A posting must be initiated on the Applicant Tracking System to fill a personnel vacancy. The posting must be submitted online for approval before the office of human resources can post the vacancy on the applicant portal.
3.2 Recruitment of personnel
3.2.1 Full-time employees
All recruiting activities for full-time, regular staff positions will be noted on the posting and reviewed and approved as the posting is routed online during the approval process.
3.2.2 Part-time employees
The hiring procedures for part-time employees differ from those followed for full-time employees. The office of human resources website includes a Part-time Employee Hiring Checklist which should be followed by departments when hiring a part-time employee. Additional information related to part-time employees can be located on the 1,000 Hour Guide page.
3.3 Job descriptions
Job descriptions are prepared for each position classification and describe the minimum qualifications and essential job functions for each position. Job descriptions assist in the selection process, wage and salary administration, the identification of training needs, the performance appraisal process, and communication between employees and their supervisors about job responsibilities. Job descriptions should serve as a broad outline of the responsibilities and duties of a position classification. They are not restrictive in the sense that they may exclude the assignment of other duties and responsibilities; further, they can be expected to change as the university accomplishes its mission and departments modify their goals and objectives.
University system-wide vacancy announcements of full-time positions are available:
- online on the university's website, Employment Opportunity
- on the bulletin board outside the Office of Human Resources, Carrington Hall
- online Union Bids and Awards for bargaining unit positions
- with various affirmative action recruitment sources.
3.5 Application for vacant positions
Each position announcement that is posted or advertised specifies the application procedures for the applicant or employee to complete. To be considered for a specific position, it is the responsibility of all applicants, internal or external, to monitor vacancies at jobs.MissouriState.edu and complete the online application form before the posted closing date.
Falsification of application materials, is grounds for termination of employment or non-selection of an applicant.
A current employee interested in being considered for transfer or promotion to a vacant position at the university should apply online at jobs.MissouriState.edu. (See Section 4.3.5 of this handbook for specifics regarding transfers.)
Individuals not employed by the university on a full-time basis are not eligible to apply for positions posted with the statement "Internal posting for promotion and transfer consideration of full-time, regular university employees only." However, in rare cases of business necessity upon the recommendation of the vice president of the area in which the vacancy is being posted and with the prior approvals of the director of human resources and the director of institutional equity and compliance, an individual not employed on a full-time basis may be allowed to apply.
3.6 Screening of applications
3.6.1 Support staff positions
Applications for support staff positions are screened by the hiring department to determine whether the applicant meets the minimum qualifications to be considered for the position. The most qualified candidate(s) will be invited for an interview.
3.6.2 Administrative and professional positions
The departmental administrator may wish to be involved in the initial screening process or may form a search committee to assist in the recruitment and screening process for administrative and professional positions. Prior to interviews being conducted, the hiring administrator and major administrator will review the list of applicants for the position. For complete instructions regarding screening of applications for administrative and professional positions, refer to the Recruiting a Diverse Workforce: Guidelines for Hiring Faculty, Academic Administrators and Executive, Administrative and Professional Staff document.
3.7 Criminal background checks
Missouri State University conducts background checks as outlined in the Criminal Background Check Policy. Consideration will be given to the relationship between a conviction and the responsibilities of the position that is or will be held. A relevant job-related conviction is grounds for termination of employment or non-selection of an applicant. For positions that require operation of a motor vehicle, a conviction shall include misdemeanor traffic violations.
University employees must notify the office of human resources within five (5) days of a conviction for a felony, or any drug, alcohol, or sex-related offense. Failure to report such conviction is grounds for disciplinary action up to and including termination of employment or non-selection of an applicant. Supervisors should notify the office of human resources immediately upon being informed of any such conviction.
3.9 Appointment of employees
All full-time appointments for employment at the university are subject to the approval of the president and the Board of Governors. Any service performed by an employee before such approval is given will be considered temporary employment. Employment approval for other than full-time regular appointments (i.e., part-time positions) can be delegated by the university president, without submission to the Board of Governors. The types of appointments are described below.
Employees who have been recommended for employment with the university and who work a minimum of 75% of a full-time equivalency are full-time regular employees. Full-time equivalency is defined as a 40-hour workweek for a 12-month period. These employees fill positions that have been approved and budgeted as full-time regular positions.
3.9.2 Part-time employees
Policies applicable to part-time employees are also applicable to Graduate, Research and Teaching Assistants.
184.108.40.206 Part-time regular employees limited to 1,560 hours
Employees hired to work for the university 1,000 hours or more but less than 1,560 hours in a rolling 12-month period, which equates to less than 75% of full-time equivalency. Eligible for participation in the MOSERS retirement system.
220.127.116.11 Part-time regular employees limited to 1,000 hours
Employees hired to work for the university with the understanding that they are to work less than 1,000 hours in a rolling 12-month period. These part-time employees may work 40 hours a week or less, but they will be employed for less than 1,000 hours in a rolling 12-month period.
18.104.22.168 Part-time occasional, irregular, or short-term assignment limited to 1,000 hours
Employees hired to work for a short period of time, such as for peak workload periods or on an as-needed basis with no regular schedule.
New full-time employees will attend an orientation program conducted by the office of human resources. During orientation, employees receive information regarding university policies, compensation and benefit programs, and other general information about the university. Employees will complete the required employment paperwork. All new employees are required to complete the online Compliance Training as part of the new hire orientation program. (See Section 2.2.1 of this handbook – Discrimination and Harassment Training Policy). Employees may be required to complete additional compliance training for their individual job responsibilities as directed by their supervisor. Departments will provide their employees with a more specific orientation about the department and the employee's position.
3.11 Employment eligibility
It is the policy of the university, in accordance with the Immigration Reform and Control Act of 1986 (IRCA), to hire only U.S. citizens and foreign nationals authorized to work in the United States. The university is a participating employer of the E-verify Program. All new employees require approval by the Department of Homeland Security (DHS) to determine eligibility to work in the United States.
The IRCA requires all employers to complete I-9 Employment Eligibility Verification forms for all new employees. The regulations require new employees to complete and sign, by the day they begin work, the employee information and verification section of the I-9 form and to provide original documentation that is designated by the U.S. Citizenship and Immigration Services proving their identity and employment eligibility, within three business days of hire. Failure to complete the I-9 form will result in termination of employment.
3.12 Probationary period
A new employee who receives a full-time regular appointment at the university will serve a six-month employment probationary period. The departmental administrator or supervisor will conduct two evaluations of the employee's work performance during the probationary period, occurring at the end of the employee's third and sixth month of employment. See Section 5.3 of this handbook regarding the probationary period performance evaluation.
3.13 Employment seniority
All new employees begin to accumulate seniority from the first day of employment in a full-time regular appointment. University seniority is not recognized in part-time positions. An employee’s seniority will not be lost because of absence due to authorized leaves of absence. Union employees are covered by the seniority rules delineated in the Memorandum of Agreement between the university and Union Local 453, International Brotherhood of Electrical Workers (IBEW) and Teamsters Union Local 245.
Should the status of an employee change from part-time to a full-time regular appointment, the length of university service starts from the date of the appointment to a full-time regular position.
If a layoff should occur, an employee's seniority will be retained for one year. Seniority at the university is automatically terminated upon resignation, retirement, termination, failure to return from layoff, or the taking of an unauthorized leave of absence. (See Section 3.19.2 on Layoff in this handbook for information pertaining to separation of employment due to layoff.)
3.14 Rehire of former employees
Employees who voluntarily terminate employment with the university, and are later rehired, will be classified as new employees and will serve the required six-month employment probationary period. The rehired employee will be given credit for past service with the university when establishing eligibility for vacation accrual. The rehired employee will receive credit for prior service for retirement system benefits as established by the regulations of the retirement system (refer to MOSERS Member Handbook for further details). The university will recognize prior service with Missouri State University in establishing total service for the employee recognition and service awards program.
Volunteers make an important contribution to the success of the university. In accordance with the Fair Labor Standards Act (FLSA), the university considers a volunteer to be an individual who performs hours of service for the university for civic, charitable or humanitarian reasons, without promise, expectation or receipt of compensation for services rendered. Some departments have established volunteer programs and use their own volunteer forms and tracking methods that have been approved by the Office of Human Resources. Departments without approved volunteer programs must have potential volunteers authorized by the department head or director and approved by the director of human resources before volunteer services can be performed. Please contact the office of human resources to obtain the Volunteer Request and Agreement Form. Volunteers must not be used in the place of employees and may not displace an employee who would ordinarily be paid to do the same work.
Volunteers may be covered by State of Missouri Workers’ Compensation laws and therefore must, in the event of an on-the-job injury or work-related illness, follow the procedures for obtaining medical attention, reporting the injury/illness, and must complete all required forms as described in Op2.01.
Current university employees may not volunteer to perform duties they perform as employees of the university or duties that are similar to the employee’s regular work at the university.
Employees who wish to work at university or departmental events must receive prior permission from their supervisor if the event occurs during the employee’s regularly scheduled workday. Nonexempt employees may become eligible for overtime or their work schedule may need to be adjusted to accommodate the time away from regular job duties; supervisors should contact Human Resources for guidance.
3.16 Access and review of employee personnel records
The policy of the office of human resources pertaining to the release of information and access to records safeguards against improper disclosure and protects employees' rights to privacy. Individually identifiable personnel records, performance ratings or records pertaining to employees or applicants for employment, and records of hiring, firing, disciplining or promoting an employee of the university shall be considered closed records pursuant to §§ 610.021(3) and (13), R.S.Mo., except as provided in those sections or other law or specific action of the Board of Governors, including this policy.
The following persons shall have the right of access to review an employee's personnel file:
- The employee or former employee who is the subject of the file.
- An attorney or designee of the employee.
- Supervisory employees who are considering the employee for promotion, transfer, reassignment, demotion, dismissal or other personnel actions.
- Director, office for institutional equity and compliance.
- A university attorney or other appropriate officer when needed in connection with any action brought by the employee against the university.
- Other persons acting in compliance with federal, state or local laws such as auditors, equal employment opportunity investigators, etc., or in response to a lawfully issued subpoena or court order.
- University supervisory or administrative personnel who can establish a justifiable need.
Exempt from employee or former employee access are letters of reference or recommendation, managerial records, and civil, criminal or grievance investigation records.
The file shall be reviewed in the office of human resources in the presence of a member of the office of human resources staff. Employees may take notes or make copies. Employees have the right to insert concise information in their files in response to material they deem unfair or incorrect.
3.16.1 Copying of documents
The university may charge a fee to parties who request and are authorized to receive copies of employee files. The Board of Governors has established a standard fee of ten cents per page with the hourly fee for duplicating time not to exceed the average hourly rate of pay for clerical staff of the university.
3.17 Personal information
The office of human resources maintains directory information and benefit information for employees and should be contacted to report changes. The following are examples of the changes that should be reported: home address and name changes (use Change of Address and/or Name Change form), marital status and dependent changes affecting benefit coverages, beneficiary changes, etc.
3.18 Release of employment information
Employees’ names, job titles, and salaries are provided to the State of Missouri for publication in the Missouri Official Manual.
The office of human resources will verify the current or former employee's date of hire, position, department and release salary information, if a signed release form is submitted to human resources. If a request is in writing, an employee's written consent will be required to provide additional personnel information beyond verification of a current or former employee's position, salary and length of service.
3.19 Separation from employment
Employment at Missouri State University shall be "at will" and shall be terminable "at will" by the university or the employee with or without cause. No representative of Missouri State University has any authority to enter into any agreement for any specified period of time or to make any agreement contrary to the foregoing. Oral statements and representations are not binding on the university, and any exception to the foregoing must be made in writing and agreed to in writing by the university's Board of Governors. There are several types of separation from employment. The following is an explanation of each type and the procedures that apply regarding the termination of employment.