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Due to periodic change in federal and state law and in ÑÇÖÞɫͼ State's Board of Regents' mandates, policies and procedures contained in this manual are subject to change. As University policies and procedures are modified and developed, revisions and additions will be made to the manual as quickly as possible. However, due to the time involved in the revision and distribution process, it is incumbent upon the reader to verify that a particular policy is the most current.

Additional policies and procedures are at ÑÇÖÞɫͼ State's policy mall.

Tracking document for approved changes to the Personnel Policies & Procedures Manual.

Printable policy manual

OUTLINE OF PERSONNEL POLICIES and PROCEDURES MANUAL

1. INTERPRETATION AND RIGHTS

   1. Interpretation

   2. Disclaimer of contractual significance

   3. Reservation of rights

   4. Overview of the manual

2. EMPLOYMENT

   1. DEFINITION OF FACULTY AND STAFF

      1. Definition of faculty

      2. Definition of staff

   2. STAFF STATUS

      1. Regular staff employees

      2. Temporary staff employees

   3. AFFIRMATIVE ACTION POLICY

   4. RECRUITMENT, SELECTION AND EMPLOYMENT

      1. Registering a budgeted staff position when a vacancy occurs

      2. Registering a new regular staff position

      3. Recruitment of regular staff employees

      4. Hiring a regular staff employee

      5. Recruitment and hiring of temporary staff

   5. PROBATIONARY PERIOD

   6. EMPLOYMENT OF RELATIVES

   7. PROMOTIONS AND TRANSFERS

      1. Definitions

      2. Requirements

      3. Promotion and transfer procedures

      4. Administrative procedures

      5. Transfer of accrued vacation and sick leave

   8. DEMOTIONS

   9. RESIGNATION

   10. TERMINATIONS AND LAYOFFS

       1. Involuntary termination

       2. Layoff

   11. MANDATORY RETIREMENT

       1. Non-tenured faculty and staff

   12. EXIT INTERVIEW AND CLEARANCE PROCEDURE

       1. Department responsibility

       2. Responsibility of departments to be cleared

       3. Faculty

       4. Staff

   13. EMPLOYEE EXEMPTION FROM THE STATE WAGE AND HOUR LAW

       1. Executive

       2. Administrative

       3. Professional

       4. Supervisory

3. PAYROLL AND WORKING HOURS

   1. WORKING HOURS

      1. Workweek

      2. Shifts

      3. Days

   2. PAYROLL

      1. General information

      2. Non-exempt staff

      3. Exempt staff

      4. Faculty

   3. PAYROLL DEDUCTIONS

      1. Required deductions

      2. Optional deductions

      3. Procedures

   4. OVERTIME AND EXCEPTIONAL COMPENSATION

      1. Requirement to pay overtime compensation

      2. Time off without pay

      3. The workweek for computing overtime

      4. Working hours

      5. Compensation for University holidays

      6. Unscheduled University closing

      7. Overtime for the same employer

   5. PAY PLAN

      1. Wage scale

      2. Wage increases

      3. Change of job

      4. Reclassification

   6. EXTRA COMPENSATION FOR STAFF

      1. Criteria for receiving extra compensation

      2. Eligibility for extra compensation

      3. Limitations on extra compensation

      4. Grants and contracts requirements

   7. RECORDING TIME WORKED

      1. Method of recording time worked

      2. Verification of time worked

      3. Record retention

   8. ABSENTEEISM

      1. Notifying supervisor of absence

      2. Consequences of failure to notify supervisor or department of absence

      3. No pay is authorized for the following unexcused absences

      4. Centralized University records

   9. PERFORMANCE EVALUATION

      1. Purposes of the evaluation

      2. Procedure

      3. Appeal process

   10. REST PERIODS

   11. WEATHER

       1. When the University remains open during inclement weather

       2. When the University closes due to inclement weather

   12. FLEXIBLE WORK ARRANGEMENTS

1. LEAVES OF ABSENCE

   1. GENERAL LEAVES OF ABSENCE

   2. VACATION LEAVE

      1. Eligibility

      2. Accrual and accumulation

      3. Scheduling/Utilization of vacation leave

      4. Transfer of accrued vacation leave

      5. Compensation for accrued vacation leave upon separation of employment

   3. SICK LEAVE

      1. Eligibility

      2. Accrual of sick leave

      3. Transfer of accrued sick leave

      4. Granting/Utilization of sick leave

      5. Requesting sick leave

      6. Evidence of disability

      7. Extension of leave

      8. Reinstatement of sick leave for former employees

      9. Coordination with Workers' Compensation

      10. Disability retirement

   4. HOLIDAYS

      1. Establishing the University calendar

      2. Holiday compensation for regular employees

      3. No holiday compensation

   5. PERSONAL LEAVE

   6. EDUCATIONAL LEAVE

   7. MILITARY LEAVE

   8. ANNUAL MILITARY LEAVE WITH PAY

   9. VOTING

   10. BEREAVEMENT LEAVE

   11. THE EMPLOYEE AND THE JUDICIAL SYSTEM

       1. A party to the litigation

       2. Witness

       3. Jury duty

   12. PUBLIC SERVICE LEAVE OF ABSENCE WITHOUT PAY

   13. FAMILY AND MEDICAL LEAVE

   14. MARRIAGE

   15. SICK LEAVE BANK

       1. Responsibility

       2. Membership

       3. General operating procedures

       4. Contributions

       5. Criteria for Sick Leave Bank usage

       6. Application and withdrawal

       7. Sick Leave Bank application and approval process

       8. Appeals Committee

   16. PARENTAL LEAVE

2. OTHER BENEFITS

   1. GROUP LIFE AND MEDICAL INSURANCE PROGRAM

      1. Eligibility

      2. Life insurance

      3. Optional life insurance coverage

      4. Medical insurance

      5. Tax-Saver Program

      6. Coverage periods

      7. Consolidated Omnibus Budget Reconciliation Act

      8. Coverage during pending disability retirement

      9. Right to change benefit coverage

   2. KENTUCKY TEACHERS' RETIREMENT SYSTEM/OPTIONAL RETIREMENT PROGRAM

      1. Eligibility

      2. Information resources

      3. Social Security

      4. Type of system

      5. Deferred income tax payments

      6. Administration

      7. Contributions

      8. Relation of contribution, salary, and service credit - Kentucky Teachers' Retirement System

      9. Annual statement of account

      10. Beneficiary designation

      11. Benefit coverage

      12. Reciprocity - Kentucky Teachers' Retirement System

   3. KENTUCKY EMPLOYEES RETIREMENT SYSTEM

      1. Eligibility

      2. Information resources

      3. Social Security

      4. Type of system

      5. Administration

      6. Reciprocity

      7. Beneficiary designation

   4. SOCIAL SECURITY

      1. Record requirements

      2. Payroll deductions

      3. Deduction exemptions

   5. WORKERS' COMPENSATION

      1. Accident reporting requirements

      2. Statutory benefits under the law

      3. Additional benefits provided by the University

   6. UNEMPLOYMENT COMPENSATION

      1. Eligibility

      2. Between school term ineligibility

   7. DISABILITY RETIREMENT INCOME

   8. TAX-SHELTERED ANNUITIES

      1. Intent of 403 (b) plans

      2. Approved companies

   9. KENTUCKY PUBLIC EMPLOYEES DEFERRED COMPENSATION PLANS

      1. Available information

      2. Enrollment in the plans

      3. Changes in existing plans

   10. UNIFORMS

   11. EDUCATION TUITION WAIVERS

       1. General qualifications

       2. Qualifying courses

       3. Employee responsibility

   12. G.E.D. EXAMINATION FEE WAIVER

       1. General qualifications

       2. G.E.D. Examination

3. RIGHTS AND RESPONSIBILITIES

   1. STAFF GRIEVANCE

      1. Definition of a grievance

      2. Exemptions to this policy

      3. Procedure

   2. REPORTING ALLEGATIONS OF DISCRIMINATION AND DISCRIMINATION GRIEVANCE PROCEDURES

      1. Grievance Procedures

      2. Grievance/Complaint Preparation Guidelines

   3. EMPLOYEE DISCIPLINE

      1. Procedures

      2. Offenses and disciplinary action

      3. Action for continuation of offenses

      4. Record retention

   4. SAFETY COMPLIANCE

      1. Management responsibility

      2. Employee responsibility

      3. Employee rights

      4. Compliance with the law

      5. Disciplinary action including termination

   5. PERSONAL FINANCIAL RESPONSIBILITY

      1. University's responsibilities due to employee's external indebtedness

      2. University's obligation to collect internal indebtedness

   6. DRUG-FREE WORK PLACE

   7. ON-CAMPUS VEHICLE PARKING

   8. UNIVERSITY GOVERNANCE SYSTEM

      1. Purpose

      2. Authority

      3. Reviewed

      4. The Staff Congress

      5. The University standing committee system

      6. The University standing committees

      7. Affirmative Action Committee

   9. SEXUAL HARASSMENT

   10. COMMITTEE MEETINGS

   11. OUTSIDE EMPLOYMENT

   12. INTELLECTUAL PROPERTY

   13. WEAPONS AND DANGEROUS MATERIALS

   14. REMOTELY OPERATED AIRCRAFT SYSTEMS / DRONES

4. SERVICES AND OPPORTUNITIES

   1. EMPLOYEE ASSISTANCE PROGRAM

   2. HEALTH SERVICES

   3. DIAGNOSTIC AND REMEDIATION SERVICES

   4. ATHLETIC TICKETS

   5. UNIVERSITY BOOKSTORE

   6. RECREATIONAL FACILITIES

   7. LIBRARY PRIVILEGES

ÑÇÖÞɫͼ State University is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate, baccalaureate, masters, educational specialist and doctorate degrees. ÑÇÖÞɫͼ State University also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of ÑÇÖÞɫͼ State University may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling 404.679.4500, or by using information available on . Normal inquiries such as admission requirements, financial aid, educational ÑÇÖÞɫͼs, etc., should be addressed directly to ÑÇÖÞɫͼ State University.