electronic mail, and other information technology can help enhance university communications and build a sense of community. Unlawful or inappropriate uses, however, reduce the amount of resources available to satisfy the university's purpose and can infringe upon the rights of others.

Use of university computer resources is a privilege. The university expects all authorized users to use information technology in a responsible, acceptable manner – users may not use information technology to violate the university's purpose or mission, university policy, faculty or employee handbooks, Board bylaws and rules, contractual obligations, or local, state, or federal laws and regulations. Failure to comply with university computer use policies can result in immediate disabling of computer resources, reactivation fees, removal of material violating policy, and/or disciplinary action including dismissal, civil action or prosecution. The university reserves the right to monitor computer use/communication if it has reason to do so, and to limit, revise or prioritize its computer resources as it deems appropriate.

To ensure compliance with these expectations, and applicable laws, the university requires its authorized users of the information technology resources to follow the policies regarding information technology use.

2.21 Children in the workplace

The university values family life and has worked to develop employment policies and benefits that are supportive of families. While the university seeks to focus on providing an environment open to work and family issues, it also believes that the work place should not be used in lieu of a child care provider. Further, the university believes that it is inappropriate for minor children of employees to be in work areas during work hours for several reasons:

• The potential liability to the university.
• Risk of harm to the children.
• Decreased employee productivity due to distractions and disruptions.

It is the policy of the university that minor children in an employee’s care not be present at an employee's workplace (e.g., office, classroom, shop area, university vehicle), in lieu of other child care arrangements, during the employee's working hours. The supervisor is responsible for enforcing this policy in their respective work areas. This policy is not intended, however, to prohibit children from the campus when the purpose of their visit is to attend classes or to participate in activities specifically scheduled for their benefit (e.g., Fine Arts Academy, summer sports or activity camps, or other similar university-sponsored events).

2.22 University signature policy

Missouri State University's Signature Policy delineates when signatures can be specified on university documents and the specific approvals required to include those signatures. Within this policy, the term "document" refers to both hardcopy and electronic formats. The term "signature" refers to the handwritten, personalized signing of an individual's name and serves as his/her legal identifier, either in original or digitized form.

No university member's signature shall be included on hardcopy documents unless that person has specifically signed the original document being copied for distribution or has specifically authorized the signing of his/her name. No university member's digitized signature shall be included on any hardcopy or electronic documents without that person's specific, written approval. In lieu of an approving authority's signature, the specification of the signatory's name and title is encouraged to be used (e.g., John Doe, Director of Acme Department).

University officials wishing to include the President's signature on a document shall: (a) have that document reviewed and approved by the appropriate vice president or chancellor in advance of distribution to the President, and (b) have that document reviewed and approved by the President prior to general distribution. This policy applies to all university faculty, staff and students.

G7.02-3 Employment Policies and Procedures

G7.02-4 Classification and Compensation

G7.02-5 Employee Performance Evaluations

5.1 Purpose

The university believes that a fair performance evaluation system is one of the keys to a successful performance-based compensation system. The performance evaluation tool and process must be trusted by the employee and supervisor, effectively and consistently used, and should incorporate individual goals. The university’s Appraisal and Development Plan (ADP) process is designed to support the growth and development of employees within the organization and to recognize employees for their overall performance and contribution to the organization. The evaluation of employee performance is intended to be a continuous process of communication between employees and supervisors and to serve several purposes, including the following:

• Evaluate each employee's effectiveness in performing assigned duties and responsibilities.
• Establish performance standards as they relate to the current job description and in support of the university’s goals and mission.
• Assist employees in developing additional knowledge, skills and abilities for job advancement.
• Document shortcomings or substandard performance and outline methods to improve future performance.
• Determine retention of an employee at the end of the probationary period.

It is the cost center administrator’s responsibility to ensure performance evaluations are completed accurately and in a timely manner for his/her unit.

Resources and information on the university’s Appraisal and Development Plan process are available online or by contacting the office of human resources, Performance Management for assistance.

5.2 Method of evaluation

The immediate supervisor will evaluate the employee’s performance using a one (1) to five (5) rating scale that consists of the following five levels of performance: Exceptional (5), Commendable (4), Competent (3), Development Needed (2) and Unsatisfactory (1). Ratings can be entered in .25 increments. Supervisors should verify with their Cost Center Head for guidance on the utilization of the rating scale for whole numbers or increments.

Supervisors must conduct:

• A probationary performance planning meeting for new employees during their first week of employment, at the third month of employment and at the sixth month of employment.
• A probationary performance appraisal for new employees at their third and sixth month anniversary date.
• An annual performance appraisal with all eligible employees during the annual rating period of October 1st through January 31st.
• An annual performance planning meeting with all eligible employees.

The ADP forms for the Planning and Appraisal Process are accessed and completed online through the My Missouri State portal. Both supervisors and employees are notified by email from HRPerformance@MissouriState.edu when they have actions to complete during the planning and appraisal processes for the annual and probationary ADPs.

Both the supervisor and the employee will acknowledge the online forms at the conclusion of the Appraisal Meetings. Acknowledging represents that the employee is aware of and has been informed of the Appraisal document. Confidentiality should be exercised in the management of the ADP documents and discussions for employees.

5.2.1 Performance planning meetings

The performance planning meeting and the performance appraisal meeting may occur during the same meeting, if the supervisor desires. The supervisor communicates the university's and department's goals and objectives and helps the employee to relate his/her performance to the accomplishment of these goals by establishing measurable outcomes. This step is documented in the Objectives/Job Duties Performance Standards and Appraisal Section of the ADP form. The Organizational Values/Behaviors Section should also be reviewed so that the supervisor and employee have a common understanding of the behaviors expected for the position. Supervisors should provide feedback to their employees throughout the rating period to reinforce expected behavior and to address performance issues.

5.2.2 Performance appraisal meeting

Cost center administrators are responsible for ensuring that the performance evaluation ratings are consistently calibrated throughout their cost center. The ADP Appraisal document is reviewed and discussed by the supervisor and employee. An integral part of this meeting is planning for the subsequent year's job duties, projects, and/or goals (see Section 5.2.1).

5.2.4 Performance improvement plan

A supervisor may initiate a Performance Improvement Plan (PIP) when an employee's overall performance rating is less than "Competent" (less than 3) or when a supervisor determines current performance requires improvement as part of the Annual ADP process. The PIP process must be initiated by the supervisor if the employee’s overall rating is less than 2.5 on the 5.0 rating scale. If the lower rating is the result of behavior and/or performance that was already formally addressed during the rating the period, the supervisor may not be required to initiate a PIP. Supervisors should consult with HR Performance Management for guidance on their employee’s individual situation. The Performance Improvement Plan document should include:

• Behavior, performance, situations or conditions that need to be changed.
• Expected changes by the employee to improve their performance or behavior along with demonstrated outcomes.
• Any supporting activities, training or guidance to support the improvement.
• Expected timeline for improvement.

The PIP document becomes part of the employee’s Appraisal and Development Plan for the rating period it was initiated. Supervisors should consult with their next line of supervision (Reviewer) when initiating a PIP on an employee since the Reviewer also signs the form at the establishment of the PIP and at the Follow-Up Review. Supervisors needing to address performance issues with an employee should contact the office of human resources, Performance Management for assistance and guidance on the process prior to meeting with the employee. The Performance Improvement Plan form can be found online.

5.3 Probationary and annual evaluations

The performance evaluation period is determined based upon the type of evaluation being rendered as described below.

5.3.1 Probationary period evaluations

New employees serve a six-month probationary period. During this period, the supervisor will complete two evaluations of the employee's work performance, at the third and sixth months of employment. Probationary evaluations assess the new employee's progress in learning the job.

During the first week of employment, the supervisor should conduct a performance planning meeting to review the job description with the employee and determine the most important duties to be learned and goals to be accomplished during the probationary period. The probationary evaluations are primarily developmental and help the supervisor identify employee strengths and weaknesses and areas where more training is required. In a probationary evaluation, a rating of "3" does not mean competent as it does in the regular performance appraisal system. A rating of "3" means satisfactory progress has been made in learning how to do the job competently. Higher or lower ratings during the probationary period mean the new employee is progressing faster or slower than expected. An overall score of "3", meaning satisfactory progress is being made, is required for the new employee to be recommended for continued employment. An overall performance rating of 2.00-2.99 (development needed) at the three- or six-month evaluation period indicates that the supervisor should clarify job expectations and performance standards with the employee and together determine which aspects of the job need further explanation or additional training. An overall performance rating of less than 2.00 (unsatisfactory progress) at the end of the probationary period may result in termination of employment with the university. The supervisor can recommend an extension of the probationary period based on documented evidence that the normal probationary period provided insufficient time for the employee's job suitability to be determined. Alternatively, if work or performance is judged to be unsatisfactory, probationary employees may be dismissed at any time during the probationary period. Supervisors should contact the office of human resources for assistance and approval to extend an employee’s probationary period beyond six (6) months or to recommend termination of employment. Only the Director of Human Resources can grant an extension or terminate an employee. These actions should be initiated prior to the employee’s six-month anniversary.

5.3.2 Annual performance evaluations

All employees successfully completing the probationary period will roll forward into the annual performance evaluations process based on their six (6) month anniversary date. All annual performance evaluations will occur between October 1st and January 31st of each fiscal year.

5.3.3 When change in supervision occurs

When an employee changes supervisors during the year, the following guidelines will determine the supervisor responsible for completing the ADP process for that employee. When a change of supervision occurs:

• February 1st through September 30th – The new supervisor will complete the ADP for the employee. Input from the next level of supervision may be sought.
• October 1st through January 31st – The former supervisor completes the ADP for his/her former employee. If the former supervisor is not available, input from the next level of supervision should be sought.

5.4 Performance evaluation appeals

If an employee believes that an inaccurate performance evaluation has been rendered, a written response to the evaluation may be submitted to the office of human resources within 10 work days with a request that it be placed in his/her personnel file with the performance evaluation.

The office of human resources also is available to advise or counsel employees about expected performance standards and to assist employees in making adjustments regarding performance.

Employees who believe that they have been discriminated against on the basis of race, color, religion, national origin, ancestry, age, disability or veteran status with respect to a job performance evaluation may consult the office for institutional compliance.

Employees who believe that they have been discriminated against on the basis of sex (including family status, marital status, pregnancy, sexual orientation and/or gender identity/expression) may consult the title IX office.

G7.02-6 Benefits

The following description of benefits available at the university is subject to modification at any time without additional notice by action of the Board of Governors, by the administration to whom authority to modify benefit programs has been given or as required by law. While the university expects to continue these benefit plans, it has the right to amend or terminate any benefit plan. All benefits in Chapter 6 are provided to full-time regular employees (as defined in Section 3.9.1 of this handbook).

Part-time employees may receive selected benefits that are extended to full-time employees. Certain benefits may also be extended to spouses, dependents and domestic partners of employees. “Domestic partner” is defined as a person who meets all of the following criteria: (1) be at least 18 years old and mentally competent to consent to contract; (2) have shared the same permanent residence and the common necessities of life with the employee for at least the previous 12 months; (3) not be legally married to anyone else in any state; (4) not be related by blood or a degree of closeness to the employee that would prohibit legal marriage in the State of Missouri; (5) have a single dedicated relationship with the employee of at least 12 months (6) not be a renter, boarder or tenant of the employee. Employees are required to notify the office of human resources within thirty (30) days of any change in status affecting eligibility for benefits for spouses, dependents or domestic partners.

6.1 Insurance benefits

All full-time regular employees are provided the following insurance benefits (insurance benefits are not extended to part-time employees). The descriptive statement provided for each benefit is a summary statement. Detailed information on the various insurance coverages are available on the Human Resources web page. Insurance and Cafeteria Plan claim forms are available and can be downloaded from the office of human resources web page.

6.1.1 Medical benefits

Full-time employees electing to be covered under the university's medical insurance plan will contribute a portion of the cost for their coverage. The amount of the contribution will be established annually. Employees may decline the university's medical coverage. Coverage for new employees becomes effective as specified in the Medical Insurance booklet. Employees may cover their spouses, domestic partners and/or eligible children under the university's group medical plan. If dependent coverage is elected, the employee pays the monthly premium through payroll deduction.

6.1.2 Dental benefits

The university pays the full cost for employee dental coverage. Employees may decline the university's dental insurance coverage. Coverage for new employees becomes effective as specified in the Dental Insurance booklet. Employees may cover their spouses, domestic partners and/or eligible children under the university's group dental plan. If dependent coverage is elected, the employee pays the monthly premium through payroll deduction.

6.1.3 Life Insurance benefits

The university provides and pays for basic group term life insurance and accidental death and dismemberment insurance. Employees may purchase additional term life insurance coverage (called supplemental life insurance) on themselves. Employees also may purchase dependent life insurance coverage on spouses, domestic partners and/or children. The premiums for any additional coverage are paid by the employee through payroll deduction.

6.1.4 Long-term care insurance

Currently, the university does not offer Long-Term Care Insurance due to the university's provider stopping new enrollments. However, full-time regular employees and their spouses, parents and parents-in-law as well as retirees and their spouses, who obtained coverage under the previous provider will continue to be covered with Long-Term Care insurance as long as they continue to pay the premiums. Long-Term Care insurance provides coverage for a wide range of personal care, health care and social services for people of all ages who can no longer care for themselves due to chronic illness, long-lasting disability or the effects of aging. Most health care plans do not cover the costs associated with such care, and Medicare provides very limited coverage. The university's current Group Universal Life Insurance coverage has provisions that allow access to some of the life benefits if long-term care becomes necessary for the insured.

6.1.5 Long-term disability insurance

The university provides Long-Term Disability (LTD) insurance at no cost to the employee. LTD insurance covers disabilities resulting from accidental bodily injury, illness or pregnancy, upon completion of an eligibility waiting period. Under this insurance coverage, employees who are disabled for either 180 days or the expiration of their accrued sick leave (whichever is greater) because of injury or illness (as defined in the Long-Term Disability Benefit Booklet) are eligible to receive a benefit equal to 60 percent of their monthly earnings up to a maximum benefit of $10,000 per month (minus any other income benefits such as workers' compensation benefits, retirement benefits, Social Security Disability benefits).

6.1.6 Cafeteria plan

The university participates in the Missouri State Employees' Cafeteria Plan which allows full-time and part-time employees to contribute to certain benefit plans on a before-tax basis. Participation in the plan is voluntary. The plan allows employee contributions for optional insurance coverage and flexible spending accounts for reimbursable health care expenses and child/dependent care expenses to be taken out of each paycheck before taxes are calculated. Other important information concerning the cafeteria plan is available online at ASI Flex.

6.1.7 Voluntary benefits

The university may make certain "voluntary benefits" available to full-time employees. These voluntary benefits may include, but are not limited to such offerings as vision insurance, accidental death and dismemberment insurance and critical illness insurance. Those to whom such benefits are made available will be allowed to pay for their selections through payroll deductions and when possible through the Cafeteria Plan as described herein.

6.2 Retirement program

6.2.1 Retirement

All full-time regular staff employees are enrolled as members of the Missouri State Employees' Retirement System, referred to as MOSERS. Part-time regular employees who work more than 1,000 hours on a regular basis are eligible for enrollment in MOSERS. MOSERS is a public, defined benefit retirement plan and is funded partially or entirely by university contributions, depending upon the plan in which the employee is enrolled and which is dependent upon his/her enrollment date. Employees are vested after five (5) years. Eligibility and length of service requirements for normal retirement and early retirement are described fully in the MOSERS General Employees’ Retirement Handbook. The provisions of the retirement program described in this handbook are subject to change to comply with MOSERS requirements.

Employees are encouraged to schedule an appointment with the office of human resources 90 days prior to their anticipated retirement date, in order to ensure timely processing of the retirement and continuation of various insurance coverages. Applications for retirement must be submitted to MOSERS at least 30 days before the desired retirement date; failing to do so can delay retirement. Employees can also submit the application electronically by accessing their employee portal on MOSERS website. The Office of Human Resources is available to assist in applying for retirement .

6.2.2 Social security

All employees are required to participate in the Federal Social Security Program. Employee contributions are made by payroll deduction, with the university contributing an equal portion.

6.2.3 Benefits available to retired employees

The university extends a number of employee benefits to retired employees in recognition of their dedication and loyal service to Missouri State University. These benefits include a retired employee's identification card, use of the university's Health and Wellness Center and pharmacy, personal check cashing privileges at the bursar's office (business office on the West Plains campus), use of the Faculty/Staff Charge Account, library privileges, use of campus recreational facilities, employee discounts on purchases in the bookstore, admission to athletic events and cultural programs at reduced employee rates, and admission to convocations and lectures. Retirees may also obtain an identification card for their spouse or domestic partner. Retirees may continue to be covered under the university's medical insurance by meeting the eligibility criteria specified in the Medical Insurance booklet and by making the required contributions. Continuation of the life insurance coverage is available at the time of retirement. Refer to the benefit plan booklets for applicable provisions. Retired employees also may enroll in one college course each semester and have required student fees paid by the university. If this benefit is used for a course held during an intersession, it will count for the corresponding regular semester. This waiver of fees benefit can be assigned to the eligible dependent children of a retiree as described below, but it cannot be assigned to the retiree's spouse or domestic partner.

Eligible dependent children of retirees who are enrolled at Missouri State University are extended the same educational benefit available to the eligible dependent children of a full-time regular employee as described in Section 6.4.1 of this handbook. Eligibility of dependent children of a retiree for this benefit will be determined according to the eligibility standards set forth for dependents of employees as listed in Section 6.4.1 of this handbook. This benefit is not applicable to out-of-state tuition, book costs, or any special fee pertaining to a specific class or private instruction. The eligible dependent must pay the required student fees for all college-level courses taken over the 15 credit hours per academic year covered under this program. To receive this required student fee waiver benefit for eligible dependent children, the retiree can access the automated fee waiver system by logging onto My Missouri State, Profile, Employment Details, Fee Waiver.

6.2.4 Benefits available to emeritus employees

Emeritus status may be granted to retiring staff and administrative employees as a special recognition for exemplary work performance and outstanding, loyal and dedicated service to the university. To be eligible for consideration for Emeritus status, the employee must be in retirement status, must have had 10 years of service in a full-time regular position and must have the approval of the appropriate administrative officials and the Board of Governors. Emeritus staff members are listed in the Missouri State University Directory, are entitled to all the benefits previously listed for retirees, receive invitations to special events held throughout the year, and receive a President's Parking Pass. (See Section 8.8 of this handbook for additional information about Emeritus status).

6.3 Deferred compensation plans - 403(b) and 457(b)

Full-time and part-time regular employees are eligible to participate in a tax-sheltered investment program authorized under Sections 403(b) and 457(b) of the Internal Revenue Code through payroll deduction. These investment plans allow employees to save for retirement either on a tax-deferred basis or after-tax (Roth). When contributing on a tax-deferred basis, when employees eventually receive benefits from their tax-sheltered investment, the payments will be reportable as income for tax purposes. Since the reportable income received at retirement is likely to be less than their income while working, there is a potential for tax advantage. If contributing on an after-tax basis, in general and under certain conditions, employees do not pay taxes when receiving benefits since taxes have already been paid. Employees may participate in both a 403(b) and the State of Missouri deferred compensation plan (457 Plan). (Deferred Compensation Plans – 403(b) and 457(b))

6.4 Educational opportunities

The university recognizes the important role of continuing education and supports employee participation in university credit, noncredit and human resources Organizational Talent and Development programs for professional growth. The Employee Educational Opportunity Program is provided to improve employees' skill levels, knowledge, and abilities for maintenance and improvement of their professional level as a member of the university community. Participation in educational programs must be approved by the proper administrative authorities. The employee's supervisor must approve any employee participation if scheduled between the employee's regular work starting time and the employee's regular work ending time.

6.4.1 Credit course fee waivers

Full-time regular employees are eligible for up to 15 credit hours of tuition and student fees covered by the university for classes taken at Missouri State University per academic year (starting with the fall semester). This benefit is also transferable to eligible dependents. If both an employee and their spouse/domestic partner are full-time employees of the university, they can each utilize 15 credit hours of tuition and student fee coverage, allowing for a combined total of 30 credit hours for the same recipient during an academic year. In order for the university to pay the required student fees, employees must be employed by the university prior to or on the first date of the semester for which they intend to use the fee waiver benefit. If the employee terminates employment prior to the start of the semester in which the university has paid the required student fees, the university will cancel the payment of those fees and will bill the person who received the fee waiver for the amount due the university.

Employees who have used their 15 credit hour benefit during a given academic year, and who enroll in additional courses at Missouri State University during the same academic year, must pay the required student fees for those additional courses. This fee waiver can be applied to auditing a class, intersession classes and repeated classes. This benefit is not applicable to book costs, or any special fee pertaining to a specific class or private instruction.

Employees may assign part or all of the 15 credit hour benefit to their spouse, domestic partner and/or their eligible dependent children. For purposes of this policy, the Internal Revenue Code defines an eligible dependent child as an employee's son, stepson, daughter, stepdaughter or grandchild. Such children must be a dependent of the employee and must not have attained the age of 24 years at the start of the semester in which the credit hour fee waiver is applied. In addition, children of divorced or separated parents are treated as a dependent of both parents where (1) the parents are divorced, legally separated, or separated under a written separation agreement; and (2) the children receive over half of their support from their parents. The spouse, domestic partner and/or eligible dependent children must have been admitted to Missouri State University or must qualify for the high school senior early admission program.

The purpose of offering credit course fee waivers through the Employee Educational Opportunity Program is to (1) encourage overall employee improvement (2) encourage development of qualifications which may increase an employee's skill in his/her present job or lead to advancement through additional education and/or (3) enhance the fringe benefit program by extending course enrollment benefits to spouses and eligible dependents.

The following requirements must be met in order for an employee to participate in this program:

• The individual receiving the fee waiver must file an application for admission or readmission with the office of admissions and recruitment and must meet all academic admission requirements stipulated in the Missouri State University Undergraduate Catalog or the Missouri State University Graduate Catalog. (See calendar in Catalog and Class Schedule for deadlines.)
• Courses taken by employees (1) must be taken outside assigned scheduled working hours, or (2) an equivalent adjustment must be made in the employee's work schedule to make up the time away from work, or (3) an equivalent adjustment must be made by requesting leave without pay or (4) the time away from work must be requested as vacation leave.
• Employees are expected to work their standard full-time hours each week. Work schedule adjustments may be made within the department, but these adjustments must be approved in advance by the department head or supervisor and should not interfere with the normal operations of the department.
• Participation in the program is voluntary. Responsibility for course work rests with the individual and work hours are not to be used for class preparation.
  • In order to receive the benefit, the employee must request it by logging into My.MissouriState and accessing the electronic form listed on the “Fee Waiver Benefits” experience card.
  • Fee waivers are applied in whole hour increments only, apart from Greenwood Laboratory School as outlined in 6.4.1.1.

• Employees can submit fee waiver requests up until the end of the term in which classes are taken. Fee Waivers will not be processed for previous term

6.4.1.1 Greenwood Laboratory School

Full-time regular faculty and staff employees who are eligible for the credit course fee waivers as described above may apply one-half of the total annual undergraduate credit hour benefit to their eligible dependent children who attend Greenwood Laboratory School toward payment of required student fees.

6.4.1.2 West Plains campus per course faculty

Per course faculty who teach at Missouri State University’s West Plains campus are eligible to enroll in a total of 15 credit hours of college-level courses per academic year and have their required student fees paid by the university. The following restrictions apply: (1) the fee waiver is limited to associates degree credit courses offered on the West Plains campus only; (2) the fee waiver excludes courses for the Missouri Sheriffs’ Association Training Academy; and (3) enrollment or assignment of the benefit applies only in the semester in which the per course faculty is actively teaching. Per course faculty may assign part or all of the 15 credit hour benefit to their spouse, domestic partner and/or their eligible dependent children with the same restrictions.

6.4.1.3 Dual Credit Instructors

To qualify for a 3-credit hour fee waiver, an instructor must teach at least three (3) credit hours in an academic year (fall–summer). The fee waiver becomes available only after the instructor has completed teaching the course and met all eligibility requirements.

The fee waiver may be used by the instructor or their dependent(s). The individual using the fee waiver must be registered for the class before submitting a fee waiver request.

This benefit is available on an annual basis for instructors who meet the eligibility criteria and will continue as long as the instructor remains eligible.

Fee waiver requests must be submitted during the current semester/term. Late requests received after the semester/term has ended will not be processed.

6.4.2 Noncredit course fees - MyBenefit

Full-time regular employees may receive assistance to help pay course fees to enroll in noncredit courses offered by Missouri State University for the purpose of professional and personal development. The university will pay $150 per employee, per fiscal year (July 1 through June 30) for the enrollment in noncredit courses sponsored by the university.

Employees can register, purchase training opportunities, view order history, and check their balance through the online system, My Learning Connection. Each training unit is valued as $1 in the payment process.

The Noncredit Course Fee Waiver can be used for course fees only and will not be applicable to memberships, book fees, lab fees or other special fees in addition to the course fees. Employees may elect to use their Noncredit Course Fee Waiver to cover the cost of the class and defer any remaining cost for the class to their university account. The Noncredit Course Fee Waiver is for the employee only. It does not extend to members of the family. The university will comply with Internal Revenue Code regulations in regard to reporting benefits that are taxable income.

University departments and/or educational units sponsoring professional and personal development courses may receive Noncredit Course Fee Waiver assistance from attending employees if their course has been approved in advance and the employee’s registration is through My Learning Connection.

6.4.3 Organizational and talent development programs

My Learning Connection

Professional and personal development opportunities are available to employees through My Learning Connection, Missouri State University’s online Learning Management System (LMS) located in My Missouri State. My Learning Connection is a centralized library of all development opportunities available to employees that is searchable, designed to support specific learning plans and accessible 24/7 for information and registration. Employees can view their own comprehensive training record to include historical data, courses for which they have registered for, their training calendar and courses they are interested in for future attendance. My Learning Connection supports the registration for all classroom, online and blended learning courses to assist in providing learning opportunities for all employees. The employee’s access to the LMS and set up for their training record is established at the time of employment.

Programs will normally be held during the regular workday; however, it is up to the employee to make arrangements with his/her supervisor for job coverage during program attendance. Those arrangements should be made prior to registration for training. There are compliance courses for which an employee's attendance is required in order for the university to meet legal mandates. The requirement to attend such training may be directed either by the university or the employee's department.

Questions about My Learning Connection, training requirements and development programs can be directed to hrlearning@missouristate.edu or human resources Organizational and Talent Development.

Certified Administrative Professional (CAP) designation

The university recognizes the attainment of the Certified Administrative Professional (CAP) rating by any full-time regular employee (as defined in Section 3.9.1) who is in a nonexempt, administrative support position, as categorized by the university's classification index. In support of this recognized rating for administrative support professionals, the university will (1) pay for the fees for the noncredit classes offered by the university that provide a review for the CAP examination; (2) pay for the application processing and examination fees for an employee's initial examination attempt; and (3) increase the annual base salary by $600.00 for any administrative support employee achieving CAP status. This increase is not a supplemental increase on top of base salary; the increase is funded by the employee’s respective department and/or cost center. University funds will not cover expenses for second or subsequent re-examination attempts or for any other charges incurred by the employee. For more information regarding the review sessions, contact hrlearning@missouristate.edu, human resources Organizational and Talent Development.

6.5 Workers' compensation

All university employees are extended Workers' Compensation coverage which provides payment of medical expenses and salary compensation to employees who suffer the effects of a work-related injury or who incur an occupational disease arising out of and in the course of employment with the university. The amount of compensation authorized under Workers' Compensation is prescribed by law and the State of Missouri and not by the university.

• A work-related injury must be reported immediately to the employee's supervisor and the office of human resources (benefits specialist). If after hours, the employee must leave a voice message or send an email to the supervisor and human resources.
• The supervisor must ensure that an employee injured in a work-related accident completes a Missouri State University On-The-Job Injury Report form and other additional forms found on the Workers' Compensation page.
• The supervisor must complete the "Supervisor Comment Section" and send the completed form to the office of human resources within 24 hours of the injury. If there is a good reason for not reporting the injury within 24 hours, the injury must be reported as soon as possible, but no later than 30 days after the work-related accident.

• It is imperative that the required paperwork be completed in a timely fashion to avoid delays in the claim being processed or unnecessary delays in medical treatment.

• Even if the employee does not seek medical treatment, the workers’ compensation forms should be completed and sent to the office of human resources. This will be recorded as an incident only.
• Upon receiving a work-related injury requiring medical attention, employees must contact CARO (Central Accident Reporting Office) at 1-800-624-2354 for the name of an authorized medical care provider prior to seeking treatment. This referral service is available 24 hours a day, 365 days a year.

If the injury is considered to be serious (e.g., potentially life and/or limb threatening), the injured employee should proceed immediately to the nearest hospital emergency room. The employee or supervisor must notify the office of human resources immediately.

The State of Missouri will not pay for medical treatment an employee receives from a medical provider who has not been approved by the Central Accident Reporting Office (CARO). Employees may seek their own medical care with the provider of their choice at their own expense.

Employees injured on the job will be excused from work without loss of pay, vacation, or sick leave in order to obtain medical attention on the day the accident or injury occurs. Additionally, an employee will be excused from work without loss of pay, vacation, or sick leave to obtain further medical treatment related to the injury. An employee must limit absences from work to the time required to receive medical attention only, and is required to furnish satisfactory proof of having received medical attention from the medical provider showing arrival and departure time.

If the employee has off-campus follow-up appointments they will be paid until the time they leave the campus. If the employee decides not to return to work after receiving treatment, they must notify their supervisor immediately and will be required to use any accrued leave, or if they have none available, time will be counted as leave without pay.

If an employee is unable to return to work following the accident or injury, the employee will be granted leave without pay. Full-time regular employees may elect to use accumulated vacation or sick leave instead of taking leave without pay. Workers' Compensation law requires a three-day waiting period following an accident or injury before making payments to employees. After the three-day waiting period, an employee may either (1) take the compensation paid through Workers' Compensation only and go on leave-without-pay status, or (2) continue to use accumulated vacation or sick leave to supplement the Workers' Compensation pay in order to receive full salary. Employees must report the type of leave on their time sheet or leave report for the period of time the employee is unable to work. In no case shall an employee receive more than his/her normal monthly salary amount as a result of receiving both Workers' Compensation pay and vacation or sick leave benefits.

Employees who are off work due to a work-related injury or illness (i.e., one for which the employee has filed a workers' compensation claim) will not accrue any vacation or sick leave if they have not worked or received university paid leave for at least 80 hours during each pay period that they are off work. However, employees who supplement their workers' compensation payments (i.e., the temporary total disability [TTD] payments from the State of Missouri) by using their accrued vacation, sick leave and/or compensatory time off during the month will accrue vacation and sick leave for that month.

An injured employee who is unable to return to work after incurring a work-related accident or injury is required to provide documentation to his/her supervisor and the office of human resources stating the necessity to be off work and the length of time the employee must remain off work. When returning to work, a written release from the doctor is required in coordination with CARO.

An employee injured on the job must tell the medical provider that the accident or injury is work-related and will be filed with Workers' Compensation. Any bills for medical and hospital expenses received by the employee must be forwarded to CARO.

Workers' Compensation benefits may be reduced for injuries sustained in conjunction with the use of alcohol or controlled, non-prescribed drugs. Benefits may be forfeited if it is shown that the use of alcohol or controlled, non-prescribed drugs was the proximate cause of the injury. Under Missouri law, the university can request an employee to take a test for alcohol or a non-prescribed controlled substance if the university suspects usage by the employee. All workers' compensation benefits are forfeited if the employee refuses to take a test when requested by the university.

6.5.1 Early return to work program

When an employee of Missouri State University has suffered the effects of a work-related injury or has incurred an occupational disease arising out of and in the course of employment with the university which is covered under the state's Workers' Compensation program, it is the policy of the university to provide the opportunity to maximize recuperation and rehabilitation, thus enabling an early return to work. To this end, the university has established an Early Return to Work Program in compliance with a directive dated October 29, 2001, from the State of Missouri's Office of Administration.

The primary object is to return employees to work at the earliest date when medically feasible, as determined by the authorized treating physician. An authorized treating physician is defined as the physician selected and/or approved by the Central Accident Reporting Office (CARO) under the provision of the Workers' Compensation Act. Additionally, this program endeavors to: communicate that the university cares about each employee and values the important contributions which employees make to the university's success; to foster and enhance the physical and psychological recovery process of injured employees; to reduce medical, lost time and disability costs; to minimize the chance of re-injury by the employee; and to enhance the injured employee's sense of confidence and well-being.

Upon determination by the authorized treating physician that an employee is capable of performing modified duties on a temporary basis, the employee's supervisor and major administrator, (with the assistance of Human Resources), will review the employee's job duties (tasks) and determine whether the duties can be modified, temporarily suspended, or shared with another employee in order to meet the medical restrictions delineated by the authorized treating physician. If it is determined that job duties can be modified, temporarily suspended, or shared, such that the modified job duties meet the medical restrictions delineated by the authorized treating physician, the employee will be returned to work in that modified position. Employees who refuse to return to work in a position which meets the requirements for modification of duties will be subject to disciplinary action up to and including termination of employment. The supervisor will periodically review the scope of modified job duties to determine whether the duties, as originally prescribed, continue to meet the medical restrictions or if they need to be modified again.

If it is determined that a temporary modification of job duties (as described above) is not feasible, the supervisor will first attempt to identify a position within the employee's department for which the employee is qualified and which meets the medical restrictions delineated by the authorized treating physician. If such a position is found, the employee will be temporarily assigned to that position. The supervisor will periodically review the employee's work performance to determine whether the new temporary position continues to meet the medical restrictions or if the employee needs to be re-assigned to another position, one for which the employee is qualified and which does not violate the medical restrictions.

If the supervisor cannot identify a position within the employee's department for which the employee is qualified and which meets the medical restrictions delineated by the authorized treating physician, the supervisor, in consultation with the appropriate major administrator, will attempt to identify a position outside the employee's department. If a position can be identified for which the employee is qualified and which meets the medical restrictions delineated by the authorized treating physician, the employee will be temporarily assigned to that position. When an employee is assigned to a position outside his/her home department, the employee's salary will continue to be paid from the home department budget during the period of the temporary assignment. The supervisor will periodically review the employee's work performance to determine whether the new temporary position continues to meet the medical restrictions or if the employee needs to be re-assigned to another position, one for which the employee is qualified and which does not violate the medical restrictions.

The Office of Human Resources may request the assistance of the Office for Institutional Compliance to aid the supervisor with modifying an existing position or identifying an alternative position for the employee which meets the medical restrictions. Requests are evaluated by the Office for Institutional Compliance for assistive technology and alternative methods of accommodation for employees in conjunction with the Office of Human Resources. This expertise is intended to facilitate the employee's return to work.

6.5.1.1 Temporary modified work

Employees must understand that this type of work is considered to be temporary due to the nature of their medical restrictions. Employees are expected to return to their regular position as soon as they are medically able to do so. The authorized treating physician will identify the employee's temporary restrictions. Temporary modified work is defined as either:

(a) the modification or removal of some job tasks from an employee's regular scope of work responsibilities such that the resulting scope of work is within the capability of the employee to perform and does not violate the medical restrictions imposed by the authorized treating physician, or

(b) the performance of job tasks that may or may not be related to an employee's regular work position, but which can be performed by the employee based upon his/her qualifications and which do not violate the medical restrictions. These job tasks may be activities that have been delayed because staffing was not available to perform them or because they were considered to have less immediacy .

6.6 Military leave benefits

Employees on military leave are extended the same benefits as employees on other paid or unpaid leaves. However, two special provisions are added:

• Insurance

  If covered on the university's employee group plans, coverage will be maintained for 30 days after reporting for military duty. The employee may keep the university's insurance for up to a maximum of 24 additional months, even after going on the military's plan, by making the required premium contribution. The university's plan will apply coordination of benefit provisions of the plan and will cover benefits as either primary or secondary pay or as provided by the military program.

• Retirement

  Under retirement system provisions, an employee may purchase creditable service for active military service. Contact the Missouri State Employees' Retirement System (MOSERS).

6.7 Unemployment compensation insurance

The university provides unemployment insurance coverage for employees in accordance with the laws of the State of Missouri. For specific details concerning coverage and benefits, contact the Office of Human Resources or the local office of the Missouri Division of Employment Security.

6.8 Legal defense of staff employees

Pursuant to and in conjunction with the State Legal Expense Fund, Section 105.711, R.S.Mo., et seq., it is the policy of the university to provide legal defense of any claim covered by Sections 105.711 to 105.726, regarding conduct of any officer or employee of the university arising out of and performed in connection with his or her official duties on behalf of the university. When questions arise as to whether the conduct in question would be covered by Sections 105.711 to 105.726, the university may consult and obtain the advice of the Attorney General of the State of Missouri. The university may also proceed with a defense under a reservation of rights, under which the officer or full-time or part-time employee may subsequently become liable and responsible for the expense of such defense upon a finding that the conduct was not or would not have been covered by Sections 105.711 to 105.726.

6.9 Identification card (BearPass Card)

Full-time regular employees are issued a picture identification card (BearPass Card) by the BearPass Card office. The Missouri State University BearPass Card can be used as identification for cashing personal checks, for admission to various university facilities and events (check with individual event sponsor for specific details about cost or discount), for receiving a discount on purchases in Baker Bookstore, Drago College Store, and convenience stores on campus, for use of the university's Magers Health and Wellness Center, for library services, the Bill R. Foster and Family Recreation Center, the West Plains Civic Center Pool and Fitness Center and for access to the employee's debit card account. If the BearPass Card is lost, stolen or destroyed, the employee may obtain a replacement card by contacting the BearPass Card office or the Lybyer Open Lab Help Desk on the West Plains campus and paying the required replacement fee.

Full-time regular employees also are entitled to obtain a Missouri State University BearPass Card for their spouse or domestic partner. The spouse's, or domestic partner's BearPass Card can be used for all of the same services and facilities as the employee's card. Contact the office of human resources for a form to obtain a spouse/domestic partner identification card.

Part-time employees may be issued a BearPass Card entitling them to the same services listed above for a full-time employee.

6.10 My Missouri State portal

The My Missouri State portal allows the employee access to information about payroll, accounts receivable, and benefits. Access to My Missouri State requires a BearPass account and password which the employee obtains at the time of employment. Self-service instructions for activating your account or resetting forgotten or expired passwords are available through a link on the My Missouri State login page. Employee can contact the Computer Services Help Desk for assistance with their BearPass account and password.

6.11 University services and facilities

Employees have access to the following services and facilities in accordance with the rules, regulations and policies of each department providing the facilities or service. For more information and answers to questions concerning these services, the employee should contact the specific department responsible for the service.

6.11.1 Athletic events

Employees may purchase reserved or general admission tickets to selected Missouri State University athletic events at a reduced rate. Tickets may be purchased at any of the Missouri State University ticket outlets on campus, online at Missouri State TIX or by phone at 417-836-7678. This benefit is subject to the availability of tickets. It is not valid on previously purchased tickets. For more information and ticket applications call 417-836-7678.

Athletic tickets for the West Plains campus are available at the Drago College Store at 417-255-7277.

6.11.2 Automated teller machines (ATM)

Automated Teller Machines are located at various locations on both the Springfield and West Plains campuses.

6.11.3 Bookstore

The Missouri State Bookstore is university-owned and operated as a self-funded auxiliary, where all profits go to support Missouri State University. In addition to textbooks, trade books, art supplies and school supplies, the bookstore provides a range of retail merchandise including clothing, cosmetics, personal computers, computer software, calculators, toiletries, greeting cards, etc. Full-time and part-time employees are eligible for a discount on purchases upon presentation of their university BearPass Card. Affiliate stores are located across campus including, Bear Necessities, Bear House Entertainment, It’s a Greek Thing (located in the Plaster Student Union), The Team Store (located in the Great Southern Bank Arena) and ETC (located in Hammons House).

On the West Plains campus, many services are provided at the Drago College Store upon presentation of a faculty/staff identification card.

6.11.4 Campus communications

The main internal communication tools are the university’s portal, My Missouri State, and email, particularly Inside Missouri State. Information about current events, news and announcements is available in My Missouri State and Inside Missouri State. Missouri State Magazine, geared primarily to alumni and friends of the university, is produced three times each year; and The Standard, a student publication, is published weekly when classes are in session. Faculty and staff accomplishments are recognized through the Faculty/Staff Web homepage. Other communication vehicles available are the State-of-the-University Address, which is an annual presidential speech in the fall to inform employees about the main issues facing the campus; the Missouri State website; Board of Governors Review, which summarizes Board of Governors meetings; and other periodic departmental and college newsletters, most of which are distributed electronically.

6.11.5 Charge account

Missouri State University allows students, faculty and staff in good financial standing to make charges on their accounts for required student fees, residence hall charges, Health and Wellness Center charges, parking permits and fines, bookstore charges, library fines and other charges and pay for those charges in installments—in accordance with My Payment Plan.

6.11.6 Check cashing privileges

Employees may cash personal checks up to $50 per day with their BearPass Card at the bursar's office between 8:30 a.m. and 4 p.m. Monday through Friday. The bursar's office is located on the first floor of Carrington Hall.

On the West Plains campus, employees may cash personal checks up to $10 per day at the business office.

6.11.7 Convocations and lectures

Many outstanding cultural programs are brought to the campus each year. These programs vary from drama to music to lectures on many topics and in various academic disciplines. Generally, convocations and lectures are open to the public. Check the Missouri State University Master Calendar on the university's website for details regarding upcoming convocations and lectures.

6.11.8 CopyThis

CopyThis is a full-service copy center for students, faculty, and staff use. The facility features color and black/white copying, poster/banner makers, lamination, binding and finishing services. Multimedia production services are available at CopyThis. FAX services and a full selection of materials are also available. CopyThis is located in Plaster Student Union, Room 210, and is open Monday through Thursday from 8 a.m. to 6 p.m., and Friday from 8 a.m. to 5 p.m. The telephone number is 417-836-5808.

6.11.9 Counseling services and Employee Assistance

Full-time and part-time faculty and staff of the university are eligible for counseling services through Magers Family Health and Wellness Center and the university’s Employee Assistance Program (EAP) managed through the university Human Resources office. 

6.11.10 Credit union

All employees are eligible for membership in the Educational Community Credit Union located at 1221 East Grand Street. The credit union is sponsored by teachers of the Southwest District of Missouri for the purpose of investment and loans. Employees interested in general banking, checking, savings or loans should contact the Educational Community Credit Union at 417-831-0534.

6.11.11 Emergencies-contacting an employee

If there is an emergency which requires that an employee be notified during normal work hours (8 a.m. - 5 p.m., Monday through Friday), the office of human resources may be called at 417-836-5102 to help notify the employee. The office of human resources will ensure that the message is delivered promptly. If an employee needs to be notified of an emergency during other than normal business hours, the university safety department may be contacted 24 hours a day at 417-836-5509 for assistance.

On the West Plains campus, emergency notifications may be directed to the business office at 417-255-7260 (8 a.m. - 5 p.m.) and 417-257-9078 after business hours.

6.11.12 Food service

All campus contracted (e.g., dining halls, food outlets, commercial franchised vendors) and snack bar facilities are available to all employees. Employees may use any of the three dining halls on the campus located in Blair-Shannon, Garst Dining Center, and Kentwood Dining Center. Retail food services are located in the Food Court in Plaster Student Union or Hammons House Boomers. The Union Club, located on the 4th floor of Plaster Student Union, serves soup and salads and a hot entrée during the lunch hour. There are a number of different meal plans that employees may purchase; employees who are interested in purchasing a meal plan should call 417-836-5660. Catering for large or small events is available by contacting the catering office at 417-836-5046. Information about food services can be found at: www.MissouriState.edu/Dining. On the West Plains campus, employees may use the cafeteria at the Putnam Student Center.

6.11.13 Hammons Student Center (HSC)

Hammons Student Center is a multi-purpose sports and recreational complex open to students, faculty, and staff of the university. Among the numerous facilities available are: basketball, volleyball, handball/racquetball courts and swimming pool. Locker rooms are fully equipped with lockers and showers. HSC also provides use of equipment, towel service, and locker locks. Family and alumni memberships may be purchased that allow spouses, domestic partners and dependents to use the facilities. Authorized individuals may bring guests for a $5 per guest fee. Handball/racquetball courts must be reserved by calling 417-836-5237. The employee's BearPass Card must be presented to the front desk attendant before using the facility.

6.11.14 Health and wellness center

Magers Health and Wellness Center provides quality health care and promotes lifelong wellness programming for the university community: students, faculty, staff, retirees and the household members of this group. Magers Health and Wellness Center employs Board Certified physicians and is nationally accredited by the Accreditation Association for Ambulatory Health Care, Inc. The following services are provided: family medicine, internal medicine, gynecology, orthopedics, psychiatry, psychology, treatment clinic, pharmacy including pharmacist counseling, laboratory, x-ray services including a radiologist, diabetic education, dietetics, travel medicine and immunizations. Services are also provided to campus visitors on an urgent care (noncontinuous) basis.

Magers Health and Wellness Center staff will assist employees and retirees with filing health insurance claims. It also provides health care for most on-the-job related injuries and illnesses (Workers’ Compensation benefits). Most health and pharmacy services are provided at reduced rates as a service to the university community. Information regarding hours of operation, appointments or services provided may be obtained by calling Magers Health and Wellness Center at 417-836-4000 or by visiting the Magers Health and Wellness Center website.

6.11.15 Juanita K. Hammons Hall for the Performing Arts

Juanita K. Hammons Hall for the Performing Arts is a 2,220-seat multi-purpose performing arts center. The Hall presents high quality music, theater and dance programs for Missouri State University students and the community through the Give Your Regards to Broadway series, the Family series, Center Stage at the Hall and the Don Wessel Emerging Concert Artist series. For information regarding programming and tickets at the Hall, call 417-836-7678 or visit the Hall's website. Discounted tickets for faculty and staff are available on select performances with details available at the ticket office.

6.11.16 Library privileges

The university system libraries (Meyer, Music, Haseltine Library at Greenwood, Paul Evans at Mountain Grove and Garnett Library at West Plains) serve all students, university employees, their spouses and domestic partners. To check out books and other materials, employees and their spouses need to present their university BearPass Card (spouse BearPass Card) at the Circulation Desk. Information about hours of operation and other services available can be obtained at any library location or on the library website. Employees should check at the libraries' administrative office regarding library privileges for other members of their households.

6.11.17 Notary public

Notary services are provided free of charge. A complete listing of notaries, their office room numbers and telephone numbers can be found on the Dean of Students website.

6.11.18 Parking

A current Missouri State University parking permit is required and must be displayed in order to park in any university parking lot. Parking permits must be purchased at the Transit Operations Center located at 700 East Elm Street, or through the employee's parking portal at My Missouri State. Designated parking spaces are provided for the disabled in accordance with the Americans with Disabilities Act. A university permit (commuter, residence, reserved, vendor, special, presidents, etc.) and a state issued disabled placard or license plate are required to be displayed to park in a designated disabled parking space. Visitor parking is available in metered lots and parking spaces throughout campus. Details on the location of visitors' parking areas can be obtained at the Transit Operations Center. Vehicles that are illegally parked or which do not display a university parking permit will be ticketed by transportation services personnel. All parking citations issued by the office of university safety must be paid at the bursar's office or online through the employee's Accounts Receivable account.

Parking citations may be appealed through the parking services office, located in the Transit Operations Center at 700 E. Elm Street, or through the employee's Parking Portal at My Missouri State, within five business days of the date of the citation. Fines are assessed daily to employees' Accounts Receivable and if not appealed within five business days will remain on the account until paid. Failure to pay the fine will subject an employee to appropriate action through administrative channels. Missouri State University reserves the right to temporarily close any parking lot/area for university purposes. When possible, advance notice will be given. Further parking information can be found in the parking regulations listed on the transportation services website or by contacting transportation services at 417-836-4825.

On the West Plains campus, parking permits may be purchased and tickets paid at the business office. Parking tickets may be appealed to the coordinator of student life and development, located in Putnam Student Center at 127 ½ Jefferson Avenue or on the Campus Safety website within 15 days of the date of the ticket.

6.11.19 Robert W. Plaster Stadium (Plaster Stadium)

Robert W. Plaster Stadium (Plaster Stadium) is a sports event venue that offers handball/racquetball courts for recreational use for students, faculty and staff of the university. A valid BearPass Card must be presented to the attendant on duty in order to use a court. Information regarding the courts may be obtained by contacting 417-836-4640. Equipment may be checked out for use.

6.11.20 Plaster Student Union (PSU)

The Plaster Student Union (PSU) is a multipurpose facility, primarily for students, faculty and staff of the university. The PSU has numerous lounges, large and small conference rooms, ballroom, arcade and bowling center, theater, convenience store, technology store, bank and food court. It provides many educational, recreational and co-curricular activities for the campus community. Rooms and equipment can be reserved by contacting the event and meeting services office in the PSU at 417-836-5653. For more information, visit the PSU website.

6.11.21 Postal service

The university operates a U.S. Postal Services Contract Station in Plaster Student Union, Room 210, 417-836-5342. Hours of operation are Monday through Friday from 8 a.m. to 4 p.m. Services include stamps, money orders (cash only) and mailing packages as well as certified, registered, insured, international and express mail. Stamps and other postal items can be purchased with cash or credit card. The Contract Station is closed during all official university holidays.

6.11.22 Recreational facilities including Bill R. Foster and Family Recreation Center (FRC)

The Bill R. Foster and Family Recreation Center (FRC), managed by campus recreation, offers a place for the entire campus community, including staff, to work out, play and learn about healthy living. Memberships are available to staff and include use of all amenities with discounts on wellness classes. Employees may also use their noncredit fee benefit for Wellness classes in the FRC including personal training. For more details, contact campus recreation at 417-836-5334 or visit the campus recreation website.

All employees of the university may use the Foster Recreation Center, Plaster Student Union, Hammons Student Center, Plaster Stadium handball/racquetball courts, McDonald Arena, Allison Stadium North, Allison Stadium South and Allison Volleyball Courts and other recreational facilities of the university, under the conditions and applicable rules and when scheduling at those facilities permits. On the West Plains campus there is a fitness center and pool located at the West Plains Civic Center; for more information, contact 417-255-7966.

6.11.23 University safety

The university safety department, 417-836-5509, provides a variety of services for employees and students including authorized access to buildings, battery jump for vehicles parked on campus or on university-owned streets and protective accompaniment service on campus during the hours of darkness. Persons who park their vehicle on campus and find that they are unable to gain entry because it is locked, may contact the department for assistance. While the department no longer provides emergency unlocking services, they will contact a firm to unlock a vehicle under such circumstances. This firm will charge for the unlocking service. On the West Plains campus, contact the West Plains Police Department at 417-256-2345.

Common sense rules of safety will help do much to make Missouri State University a safe and pleasant place to work. Any potentially unsafe condition should be reported immediately to a supervisor or the department.

6.11.24 Shuttle bus service

Missouri State University provides regular shuttle bus service for students, faculty, staff and guests at no cost for the Springfield campus. All buses are modern, comfortably air-conditioned and heated, with display signs that designate them as the "Bear Line."

Shuttle bus routes and other information are available in the Plaster Student Union, Transit Operations Center, transportation services department, in various other student service locations around campus and on the Bear Line Shuttle page.

6.11.25 Telecommunications service

The university's long-distance network is intended for official business only. Use of the long-distance service for personal calls is discouraged and should only be done in an urgent or emergency situation. It is the responsibility of the employee to keep a record of all personal calls made using the university's long-distance service and to pay the telephone charges for such telephone calls. Payment can be made at the bursar's office. A copy of the paid receipt for personal telephone calls and the itemized phone call report should be maintained in the department files. Instructions for operating the university's voice systems and other related information are located on the telecommunications website, and in the front section of the Missouri State University System Directory. For assistance, employees should contact telecommunication services at 417-836-8580.

6.11.26 Wellness program

The university supports the culture of employee wellness based upon healthy lifestyles choices and offers all employees the opportunity to take advantage of Wellness Programming offered through the Magers Health and Wellness Center and campus recreation. The components of the university's Wellness Program include the following:

• Health Risk Assessment (HRA).
• Tobacco Use Statement.
• MSU Health Insurance Utilization Education Program.
• Periodic health and wellness screenings (lipid profiles, fitness assessments, blood pressure checks, nutrition analysis, etc.).
• Noncredit fitness and wellness classes (CPR/First Aid, yoga, tai chi, aerobics, water aerobics, meditation, financial peace and more).
• Smoking Cessation Programs.
• Wellcoaching via group and one-on-one meetings.
• Educational programs and presentations (Women’s and Men’s health forums and lunch-and-learn opportunities).
• Resource materials (pamphlets, handouts, CD’s, DVD’s, websites, etc.).
• Immunizations and travel medicine assistance.

Participation in the Wellness Programs includes both fee based and non-fee based opportunities. Some programming entitles full time faculty and staff to utilize the noncredit fee waiver benefit. Information regarding specific programming and services provided may also be obtained by contacting the Employee Wellness coordinator at Magers Health and Wellness Center at 417-836-4064 or by visiting the Employee Wellness Programs website.

G7.02-7 Leave Benefits

G7.02-8 Employee Recognition Programs

8.1 Purpose

The university recognizes the contributions and service of its employees through several programs and university-wide communications: Service awards program, the excellence in community engagement awards, the staff excellence in university service award, and recognition of retirees.

8.2 Service awards program

The service awards program recognizes full-time regular employees in non-academic administrative, professional, and support staff positions for their service to Missouri State University as they reach each five-year milestone of service.

8.2.1 Eligibility

Service awards are presented annually to all full-time regular employees in non-academic administrative, professional, and support staff positions. Faculty members who transfer to non-academic positions become eligible for an award based on their total years of service at Missouri State University.

8.2.2 Recognized service

• Recognized service is based on an employee's total service with the university and includes all periods of full-time regular employment; this does not mean the service must be consecutive years.
• Periods of service in part-time appointments, including appointments as a student worker or graduate assistant, are not counted.
• Employees in full-time, nine-month positions receive credit for one year of service for each nine-month period completed.
• An approved leave of absence (including lay-off) of one year or less is not deducted from the length of service.

8.2.3 Circumstances affecting service recognition

• Retirement - Employees who retire during the year in which they reached a service recognition milestone and who were in an active payroll status at the time of reaching that milestone will be recognized for their service. Employees who had not reached a service milestone date prior to being removed from active payroll status will be recognized as retirees but not as service award recipients.
• Deceased employee - The immediate family (i.e., spouse, domestic partner, daughter, son, daughter-in-law, son-in-law) of an employee who dies after having reached a service milestone will be recognized for the service of the employee.
• Lay-off or leave of absence - An employee who is laid-off from work or is on an approved leave of absence during the year in which a service recognition milestone is reached will be recognized upon his/her return to work.
• Termination of employment – If an employee terminates employment with the university in a year that he/she also reaches a service awards milestone, the employee will be eligible for service recognition provided the employee remains employed the entire calendar year, i.e., through the university's last official work day of the year in which the service milestone was reached.

8.3 Community service

The university encourages employees to participate in charitable, civic business, or other community service activities in the community. Community service ordinarily occurs outside the regular work day and should not interfere with an employee's on-the-job responsibilities. It is recognized, however, that community service activities may occur during the regular work day. When this occurs, employees may be granted occasional time away from work to participate in service activities or programs of value to the university or to one or more of its component parts.

Before accepting any responsibility for community service activities that may require time away from work, an employee must receive approval from his/her supervisor and vice president. After approval has been granted, an employee may be able to rearrange his/her work schedule or take a paid or unpaid leave of absence to fulfill the community service responsibilities. If paid or unpaid leave is taken, the time off must be approved by the employee's immediate supervisor.

The priority for each department is to accomplish its mission. Approval for time away from work for community service must not decrease a department's productivity, increase staffing costs including overtime, or reduce the service provided by the department to the university, students or other constituencies. Administrators should consider fairness and work equity among all employees in the department when approving a request for time away from work for community service.

8.4 Excellence in Community Engagement award

The Excellence in Community Engagement award is designed to recognize employees who have made a significant contribution to the community through volunteering their time to serve worthy causes.

8.4.1 Eligibility

All full-time regular employees in administrative, professional, and support staff positions are eligible to receive the staff excellence in community engagement award. Nominees must have three years full-time employment at the time of the nomination.

8.4.2 Nomination and selection of award recipients

Excellence in Community Engagement award recipients must be nominated for the award and can be nominated by any person knowledgeable about the community service of the nominee. Selection of recipients is done by the Excellence in Community Engagement selection committee and is based upon the following criteria:

• Demonstrated personal action to serve community causes
• A significant and sustained record of volunteer service
• A significant contribution to improve the quality of community life
• Demonstrated values consistent with the betterment of society
• Good standing with the university community.

Awards are available for full-time regular staff employees and are awarded based upon the recommendation of the selection committee and university administration. Excellence in Community Engagement award recipients are not eligible for nomination for a second award.

8.5 Staff Excellence in University Service award

The purpose of the Staff Excellence in University Service award is to recognize excellence in service to the university among staff employees. These awards are intended to provide incentives for continued workplace performance for full-time and part-time staff employees who make significant contributions to the university community.

8.5.1 Eligibility

Full-time and part-time, regular employees in administrative, professional, and support staff positions from the Springfield, Mountain Grove and West Plains campuses who do not hold faculty rank and who earn less than $90,000 annually are eligible to receive an award. Nominees must have completed at least one year of full-time and part-time employment at Missouri State University and be actively employed at the time of the award. There is no limit on the number of times that an individual employee may receive an award, but individuals may not receive an award in two consecutive years.

8.5.2 Nomination and selection of award recipients

Staff Excellence in University Service award recipients must be nominated for the award and can be nominated by currently enrolled students, employed staff, faculty or administrators. Selection of recipients is done by a review committee. Superior service can be demonstrated in many forms such as:

• superior service for a significant project or program during a specific time period
• performing duties above and beyond the call of duty in a special situation
• exceptional job performance on a daily basis

Awards are available for full-time and part-time, regular staff employees and are awarded based upon the recommendation of the review committee and university administration.

8.6 Wall of Fame

In 2003, the university established the Wall of Fame award to recognize the rich heritage of outstanding faculty and staff who have contributed much to the success of the university. The Wall of Fame, which is located outside of the ballroom in the Plaster Student Union, recognizes and honors employees who have excelled at the university and significantly contributed to success and positive collegiate experience of students. While the university has had many outstanding employees, the intention of the Wall of Fame award is to recognize those employees who have had an impact on students which is considered to be truly noteworthy.

8.6.1 Eligibility

To be eligible for the award, a person must no longer be an active, full-time employee of the university, have had at least 10 years of full-time employment with the university at any time during the university's existence, and five years must have passed since the individual was last employed full time at Missouri State. Individuals who have been honored by having a university facility named for them and/or who are recipients of the Bronze Bear award are not eligible for the Wall of Fame award.

8.6.2 Nomination and selection of award recipients

Wall of Fame recipients must be nominated for the award and can be nominated by any person from within or outside the university community. Selection of Wall of Fame award recipients is done by the Wall of Fame selection committee. Up to six award recipients are selected each year, with not more than four recipients being staff employees. Additional information is available on the Wall of Fame award page.

8.7 Retiree recognition

The university recognizes the contributions and service of retiring employees as part of the university service awards program.

8.8 Emeritus status

Appointment to Emeritus status is granted as a result of meritorious service to the university. To be eligible for consideration for Emeritus status, an employee must satisfy the following requirements: (1) completion of at least 10 years of full-time service to Missouri State University; and (2) retirement or disability status at Missouri State University. An exception to these requirements may be granted by the President. All requests for appointment to Emeritus status must have the approval of the appropriate administrative officials and the Board of Governors.

8.9 Revocation

Missouri State University may revoke any employee recognition if it determines, in its sole discretion, that the conduct of the recipient constitutes a significant departure from the university’s high standards, as exemplified by the three (3) pillars of its public affairs mission: ethical leadership, cultural competence and community engagement, and thus undermines the credibility, integrity and/or purpose of the employee recognition. The decision to revoke the grant of any employee recognition shall be made by the original granting authority, provided that the original granting authority is the Board of Governors or the president. If the original granting authority is a person or group other than the Board of Governors or the president, the decision to revoke the grant of such employee recognition shall be made by the president.

G7.02-9 Employee Conduct

All employees of the university are also employees of the state of Missouri. Employees are expected to conduct themselves in a manner which reflects credit both on the university and on the state. Employment is at the will of the university. Performance, work habits, conduct or demeanor that fails to maintain standards applicable to an employee of the university will subject the employee to disciplinary action up to and including dismissal, as determined appropriate by the university.

9.1 Personal appearance

The university, as a matter of policy, does not dictate a particular dress code. Employees are expected to practice good personal hygiene and use good judgment in their choice of clothing and personal grooming. Departments may specify additional reasonable requirements appropriate for their operation. Supervisors will inform employees of any uniform dress code that may be required of the position. In addition, a personal interest should be taken to ensure that work areas are kept neat and orderly. Employees should be mindful that the university is a public institution and personal and work area appearance is a reflection on the university.

9.2 Attendance

The university expects all employees to assume diligent responsibility for their attendance and promptness. Recognizing, however, that illnesses and injuries may occur, the university has established sick leave and long-term disability benefit plans to compensate full-time regular employees for certain time lost for legitimate medical reasons. (See G7.02-7 Leave Benefits.)

9.2.1 Absence

If possible, employees must notify their supervisor or other designated departmental personnel, in advance, no later than 30 minutes after their starting time, of their inability to report for work as scheduled following departmental guidelines. Employees in custodial, grounds, and mechanical maintenance positions are required to notify their supervisor or other designated personnel in the department no later than 30 minutes before the start of their regular work schedule. In providing notification, employees should give a reason for their absence and an indication of when they will return to work.

Notification is the procedure for reporting an absence and does not serve as the supervisor's approval of the absence. Failure to properly notify the university may result in an unexcused absence. Absenteeism that is unexcused or excessive in the judgment of the university is grounds for disciplinary action, up to and including dismissal.

9.2.2 Tardiness and leaving work early

Employees must notify their supervisor if they anticipate being late to work. Tardiness that is unexcused or excessive in the judgment of the university is grounds for disciplinary action, up to and including dismissal. Employees must obtain prior permission from the supervisor in order to leave work early.

9.3 Personal debts

University employees are expected to meet their financial obligations in a timely manner. If an employee's wages and/or other amounts due from the university are seized by a court order of Writ of Sequestration (garnishment), the university is required to comply with such an order. Governmental liens, such as those resulting from claims for unpaid taxes, child support, bankruptcy claims and other personal debt, also must be honored.

When the university's payroll office receives such a court order or lien, it must pay the appropriate amount to the clerk of the court or to the governmental agency. Any defenses the employee wishes to make must be made to the court or the governmental agency and not to the university.

9.4 Disciplinary guidelines

Employees whose work performance does not meet required standards or who violate rules, regulations or policies of the university, as determined by a review of the available evidence, may be disciplined according to the seriousness or repetition of the violation. While formal disciplinary steps usually are not required for dismissal of probationary or part-time employees, supervisors and department heads must contact the office of human resources regarding appropriate dismissal procedures for all employees including probationary or part-time employees before taking such action.

Certain actions can cause employees to be disciplined, including but not limited to the following:

• Insubordination.
• Refusal to obey directions or accept assignments; refusal to work required overtime.
• Inefficiency, incompetency or inability in the performance of duties.
• Careless workmanship or negligence in the performance of duties.
• Disregarding safety and/or security regulations.
• "Horseplay" which endangers self or other employees.
• Sleeping, loitering or loafing during working hours.
• Reporting to work under the influence of drugs or alcohol; refusal to consent to drug or alcohol testing.
• Unlawful manufacture, distribution, dispensing, possession or use of controlled substances on university property or as part of university activities.
• Unauthorized possession, use or distribution of alcohol on university property or in conjunction with university activities.
• Excessive, unnecessary or unauthorized use of university supplies, materials, equipment or vehicles particularly for personal purposes.
• Unauthorized use or misuse of all computer systems, equipment and software.
• Careless, negligent or improper use of university property including official vehicles.
• Conducting personal business during work hours.
• Excessive or unauthorized use of telephones.
• Habitual or flagrant improper use of leave privileges; failure to return from approved leave of absence.
• Continual tardiness or chronic absenteeism; failure to notify supervisor of absence.
• Leaving the job during working hours without permission.
• Fraudulent acts, dishonesty or misrepresentation including falsifying employment application or work records or other university work records: including their own or another employee’s work record such as falsifying time records.
• Conviction of a criminal act or illegal activity reasonably related to conduct relevant to the workplace.
• Failure to report an arrest for a felony, a misdemeanor (excluding traffic violations), or any drug, alcohol, or sex-related offense within five (5) days to Human Resources.
• Fighting or using obscene, abusive or threatening language or gestures.
• Theft or not reporting one's knowledge of theft of university property.
• Gambling during working hours.
• Unauthorized possession of ammunition, firearms, explosive weapons or other weapons or weapons components as defined in Missouri Revised Statutes Section 571.010 (1), (2), (3), (4), (6), (7), (8), (9), (10), (12), (13), (14), (15), (16), (18), (19) and (20) on university premises or while on university business. Authorization to possess such items on university property may be granted by the director of university safety or his/her designee.
• Viewing, creating and/or distributing pornographic materials while at work or utilizing university resources.
• Violating the university's policies prohibiting discrimination and/or harassment.
• Violating university rules, policies, regulations or departmental work rules.
• Unauthorized release of confidential information from official records.
• Disorderly or immoral conduct on the university premises.
• Smoking where prohibited.
• Misconduct off duty which reflects discredit on or causes embarrassment to the university or to the State of Missouri.

9.5 Progressive disciplinary action

The university, at its discretion, may determine that disciplinary action less than dismissal may be appropriate in some circumstances. Any of the following disciplinary actions may be imposed by the university depending upon the university's judgment of the necessary action to address employee conduct in violation of appropriate standards.

9.5.1 First warning

A first warning brings the problem to the attention of the employee, emphasizes the seriousness of the situation, and presents suggestions or instructions to resolve or correct the problem.

9.5.2 Written reprimand

A written reprimand documents the occurrence and the severity and usually warns that further violations will result in suspension without pay or termination. It may be a final opportunity to improve.

9.5.3 Suspension without pay

A suspension without pay may be used to impress upon the employee that a behavior or work performance level must be changed or dismissal will be inevitable. Suspension results in the loss of pay for a specified period of time (usually three days).

9.5.4 Disciplinary suspension

A disciplinary suspension may be used in cases when the infraction is of such seriousness (theft, fighting, insubordination or similar infraction) that it may warrant dismissal pending review of the facts. Disciplinary suspension should be followed immediately by a thorough evaluation of the situation to determine the appropriate action to be taken.

9.5.5 Dismissal

A serious offense and repeated disciplinary problems will require dismissal. While employment may be terminated at any time without cause, examples of conduct that can result in dismissal for a single incident are dishonesty, insubordination, immoral conduct, theft, use of drugs or alcohol or other serious conduct as outlined in the university's disciplinary guidelines (see Section 9.4).

9.6 Other disciplinary actions

Depending on the severity of the offense, other forms of disciplinary action may include:

9.6.1 Transfer

An employee who constantly fails to perform the duties of his/her job according to established standards may be transferred to another position for which he/she is qualified. See Section 4.3.5 of this handbook for transfer procedures.

9.6.2 Compensation reduction

An employee who violates university rules, regulations, or policies may be subject to disciplinary action in the form of a reduction in compensation without a change in salary grade.

9.6.3 Withholding salary increases

If an employee has unsatisfactory behavior or job performance, the employee may not be eligible for an annual salary increase. See Section 4.3.2.

9.6.4 Demotion

An employee may be demoted to a lower salary grade for poor performance or conduct violations.

9.7 General provisions for disciplinary actions

Disciplinary actions must be documented in writing. A copy of the disciplinary action must be given to the employee involved. A copy of the disciplinary action must also be sent to the director of human resources. A copy shall also be included as a permanent part of the employee's personnel file.

Employees represented by the bargaining unit and covered under the memorandum of agreement between the university and The International Brotherhood of Electrical Workers (IBEW) and/or The International Brotherhood of Teamsters Local Union 245 have the right to request the presence of the union steward at a disciplinary meeting in which the employee is to be issued any written discipline.

It is the policy of the university to be fair and impartial in all its relations with employees and to recognize the dignity of the individual. Fairness and consistency require that certain general principles of administering discipline be followed by all supervisors. Representatives in the office of human resources are available to discuss the appropriate course of action in a particular case. Disciplinary action involving transfer, compensation reduction, withholding salary increases, demotion, suspension or dismissal are accomplished upon the recommendation of the department head, appropriate vice president, and with the approval of the director of human resources.

By approval of this Employee Handbook, discretion in the administration of discipline is vested by the Board of Governors in the university administration, and subject to review by the Board of Governors in certain circumstances, as authorized through the grievance procedure. In the event that an employee feels he/she has been dealt with inappropriately regarding disciplinary action, the employee may refer to the grievance procedure (see Chapter 10 of this handbook).

G7.02-10 Grievance Procedures

This grievance procedure is designed to address both disciplinary actions and complaints and disputes between the employee and the university over working relationships, working conditions, employment practices or differences in interpretation of policies. This grievance procedure applies only to non-probationary, full-time employees. The grievance steps available to an employee is dependent on the nature of the grievance. Not all grievance steps listed below are available in all circumstances. Each step specifies when it is available to an employee. Union employees are covered by the grievance procedure established in the Memorandum of Agreement between the university and The International Brotherhood of Electrical Workers (IBEW), AFL-CIO, Local No. 453 and The International Brotherhood of Teamsters Local Union 245.

This grievance procedure does not apply to employees who have been subjected to disciplinary action, up to and including termination of employee, pursuant to Op1.02-11 Title IX Sexual Harassment Grievance Procedure Policy, as such policy includes its own specific grievance procedure.

When an issue or dispute regarding general employment matters arises between an employee and his/her supervisor or co-worker, the employee is encouraged to first discuss the concern with his/her immediate supervisor or the Office of Human Resources. Many general concerns may be resolved through this dialogue and communication.

Employees who believe they have a legitimate grievance may undertake the following procedure in order to resolve the matter. In certain circumstances, employees may be suspended either with or without pay, as determined appropriate by the university, pending the outcome of the grievance procedure. In cases of employment termination, the grievance procedure may be utilized after the termination effective date.

As outlined in the Missouri State University Nondiscrimination Policy (see Chapter 2), the University maintains a grievance procedure incorporating due process available to any person who believes he or she has been discriminated against on the basis of a protected class. Missouri State University is an Equal Opportunity/Affirmative Action/Minority/Female/Veterans/Disability/Sexual Orientation/Gender Identity employer. Inquiries concerning the complaint/grievance procedure related to any protected class, the Affirmative Action Plan, or compliance with federal and state laws and guidelines should be addressed to the Equal Opportunity Officer, Office for Institutional Compliance, Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, Compliance@MissouriState.edu, 417-836-4252, or to the Office for Civil Rights. (Res. Board Policies No. 70-11; Bd. Min. 10-28-11.)

10.1 Step 1 - Immediate supervisor

Step 1 is available to employees that are subject to any disciplinary action and employees that have general concerns regarding their working relationships/environment. Discussion of the problem with the immediate supervisor is encouraged as a first step with the objective of resolving the matter informally. The majority of disputes, complaints, or misunderstandings can be resolved at this level. Employees should bring their grievances to the attention of their supervisor in a timely manner in order to resolve it as quickly as possible. Generally, in order for a grievance to be timely, it must be presented within 10 work days of occurrence. The supervisor will have 10 work days to inform the employee in writing of the decision regarding the grievance. There may be situations that employees feel cannot be discussed with their immediate supervisor. In these instances, employees are encouraged to request a meeting with the office of human resources to discuss their concerns.

10.2 Step 2 - Appeal to the department head level

Step 2 is only available to employees that are appealing a disciplinary decision that resulted in suspension without pay, disciplinary suspension, or dismissal (as listed in Sections 9.5.3-9.5.5 of the Progressive Disciplinary Action). If the problem is not resolved as provided in Step 1, then the employee may formalize the grievance by submitting it in writing to the department head level. The written grievance will identify the policy or regulation which is alleged to have been violated, will contain the remedy sought, and will be signed and dated by the employee. A written grievance should be filed by the employee within 10 work days after the supervisor has rendered a decision to the employee. In an effort to resolve the problem, the department head level will consider the facts, conduct an investigation, may give the employee the opportunity to present the case orally, and also may review the matter with a member of the office of human resources. The department head level may affirm, reverse or modify the supervisor's decision, and will notify the employee of the decision in writing within 10 work days after receiving the appeal.

10.3 Step 3 - Appeal to the vice presidential level

Step 3 is only available to employees that are appealing a disciplinary decision that resulted in suspension without pay, disciplinary suspension, or dismissal (as listed in Sections 9.5.3-9.5.5 of the Progressive Disciplinary Action). If an employee is not satisfied with the decision of the department head level, he/she may appeal to the appropriate vice presidential level or designee within five (5) work days after receiving that decision. The appeal will be in writing and will include all of the information included in the initial grievance and subsequent appeals, all the decisions related thereto, and any other pertinent information the employee may wish to submit. The appeal will be signed and dated. The vice presidential level will investigate the grievance and will allow the employee to present the case orally. The vice presidential level has the option of appointing a three-member panel from the university community to also hear the case and review the actions to ensure that university procedures have been followed and due process has been afforded to the employee. The vice presidential level may affirm, reverse, or modify the previous decision in writing within 10 work days after receiving the appeal. On the West Plains campus, this appeal step is made to the chancellor.

10.4 Step 4 - Appeal to the president

Step 4 is only available to employees that are appealing a disciplinary decision that resulted in suspension without pay, disciplinary suspension, or dismissal (as listed in Sections 9.5.3-9.5.5 of the Progressive Disciplinary Action). If an employee is not satisfied with the decision rendered at Step 3 of the grievance procedure, he/she may appeal to the president within five (5) work days after receiving that decision. The appeal will be in writing, and will include all of the information included in the initial grievance and subsequent appeals, all decisions related thereto, and any other pertinent information the employee may wish to submit. The appeal will be signed and dated.

The president will initiate an investigation into the matter and may give the employee the right to present his/her case orally. The president may affirm, reverse, or modify the previous decision and, within a reasonable time frame, will notify the employee of the decision in writing. The appeal, together with the president's findings, may be reported to the Board of Governors. Further appeal to the Board of Governors is not available unless the Board, as a matter within its discretion, takes action to hear the appeal.

10.5 Step 5 - Appeal to the Board of Governors

No disciplinary action may be appealed to the Board of Governors except as permitted by a contractual right (i.e., collective bargaining agreement). In such cases the appeal will be managed pursuant to the terms of the contract permitting the appeal.

10.6 General grievance provisions

The decisions received during the grievance procedure will be considered final unless the employee asks for further review as previously described. If the employee does not ask for further review of the grievance, within the specified time limit, the grievance will not be considered further. The time limits established for each step in the process allow expeditious resolution of grievances. These time limits are firm unless the parties involved in the grievance mutually agree in writing to extend the time limit. Such extensions of the time limits may be justified by the complexity of the case or by the availability of individuals involved. The university will not tolerate any form of retaliation against employees availing themselves of this procedure. The procedure should not be construed, however, as preventing, limiting, or delaying the university from taking disciplinary action against any individual, up to and including termination, in circumstances (such as those involving problems of overall performance, conduct, attitude, or demeanor) where the university deems disciplinary action appropriate.

G7.02-11 Delegation of Responsibility

Understanding that unanticipated circumstances may require immediate action, and to be able to respond efficiently as necessary in the judgment of the president, that the president of the university is hereby authorized to establish and implement employee handbook provisions, or make appropriate modifications to the provisions as set forth here and that such provisions will be immediately effective upon action by the president, but will be reported to the board at the next meeting of the board by either the president or designee.