Employment Handbook

 

The Employment Handbook details the rights, responsibilities, services, and benefits of all employees of the University.

 

See Also:

Faculty Handbook
Administrative Duties Handbook

 


HANDBOOK DISCLAIMER

The University reserves the right to modify or amend any statements contained in the Handbook without notice.  The sections in this Handbook are intended only to be guidelines for employment at Mississippi University for Women and they do not create any contractual rights.

All sections in the Handbook are subject to federal and state laws and IHL policies and must be interpreted in a manner consistent with those laws and policies.  To the extent any conflict exists, those laws and policies govern over the Handbook’s sections.

This handbook is the property of Mississippi University for Women.


 

Employment Information

Maintained by Human Resouces. Last Updated April 4, 2013.

Section Index

A

 

 

M

 

Additional University Employment

1-22

 

Major Medical Leave

1-6

Annual Performance Review

1-3

 

Military Leave

1-8

 

 

 

Mississippi Deferred Compensation

1-19

B

 

 

 

 

 

 

 

 

 

C

 

 

N

 

Compensatory Time

1-25

 

Non-Discrimination Policy

1-1

Credit Union

1-17

 

 

 

 

 

 

O

 

D

 

 

Optional Retirement Plan (ORP)

1-19

Death in the Family

1-8

 

Outside Employment

1-26

Dependent Children Tuition Remission

1-19

 

Overtime

1-25

Drug and Alcohol Policy

1-30

 

 

 

 

 

 

P

 

E

 

 

Parking Regulations

1-29

Elective Insurance/Benefits

1-17

 

Pay Advances

1-24

Employment of Minors

1-4

 

Paychecks

1-21

Employment of Relatives

1-4

 

Payroll Information

1-21

 

 

 

Performance Review Period

1-3

F

 

 

PERS

1-19

Faculty/Staff Tuition Remission

1-17

 

Personal Leave

1-6

Family and Medical Leave (FMLA)

1-10

 

Personnel Records

1-29

Flex Time

1-28

 

Political Participation as a Candidate

1-27

 

 

 

 

 

G

 

 

R

 

Grievance Procedure - Employees with Academic Rank

1-35

 

Recruiting

1-1

Grievance Procedure - Non-academic Employees

1-32

 

Requests for Personal and Major Medical Leave

1-8

 

 

 

Responsibility of All Employees

1-29

H

 

 

 

 

Handbook Disclaimer

1-1

 

S

 

Health Insurance

1-17

 

Sexual Harassment and Sexual Assault Policy

1-36

Holiday Pay

1-23

 

Spouses Tuition Remission

1-19

Holidays

1-5

 

 

 

 

 

 

T

 

I

 

 

Tax Sheltered Annuity

1-20

Identification Cards

1-5

 

Temporary Disability Leave

1-15

Information Security Policy

1-26

 

Terminal Leave

1-9

 

 

 

Termination

1-28

J

 

 

Transfer and Promotion

1-4

Jury Duty

1-9

 

Transfer of Leave

1-10

 

 

 

Types of Staff Employment

1-3

K

 

 

 

 

 

 

 

U

 

L

 

 

Use of Personal Leave Preceding Retirement

1-10

Leave Allowances

1-5

 

 

 

Leave of Absence without Pay

1-9

 

W

 

Life Insurance

1-17

 

Weapons on Campus

1-30

 

 

 

Work Rules

1-29

 

 

 

Work Schedule

1-28

 

 

 

Workers' Compensation

1-20

Equal Employment Opportunity

MUW Non-Discrimination Policy (IHL 801.02 and Affirmitive Action)

Mississippi University for Women does not discriminate on the basis of race, color, religion, gender, age, sexual orientation, national origin, disability, or veteran status in admission, in treatment, in employment, or in access to its programs and activities.

The University complies with Section 504 of the Rehabilitation Act of 1973 and Public Law 101-336 (American Disabilities Act). The University provides academic adjustments and auxiliary aids to individuals with disabilities (as defined under the law) who are otherwise qualified to meet the University’s academic and employment requirements. Those needing assistance may contact the Center for Academic Excellence, 102 Reneau Hall, 1100 College Street MUW-1633, Columbus, MS 39701-5800.

It is the responsibility of all persons making employment decisions to support this policy as established in the University Affirmative Action Compliance Program.

Section Index | Return to Top

Recruiting (IHL 801.05 and Affirmitive Action)

Although the Office of Human Resources has the major responsibility of staff personnel recruiting, attracting new employees to the University is everyone’s responsibility.  Employees are encouraged to tell their friends about working at the University and to refer them to the Office of Human Resources.  Open positions will be posted on the MUW website.

 

NOTICE:  EMPLOYMENT “AT-WILL” - Unless an employee has a written contract for a definite term, employment shall be “at-will.”

Section Index | Return to Top

Employment Polices

TYPES OF STAFF EMPLOYMENT 

1.

Regular Full-time employees
-- Benefits Eligible

These employees work 40 hours per week.

2.

Regular Part-time employees – Benefits Eligible

These employees work 20 hours or more per week but less than 40 hours.

3.

Regular Part-time employees – Non-Benefits Eligible

These employees work less than 20 hours per week.

4.

Temporary employees (may be full-time or part-time)
-- Non-Benefits Eligible

These employees are hired to fill a position for a short term (less than 4 1/2 months).  Part-time work while in student status is not classified as temporary employee.

 

Section Index | Return to Top

90-DAY PERFORMANCE REVIEW PERIOD 

90-Day Performance Review Period - All new non-faculty, non-contractual employees are subject to a 90-Day Performance Review Period (based on calendar days).  The performance review period is an opportunity for the department head to observe the employee’s performance, strengths, weaknesses, failures, adjustments, and other work habits.

An employee who does not meet the specific standards may be terminated or the employee may elect to terminate with the University without the usual notice and without cause.  The 90-Day Performance Review Period can be extended up to 180 days at the department head’s request. 

All University policies and conditions of employment, except the grievance procedure, apply during the 90-Day Performance Review Period.

It is the responsibility of the department head to complete the 90-Day Performance Review Form and forward the completed and signed copies to the Office of Human Resources.

Successful completion of the 90-Day Performance Review Period, as determined by the department head, does not alter the “at will” employment policy of the University and does not create contractual rights.

Section Index | Return to Top

ANNUAL EMPLOYEE PERFORMANCE EVALUATIONS

– (Added 04/04/13)

All University employees, with the exception of student employees and seasonal or temporary employees, will be evaluated annually in the spring prior to June 30.  There are specific MUW Policy Statements concerning faculty and administrator evaluations.  The performance evaluation is an opportunity for the department head to document the employee’s performance, strengths, weaknesses, failures, adjustments, and other work habits.  Performance appraisals serve as an important component in matters concerning the overall employee development and job performance.

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EMPLOYMENT OF RELATIVES (IHL 801.03)

The University and its employees are subject to the provisions of state law and IHL policy dealing with nepotism.  No individual shall be employed in a department or unit under the supervision of a relative who has or may have a direct effect on the individual’s progress, performance or welfare.  For the purpose of this policy, relatives are defined as husbands, wives, parents and children, brothers, sisters, and any in-laws of the foregoing within the third degree.

Section Index | Return to Top

EMPLOYMENT OF MINORS

Minors, other than MUW students, who have reached their sixteenth birthday may be employed by the University upon the recommendation of the Office of Human Resources and approval by the President’s Cabinet member.

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TRANSFER AND PROMOTION

The University has a transfer and promotion policy to give employees, on the basis of their skills, education and experience, the opportunity to advance to more responsible positions.  Therefore, when a vacancy occurs, it is filled by qualified applicants from within the University when possible.  This allows the development of careers within the University and enables the University to retain trained, experienced and loyal employees.

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Benefits

HOLIDAYS (IHL 805.08)

The following holidays* are observed by the University through the closing of all administrative and academic offices:

  • New Year’s Day
  • Martin Luther King, Jr.’s Birthday
  • Easter Holiday (Mid-Semester Break) – one to be designated
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day and the day after
  • Christmas Break (Winter Break) – Exact days to be determined by the University President

Additional holidays may be designated by the University President, not to exceed a total of fifteen days a year.

*See Holiday Pay section under Payroll/Compensation.

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IDENTIFICATION CARDS

Picture identification cards are issued to regular employees by ID Card Services.  The ID card should be relinquished upon termination of the employee.  Lost identification cards should be reported to the Human Resources Office and arrangements made for a replacement card.

Section Index | Return to Top

LEAVE ALLOWANCES (IHL 802 and 803 and MISS. CODE § 25-3-91)

Regular full-time employees are entitled to full leave benefits.  Regular part-time employees are entitled to leave benefits on a pro rata basis.  (See charts below)

Employees who work less than 20 hours per week are not eligible to accrue leave.

  • Staff employees who are employed between the first through the fifteenth and work through the end of the month and who work 20-39 hours per week will accrue leave on a pro rata basis using the following charts as a guideline.
  • Staff employees who are employed between the first through the fifteenth of the month and work through the end of the month and work 40 hours per week and full-time faculty on a 12 month contract will accrue leave according to the following charts:

Section Index | Return to Top

Personal Leave

 

Continuous Service

 

Accrual Rate
Monthly

 

Accrual Rate
Annually

 

1 month to 3 years

 

12 hours

 

18 days

 

37 months to 8 years

 

14 hours

 

21 days

 

97 months to 15 years

 

16 hours

 

24 days

 

Over 15 years

 

18 hours

 

27 days

There shall be no limit to the accumulation of personal leave.

Major Medical Leave

 

Continuous Service

 

Accrual Rate
Monthly

 

Accrual Rate
Annually

 

1 month to 3 years

 

8 hours

 

12 days

 

37 months to 8 years

 

7 hours

 

10.5 days

 

97 months to 15 years

 

6 hours

 

9 days

 

Over 15 years

 

5 hours

 

7.5 days

 

  • Adjunct or temporary faculty and regular part-time faculty who work less than 20 hours per week are not eligible to accrue leave.
  • Regular part-time faculty with a contract for at least 50% who are employed between the first through the fifteenth and work through the end of the month who work 20-39 hours per week will accrue medical leave on a pro rata basis using the chart below as a guideline.
  • Regular full-time faculty who are not 12 month employees and who are employed between the first through the fifteenth and work through the end of the month who work 40 hours per week will accrue leave according to the chart below:

 

                                  Major Medical Leave for Less Than 12 Month Faculty

 

Continuous Service

 

Accrual Rate
Monthly

 

Accrual Rate
Annually

 

1 month to 3 years

 

13.33 hours

 

15 days

 

37 months to 8 years

 

14.2 hours

 

16 days

 

97 months to 15 years

 

15.4 hours

 

17 days

 

Over 15 years

 

16 hours

 

18 days

 

Departments should maintain Monthly Attendance/Leave records for all “Leave” eligible employees as defined above.

Nine-month faculty who teach summer school do not earn major medical leave during those summer months.

There shall be no maximum limit to major medical leave accumulation.  Upon retirement from active employment each faculty member who is employed on a nine-month basis shall receive credit and be paid for not more than 240 hours of unused major medical leave for service as a state employee.  All unused/unpaid major medical leave shall be counted as creditable service for the purposes of the Public Employees’ Retirement System (PERS).  Optional Retirement Plan (ORP) participants do no receive additional credit for unused leave or military leave.  No medical leave benefits can accrue when an employee is on extended leave without pay.

Major medical leave may be used for the illness or injury of an employee, only after the employee has used one day of personal leave for each absence due to illness, or leave without pay if the employee has no accrued personal leave.  Faculty members on a less than 12 month basis may use major medical leave for the first day of absence due to illness.  Major medical leave may be used, without prior use of personal leave, to cover regularly scheduled visits to a doctor’s office or a hospital for the continuing treatment of a chronic disease, as certified in advance by a medical doctor.

Major medical leave may be used for the illness or injury of a member of the employee’s immediate family after the employee has used one day of personal leave (except less than 12 month faculty).  An immediate family member is a spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son- or daughter-in-law, mother- or father-in-law, brother- or sister-in-law.  For each absence due to illness of 32 consecutive working hours, medical verification is required.  Major medical leave may be used for immediate family members, without prior use of personal leave, to cover regularly scheduled visits to a doctor's office or a hospital for the continuing treatment of a chronic disease, as certified in advance by a physician.

To qualify for major medical leave, the employee must:

  1. Be ill.
  2. Notify the appropriate administrator in charge immediately of the reason for absence.
  3. For each absence due to illness of 32 consecutive working hours (combined personal leave and major medical leave), major medical leave shall be authorized only when certified by a medical doctor.

Section Index | Return to Top

DEATH IN THE FAMILY (IHL 805.04 and MISS. CODE § 25-3-95 (3))

An employee may use up to three days of earned major medical leave for each occurrence of death in the immediate family requiring the employee's absence from work. No qualifying time or use of personal leave will be required prior to use of major medical leave for this purpose.   The immediate family is defined as spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son- or daughter-in-law, mother- or father-in-law or brother- or sister-in-law.

Section Index | Return to Top

REQUESTS FOR PERSONAL AND MAJOR MEDICAL LEAVE

All requests for personal leave are subject to the approval of an employee’s supervisor.  In order to minimize disruptions to the work environment, employees, except in emergency situations, shall request approval for personal leave at least 24 hours in advance.  In addition, whenever possible, an employee is encouraged to provide his/her supervisor with advance notice when he/she is aware of a future need for major medical leave.

Section Index | Return to Top

MILITARY LEAVE (IHL 805.05)

Regular employees who are called to active military duty on short notice as the result of national emergencies may be granted a military leave of absence (without pay) beginning on the date of the call to military service. A leave of absence with pay may be granted for no more than 15 work days per calendar year to a regular employee who, as a member of the National Guard or official militia of Mississippi or a member of any of the reserve components of the armed forces, is ordered to active duty.

A copy of the military orders should be filed in the individual’s personnel folder.

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TERMINAL LEAVE (IHL 801.09 and MISS. CODE § 25-3-95)

Eligible employees who are retiring or otherwise terminated are entitled to payment of their unused portion of personal leave up to a maximum of 240 hours.

Section Index | Return to Top

 

JURY DUTY (IHL 805.01 and MISS. CODE § 25-3-92)

If an employee is called to serve as a juror or subpoenaed as a witness, he or she may be granted special leave with pay.  Jury or witness fees shall be retained by the employee.  Leave with pay may be granted for attendance if the employee is the defendant or engaged in personal litigation.

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LEAVE OF ABSENCE WITHOUT PAY (IHL 805.06)

  1. Request for leave of absence without pay must be approved by the administrative head of the employee’s respective area and the supervising President’s Cabinet member.
  2. When a leave of absence without pay is approved, the supervisor may be allowed to fill the position on a temporary basis, with the approval of the appropriate administrator, until the individual granted the leave returns.  An employee may return to duty before the expiration of his/her approved leave without pay only with the approval of the department chairman or supervisor.
  3. Employees on leave of absence without pay are NOT entitled to ANY University benefits while on such leave except as provided in the Family and Medical Leave policy.*
  4. If, at the expiration of a leave of absence, the employee has not returned to his/her position and the leave has not been extended, he/she shall be considered to have resigned from his/her position at the close of business on the day following his/her last day of leave.
  5. Employees are not entitled to holiday pay or administrative leave pay when the employee is on leave of absence without pay. (Updated 9/11/14)

*Participation in certain University insurance programs may be continued during brief intervals of non-service.  Employees who do not receive paychecks during leaves of absence must make necessary arrangements and their payments to the Office of Human Resources for the interval of non-service.  Employees must incur the full premium for coverage while on leave without pay status.

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TRANSFER OF LEAVE (MISS. CODE § 25-3-97)

All accrued leave, both personal and major medical, shall be transferable between state institutions.  A statement of accrued leave shall be furnished at the time of transfer.

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USE OF PERSONAL LEAVE PRECEDING RETIREMENT 

Employees may be granted a maximum of thirty days personal leave within the six-month period immediately preceding retirement.  This leave can be taken only with approval of the employee’s supervisor and may be denied if such leave causes a major problem in the workload distribution within the department.  Any exceptions to this must be approved by the President.  Unpaid personal and major medical leave shall be counted as creditable service with the Public Employees’ Retirement System (PERS).  Optional Retirement Plan (ORP) participants do not receive additional credit for unused leave.

Section Index | Return to Top

 

FAMILY AND MEDICAL LEAVE ACT OF 1993 POLICY

Family and Medical Leave will be granted in accordance with the Family and Medical Leave Act of 1993.  All full-time and part-time employees who have been employed by the University for at least one year and for at least 1,250 hours during the preceding 12-month period are eligible for Family and Medical Leave.  For purposes of this policy, part-time employees shall be those who work 20 hours or more per week but less than 40.  Employees will be returned to the same or to an equivalent position upon their return from Family and Medical Leave.  For employees not eligible for Family and Medical Leave, the University will review department considerations and the individual circumstances involved.

1.  Family and Medical Leave may be taken for the following reasons:

  1. the birth of the employee’s child and in order to care for the child;
  2. the placement of a child with the employee for adoption or foster care;
  3. to care for a spouse, child or parent (but not a parent-in-law) who has a serious health condition;
  4. a serious health condition that renders the employee incapable of performing the functions of his or her job; or
  5. to permit a spouse, son, daughter, parent, or next of kin to take up to 26 weeks of leave to care for a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness.  The National Defense Authorization Act (NDAA) also permits an employee to take FMLA for any qualifying exigency (as the Secretary [of Labor] shall, by regulation, determine) arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation. 

2.  Birth or Placement of a Child for Adoption

The entitlement to leave for the birth or placement of a child for adoption of foster care will expire twelve months from the date of the birth or placement.

3.  Use of Accrued Personal/Medical Leave

An employee may choose to use all of his or her accrued personal and major medical leave prior to going on unpaid leave of absence status if the leave is for an employee’s own serious health condition or to care for a spouse, child or parent who has a serious health condition, or if the employee is requesting leave for the birth of employee’s child and in order to care for that child, or for the placement of a child with employee for adoption or foster care.

All eligible full-time employees may be granted a total of twelve weeks per fiscal year of unpaid leave of absence and paid personal and major medical leave combined.  All eligible part-time employees are entitled to the same leave on a pro-rata basis.

4.  Intermittent Leave

Leave taken for an employee’s own serious illness or that of a family member may be taken intermittently or on a reduced leave scheduled when medically necessary and coordinated with the employee’s supervisor.  Upon exhaustion of accrued paid leave or at the choice of the employee to use unpaid leave of absence status, both exempt and non-exempt employees will have their pay docked for intermittent or reduced schedule leave.

5.  Request for Extension of Leave

Leave may be extended beyond the twelve-week period upon request of the employee and approval by the University for up to a combined maximum of twelve months.  However, if an employee chooses to extend his or her leave beyond the 12 week-period, depending on the circumstances, the University may not be required to reinstate the employee to the same or equivalent position upon the employee’s return.

6.  Effect of Both Spouses Being Employed at the University

If both spouses are employed by the University, both are eligible for this leave.  However, for the birth or placement of a child or for the care of a sick parent, the husband/wife together are limited to only one 12-week period during any fiscal year.  However, if leave is for a seriously ill spouse or child or for the employee’s own serious illness, each is entitled to a 12-week period.

7. Benefits Coverage During Leave

The University will continue to pay the eligible coverage for the employee only contribution to the State and School Employees’ Health Plan for up to twelve weeks, whether the leave is paid or unpaid.  If additional paid or unpaid leave is granted, the employee must contact the Office of Human Resources to determine the effect upon continued health care coverage.

At the time an unpaid leave of absence begins, the employee must make arrangements with the Office of Human Resources for continuation of benefits coverage, including health, life, dental and other applicable insurances.

Service time in the Public Employees’ Retirement System of Mississippi or the Optional Retirement Plan is not earned for any period of unpaid leave of absence.  Also personal and major medical leave days are not earned during the unpaid portion of leave of absence, nor are University holidays considered a paid holiday during an unpaid leave of absence.

If the employee fails to return to work after the expiration of the leave, the employee will be required to reimburse the University for payment of all insurance premiums during the Family and Medical Leave, unless the reason the employee fails to return is the presence of a serious health condition which prevents the employee from performing his or her job or to circumstances beyond the employee’s control.

8.  Restoration to Employment

Upon return from an approved Family and Medical Leave of absence, an employee -- with the exception of an employee designated as “key” -- will be restored to his or her old position or to a position with equivalent pay, benefits and other terms and conditions of employment.

Under specified and limited circumstances, where restoration to employment will cause substantial and grievous economic injury to the University, the University may refuse to reinstate certain “key” employees after using Family and Medical Leave.  A “key” employee is a salaried eligible employee who is among the highest paid ten percent of employees.

9.  Failure to Return from Leave

The failure of an employee to return to work upon the expiration of a family or medical leave of absence will subject the employee to immediate termination unless an extension is granted.  An employee who requests an extension of Family and Medical Leave due to the continuation, recurrence or onset of his or her own serious health condition, or onset of a serious health condition of the employee’s spouse, child or parent, must submit a request for an extension, in writing, to the employee’s immediate supervisor.  This written request should be made as soon as the employee realizes that he or she will not be able to return at the expiration of the leave period.

Procedures:

1.  Application for Leave

In all cases, an employee requesting leave must complete an “Application for Leave” noting whether the employee wishes to use accrued leave or unpaid leave on the back of the form and return it to his/her supervisor for forwarding through appropriate channels to the Office of Human Resources.

2.  Notice of Leave

In order to minimize disruptions to the work environment, employees are encouraged to provide their supervisors with as much advance notice as possible when there is a need for Family and Medical Leave.

An employee intending to take Family and Medical Leave because of an expected birth or placement, or because of a planned medical treatment must submit an application for leave at least thirty (30) days before the leave is to begin.  If leave is to begin within thirty (30) days, an employee must give notice to his or her immediate supervisor and to the Office of Human Resources as soon as the necessity for the leave arises.

3.  Medical Certification of Leave

An application for leave based on the serious health condition of the employee or the employee’s spouse, child or parent must also be accompanied by a “Medical Certification Statement” completed by the applicable health care provider.  The certification must state the date on which the health condition commenced, the probable duration of the condition, and the appropriate medical facts regarding the condition.

If the employee is needed to care for a spouse, child or parent, the certification must so state along with an estimate of the amount of time the employee will be needed.  If the employee has a serious health condition, the certification must state that the employee cannot perform the functions of his or her job.

In the case of childbirth or placement of a child through adoption or foster care, documentation by the attending physician in the case of childbirth or court/attorney verification in the case of adoption or foster care placement may be required.

If the University questions the validity of the certification provided, the employee may be required, at the University’s expense, to obtain the opinion of a second health care provider designated or approved by the University.  The selected health care provider cannot be an employee of the University.

4.  Return From Leave

An employee must complete a “Notice of Intention of Return” form before he or she can be returned to active status.  If an employee wishes to return to work prior to the expiration of Family and Medical Leave of absence, notification must be given to the employee’s supervisor at least five (5) working days prior to the employee’s planned return.

After a period of leave due to their own serious health condition, employees must present medical certification to indicate their ability to return to work.

Definition:

A serious health condition is defined as: (a) inpatient care in a hospital, hospice, or residential medical facility, including any period of incapacity or subsequent treatment, (b) a period of incapacity of more than three consecutive days that also includes treatment two or more times by a health care provider or such treatment on at least one occasion resulting in a regimen of continuing treatment, (c) incapacity due to pregnancy or for prenatal care, (d) chronic conditions requiring treatments, (e) permanent/long-term conditions requiring treatment, or (f) multiple treatment for non-chronic conditions.

TEMPORARY DISABILITY LEAVE (IHL 804)

1. General Policy

For those employees who do not qualify for family and medical leave under the Family and Medical Leave Act of 1993, the University’s temporary disability leave policy may be applicable.

The intention of the policy is to provide, upon University approval, leave for any temporary disability of an eligible employee that normally has a reasonable predictable time frame, encompassing an onset and an end of the condition.  Leave necessary for the purpose of childbearing is included under this policy.  This policy does not guarantee an entitlement for any employee who is absent from work on a frequent and/or regular basis and whose attendance habits are such that the employee fails to accomplish assigned job responsibilities.

The respective universities and agencies reserve the right to require medical statements in support of uses of benefits under this policy as well as to support the universities’ and agencies’ needs to determine that employees be permitted to work.  Failure to provide requested necessary documentation may result in a “non-pay” status for the period of time in question and/or dismissal (although accrued personal and major medical leave exist).

2. Entitlement

Any regular full-time employee who has successfully completed the University’s 90-Day Performance Review Period and who suffers temporary sickness or disabilities thus making him or her unable to perform assigned duties, may be granted leave for a reasonable time but not to extend normally beyond a twelve-month period.

  1. Accrued major medical leave and/or personal leave must be used to cover work days falling within the period of entitlement.  Once the accrued leave is exhausted, the leave will be without pay.
  2. The beginning date of disability will be determined by the employee’s physician and at the discretion of the institution may have to be approved by the institution’s health service.
  3. The ending date of disability shall end when determined by the employee’s physician and at the discretion of the institution may have to be approved by the institution’s health service.  When the employee returns to his or her duties, the employee shall present a statement from his or her physician stating the ability to resume work.
  4. Upon returning to employment, the employee will be returned to his or her former position or to an equivalent position.
  5. Any employee not returning to work at the expiration of the leave under this section is eligible for terminal personal pay, provided the days have not been taken.

3. Effect of Temporary Disability Leave on Benefits

  1. Any eligible employee on a paid leave status will be credited with major medical leave and personal leave entitlements earned during such paid leave upon his or her return to active employment.
  2. No refund of retirement contributions will be made during a temporary disability leave, since the return of the employee is anticipated.
  3. An employee’s group insurance plan will be kept in force as long as major medical leave or personal leave entitlements are paid.  It may be kept in force thereafter through direct contribution by the employee not receiving pay under major medical leave or personal leave but continuing on a temporary disability leave.  Arrangements for this service must be made by the employee with the Office of Human Resources prior to the date that such contributions should be made.

GROUP HEALTH AND LIFE INSURANCE (IHL 712.04 and MISS. CODE § 25-15-3)

The University participates in the State and School Employees’ Life and Health Plan.  A detailed brochure describing benefits is available in the Office of Human Resources.

OTHER ELECTIVE INSURANCE AND BENEFITS

For more information about the elective benefits available, contact the Office of Human Resources.

 

CREDIT UNION

Employees of the University formed the Credit Union, which began operation during the 1964-65 session.  Employees may deposit savings in the Credit Union.  Loans may be made by any member providing they meet the terms required for borrowing.  The Office of Human Resources will accept authorization for payroll deductions in order to purchase Credit Union shares or to make installment payments on loans.

Section Index | Return to Top

 

FACULTY/STAFF TUITION REMISSION ( IHL 801.15)

Mississippi University for Women provides a Tuition Remission Program that enables eligible employees to enroll in courses of study at the University in order to enhance personal and professional development.  The Tuition Remission Program does not include laboratory fees, class fees, course materials, or housing fees. Also excluded are independent study courses, distance learning fees, and all self-supported institutional activities (e.g. short courses, institutes, and independent study courses or non-credit courses).

  • ELIGIBILITY
    • Employees
      • Regular full-time benefits - eligible employees are eligible to have tuition remitted for up to six (6) undergraduate or graduate credit hours per semester (fall, spring, or summer) with a maximum of eighteen (18) credit hours per calendar year.  Employees are responsible for certain required fees. Employees are eligible for this benefit on the first day of their regular employment provided the employment began on or before the last day to add courses. 
      • Regular part-time benefits - eligible employees (20 – 39 hours per week) are eligible for up to three (3) undergraduate or graduate credit hours per semester (fall, spring, or summer).
      • Employees who are adjunct, temporary status or less than 20 hours per week are not eligible for the Tuition Remission Program.
      • Leave of Absence - Regular benefits - eligible employees on an approved leave of absence may continue to be eligible for the Tuition Remission Program for the duration of the approved absence.
    • Retirees
      • Retired employees who were eligible for the Tuition Remission Program at the time of their retirement may continue to be eligible under the same terms and fee schedule as regular employees. The term retirees shall mean employees who have attained official retirement status from the University. Retirees age 65 or older may enroll tuition-free at the University in scheduled courses on a first-come, first-serve, space-available basis.
  • GENERAL
    • Employees may enroll for one 3-credit hour course during their normal working day with the prior approval of the responsible unit head provided the employee is not on flextime, and provided the time lost from work (including travel to and from class) is made up during the same work week, or, compensated for by the use of accrued personal leave or compensatory leave.  Additional courses must be taken outside of the normal work day which, for most employees, is defined from 8:00 a.m. to 5:00 p.m., Monday through Friday.
    • Employees must gain admission/readmission to the University and complete the appropriate forms in Admissions and/or Financial Aid.

Employees will pay the actual tuition for those credit hours taken in excess of the limits specified in this policy.

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FACULTY/STAFF DEPENDENT CHILDREN TUITION REMISSION (IHL 801.15)

The University provides a Tuition Remission Program, which enables dependent children of eligible employees of MUW to enroll in undergraduate courses of study at the University at reduced tuition.  The Tuition Remission Program does not include laboratory fees, course materials, or housing.  Also excluded are audit courses, independent study courses, distance learning fees, Culinary Arts fees, and all self-supporting institutional activities (e.g. short courses, workshops, institutes, and independent study courses or non-credit courses taught by the Division of Continuing Education).  Forms and procedures are available in the Office of Financial Aid.

The scholarship is renewable on a semester-to-semester basis provided a 2.5 cumulative grade point average (GPA) is maintained. Students must re-apply prior to each semester.

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FACULTY/STAFF SPOUSES TUITION REMISSION

Spouses of full-time faculty and staff members employed by MUW are eligible for a 50% tuition scholarship. Spouses will be responsible for all fees and are not eligible to receive other university general fund scholarships in conjunction with the 50% tuition scholarship.

The form for this scholarship may be obtained from the Office of Financial Aid. The employee must have been employed full-time prior to the end of the late registration process.

The scholarship is renewable on a semester-to-semester basis provided a 2.5 cumulative grade point average (GPA) is maintained. Students must re-apply prior to each semester.

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MISSISSIPPI DEFERRED COMPENSATION

The Deferred Compensation Plan is designed with the current tax-saving incentives to supplement Social Security, State Retirement, other retirement plans and savings.  Regular, benefits eligible employees are allowed to participate in the Deferred Compensation Plan under the Internal Revenue Code, Section 457.  The employee’s contributions are excluded from current income taxes when invested in the plan.

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PUBLIC EMPLOYEES’ RETIREMENT (PERS) AND OPTIONAL RETIREMENT SYSTEM (ORP) (IHL 801.11 – 801.12)

The Public Employees’ Retirement System (PERS) enacted by the 1952 legislature, includes most employees of the University who work half-time or more. Teaching and administrative faculty hired after July 1, 1990, have the choice of PERS or the Optional Retirement Plan (ORP).

Additional information may be obtained on the retirement procedures and options from the Office of Human Resources.

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TAX SHELTERED ANNUITY

Employees of the University are eligible to participate in a plan of tax sheltered annuities.  Under provisions of Section 403b of the Internal Revenue code of 1954, as amended, employees are offered certain tax advantages in that part of their gross income may be excluded from current income taxes when used to purchase an annuity for additional retirement benefits.  Amounts invested in an annuity under the Code would be taxed at the time the annuity matures and payment is made to the individual after retirement.  This provision may result in considerable tax savings to the individual.  The amount of annuities which an employee may authorize the University to purchase for him or her in lieu of a portion of the salary otherwise payable directly to him or her is determined by a formula prescribed by the Internal Revenue Code and Regulations.  Employees who are interested in the purchase of tax sheltered annuities should contact the Office of Human Resources for a list of approved vendors.  The University makes annuity premium payments from an employee’s salary when authorized to do so but does not contribute funds to the individual’s tax sheltered annuity plan.

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WORKERS’ COMPENSATION (IHL 711.03 and MISS. CODE § 71-3-5)

The University maintains standard workers’ compensation insurance coverage in accordance with Mississippi state laws.  Every injury should be reported immediately, but within 30 days of the occurrence to the supervisor in charge and Human Resources.

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Payroll & Compensation

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PAYROLL INFORMATION

Salaried employees are paid on the last working day of each calendar month.  Employees may choose electronic direct deposit or pay card.  Direct deposits are available on the last working day of each calendar month, and paper checks are mailed the day before the last working day of each calendar month.

Wage employees are paid every other Friday following the end of the payroll period.  The payroll period begins at 12:01 a.m. Sunday, ends at 12:00 midnight Saturday and includes two workweeks (excluding certified MUW Police Officers).  Health and life insurance deductions are withheld from the first wage payroll each month.  All other insurance deductions are withheld from the second wage payroll each month. 

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PAYCHECKS (IHL 801.13)

Employees participating in electronic direct deposit or who receive pay cards may review the pay stub on BannerWeb.  Each stub should be examined to make sure that deductions have been properly made.  Any errors should be reported immediately to the Human Resources Office.

Required deductions are:

  1. Federal Income Tax
  2. State Income Tax
  3. Social Security (F.I.C.A.)
  4. Retirement (if half-time or more)

Voluntary deductions include:

  1. Insurance premiums – group and other
  2. Credit Union savings or loan payments
  3. United Way
  4. U. S. Savings bonds
  5. Tax Sheltered Annuities
  6. MUW Foundation contributions
  7. MUW Housing – if a resident
  8. Mississippi Deferred Compensation

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ADDITIONAL UNIVERSITY EMPLOYMENT POLICY (IHL 401.0103)

  1. Non-exempt staff, without IHL Board contracts, can be paid for additional hours worked for the University as compensatory time if the work falls within their normal job duties unless otherwise agreed upon by the department head, Supervising President’s Cabinet member, and the employee.  If the work does not fall within their normal job duties they can receive compensation at an hourly rate.  If the additional duties will result in the employee working for more than forty hours in a given work week, then any hours worked over forty must be compensated at the rate of time and a half.
  2. Exempt staff, without IHL Board contracts, can be paid for additional services rendered to the University provided the services fall outside the realm of their normal job duties, as determined by the employee’s supervisor.  In addition, the work must be performed outside of the employee’s regular duty hours or the employee must take personal leave.
  3. If the services or work sought are the same type of services which the employee performs as part of his/her regular University job, the organization or department requesting the services must arrange and/or contract with the employee’s department for the services.  This should be done through an interdepartmental purchase requisition.  The organization or department should not contract directly with an individual employee of a University department for services of the employee which fall within the employee’s normal duties.
  4. If all criteria have been met for compensating an existing employee for additional services rendered, official approval shall be sought using the Request for Personnel Action Form (PAF).  The employee will be paid through the Office of Human Resources.
  5. All PAFs or purchase requisitions must be approved before the services are rendered.
  6. In accordance with state law, no state property may be used by an individual for personal gain.  Therefore, no University equipment, materials, and/or resources of any kind shall be used to fulfill outside or additional employment, even if the outside employment is for another department of the University, without prior approval of the employee’s supervisor.  In the event approval is given, the employee may be required to reimburse the University for use of the equipment, materials and/or resources.
  7. It is unethical and a conflict of interest for the University to contract with a company or firm owned by an employee or a member of the employee's immediate family.

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HOLIDAY PAY 

Regular Full-time Employees:

  • All regular full-time employees will receive regular pay during University holidays. 
  • Non-exempt employees who are required to work during a University holiday (other than the federally observed holiday) will be given compensatory time in the amount equal to the amount worked plus regular pay.
  • Non-exempt employees who work on the federally observed holiday will be paid double time.  For example:  An employee who is required to work for 8 hours on the federally observed Christmas day will be paid for 16 hours unless the 8 hours worked results in an overtime situation.  In an overtime situation, the employee would be paid for 20 hours (time and one-half for the hours worked plus 8 hours of holiday pay).

Regular Part-time Employees (20-39 hours per week):

  • All regular part-time employees will receive regular pay during University holidays.  For example if a part-time employee is regularly scheduled to work 30 hours per week, he/she will be paid for the regular 30 hours per week.
  • Non-exempt part-time employees who are required to work during a University holiday (other than the federally observed holiday) will be given compensatory time in the amount equal to the amount worked plus regular pay.
  • Non-exempt part-time employees who work on the federally observed holiday will be paid double time.  For example:  An employee who is required to work for 8 hours on the federally observed Christmas day will be paid for 16 hours unless the 8 hours worked results in an overtime situation.  In an overtime situation, the employee would be paid for 20 hours (time and one-half for the hours worked plus 8 hours of holiday pay)

Regular Part-time Employees (less than 20 hours per week):

  • Part-time employees regularly scheduled for less than 20 hours per week are not eligible for pay during University holidays unless they actually work.
  • Regular non-exempt part-time (< 20 hours/wk) employees who are required to work during a University holiday (other than the federally observed holiday) will receive regular pay.
  • Regular non-exempt part-time employees (< 20 hours/wk) who work on the federally observed holiday will be paid double time.  For example:  An employee who is required to work for 8 hours on the federally observed Christmas day will be paid for 16 hours unless the 8 hours worked results in an overtime situation.  In an overtime situation, the employee would be paid for 20 hours (time and one-half for the hours worked plus 8 hours of holiday pay).

Temporary Employees:

  • Temporary employees are not eligible for pay during a University holiday unless they actually work.  Non-exempt temporary employees who are required to work during a University holiday (other than the federally observed holiday) will receive regular pay.
  • Non-exempt temporary employees who work on the federally observed holiday will be paid double time.  For example:  An employee who is required to work for 8 hours on the federally observed Christmas day will be paid for 16 hours unless the 8 hours worked results in an overtime situation.  In an overtime situation, the employee would be paid for 20 hours (time and one-half for the hours worked plus 8 hours of holiday pay).

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PAY ADVANCES 

State law does not permit the University to offer pay advances.  There may be occasions when emergency circumstances, defined as unforeseen, unplanned and unavoidable events, demand immediate attention and require an employee to secure funds on short notice. In these very limited situations, an employee may be able to receive a pre-payment for an amount not to exceed the salary or wages earned to date, less taxes and other withholdings.  The amount of the pre-payment received will be deducted from the subsequent paycheck.  A faculty or staff member needing a pre-payment should submit the appropriate request form to his/her supervisor.  If the immediate supervisor recommends the request be approved, he/she shall forward the request to the appropriate Dean (if applicable), and/or the supervising Cabinet member and the Vice President for Finance and Administration for final approval.  The request forms are available in the Office of Human Resources.

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WAGE AND HOUR LAW – OVERTIME (IHL 801.05)

The University operates under the Federal Fair Labor Standards Act commonly known as the Wage and Hour Law.  Generally, all faculty, executives, other professional, and administrative staff are “exempt” from the Wage and Hour Law. 
(Please check with the Office of Human Resources if you are unsure whether a position in your department is exempt or non-exempt.)

Non-exempt employees under the law are entitled to paid overtime or compensatory time at the rate of time and one half for all hours worked in excess of forty (40) hours per week.

It is University policy to provide, whenever feasible, compensatory time rather than paid overtime for all non-exempt employees.  However, certain jobs and circumstances do not lend themselves to compensatory time.  In those instances, and upon approval of the supervising President’s Cabinet member, non-exempt employees working in excess of 40 hours per week are paid for their overtime.

Compensatory time taken must be approved by the employee’s supervisor in advance.  An employee may accrue a maximum of 240 hours (public safety personnel up to 480 hours) compensatory time.  After the maximum has been reached, any new overtime must be paid or taken.

At the time of termination of employment, accrued compensatory time will be paid at the rate of the average salary for the last three years or the final regular rate, whichever is higher.

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Employee Relations

INFORMATION SECURITY POLICY

It is the policy of Mississippi University for Women to view information as a business asset.  Misuse, abuse, or intentional damage to information may be as costly to the University as would misuse, abuse, or intentional damage to physical property.  An employee’s responsibility for the protection of University information is outlined below.

  1. Employees may use University information and third-party, proprietary information (i.e. information obtained from individuals or entities having a contractual relationship with MUW) in their custody only for the performance of official University business.
  2. Employees may not alter, destroy, or in any way change University information, except as required in the performance of their duties as employees of this University.
  3. Employees may not divulge University or third-party information to anyone, including MUW employees, who do not have a need to know.  Employees should maintain a secure workstation environment.
  4. Employees should not attempt to gain access to information or facilities to which they are not specifically authorized.
  5. Employees should not use the data processing equipment or facilities of the University to pursue non-university interests for their own personal financial gain.  Exception:  data processing equipment and facilities may be used for preparation of scholarly works and community service projects.
  6. Employees may not maintain information for businesses other than the University on University computing equipment.
  7. Any user IDs or passwords assigned to an employee or that he or she may have knowledge of as a result of his/her position at MUW is to be used only by that employee and is not to be divulged to any other party without proper authorization.
  8. Failure to comply with any of the above conditions may subject an employee to disciplinary action.  The University retains the right to pursue prosecution when misuse, abuse, or intentional damage to its information and computing resources is suspected.

(This policy was approved on January 31, 1996 by the Mississippi University for Women Administrative Council.)

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OUTSIDE EMPLOYMENT (IHL 801.08)

In accordance with regulations established by the Board of Trustees of the State Institutions of Higher Learning, employees are permitted to engage in outside employment provided it will not interfere with the institutional duties of the individual and permission has been obtained from the President. 

In addition, employees are precluded in engaging in a business or profession that would be considered a conflict of interest relative to the position held within the University.

FACULTY:

  1. From time to time faculty members receive requests for consulting services, part-time teaching or other employment from business and industry, various agencies, institutions or individuals. The University wishes to cooperate in and facilitate such endeavors whenever possible. Requests to engage in such activities must be reviewed and approved by the Department Chair, Dean, the Provost and Vice President for Academic Affairs, and the President.  Application forms are available in the Office of Human Resources.
  2. Faculty positions, unless otherwise stated, are considered full-time positions. Before accepting outside employment, faculty members should determine and document that the said outside employment will interfere in no way with their instructional duties.
  3. Requests to engage in outside employment, including consulting activities, must be submitted on approval forms through channels to the President.

STAFF:

A form is available in the Human Resources Office or on the website that should be complete each fiscal by staff employees who work in positions outside of the university.

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POLITICAL PARTICIPATION AS A CANDIDATE (IHL 801.11)

Participation by employees in various community and public affairs is expected; however, it is expected that time given such activities will not interfere with the regular duties of an employee.  Political activities by an employee will not be prohibited at such times as the employee would not be ordinarily required to render services to the institution or if the employee elects to take and the institution grants a leave of absence without pay.

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WORK SCHEDULE 

The established regular hours of work comprising full-time employment for staff of the University shall be forty hours per week.  Normal duty hours are from 8:00 a.m. until 5:00 p.m., with one hour for lunch, Monday through Fridays except on official University holidays.  The President may approve exceptions to this schedule as deemed appropriate.

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FLEX TIME

Each unit manager, with the assistance of direct supervisors when appropriate, should provide the unit flex time plan to the supervising President’s Cabinet member for approval.

Plans must consider the following:

  • Flex time must serve the overall interests of the university.  If flex time interferes with those interests, changes will have to be made to the flex time arrangement.
  • State law currently requires that each office be open from 8-5 Monday through Friday.
  • Each full-time employee must work a 40-hour workweek (workweeks cannot be averaged over a two-week period).

The plan should define any limitations that the unit  will experience during hours that are not fully staffed.  The plan should also specify hours that will not be fully staffed.

Example:

The Office of ABC will be staffed from 7:00 a.m. until 6:00 p.m. Monday through Friday.  During the hours of 7:00 – 8:00 a.m. and 5:00 – 6:00 p.m. staffing will be limited to one person.  All regular services provided by the Office of ABC will be available between the core hours of 8:00 a.m. and 5:00 p.m.

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TERMINATION

Terminating employees will receive final pay on the following scheduled payroll date after their termination and upon presentation of a completed clearance form to the Office of Human Resources.

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PERSONNEL RECORDS 

The Office of Human Resources maintains an individual record of personal and payroll data for each staff employee.  It is important that this information be accurate.  Any changes in personal data should be reported immediately to Human Resources.  Changes that should be reported include name, marital status, number of dependents, telephone number and address.  Also, any beneficiary changes should be handled promptly.

Requests for personnel information, such as salary, etc., will only be released with a written statement from the employee.    It is the policy of the Office of Human Resources to provide dates of employment for former or current employees.

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PARKING REGULATIONS (IHL 1107)

Parking permits must be obtained by all University employees who park on campus.  Applications for permits should be made through the MUW Police Department.  The employee may access  the parking regulations on the MUW Police Department website.  Each employee should be familiar with the regulations and abide by them.

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RESPONSIBILITY OF ALL EMPLOYEES

University employees are expected to serve the University as they would any other efficient and progressive organization.  During work hours, use of time for matters not pertaining directly to employment is not the University policy and is strongly discouraged.  Being on time for work and notifying the supervisor in instances of tardiness or absence is also expected.

The image of the University is presented by the employees who deal with an individual whether student, guest or colleague.  Employees are expected to deal with the public and co-workers in a courteous, tactful and cooperative manner.

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WORK RULES

The general work rules prohibit the following actions on the part of the employee, which if committed, may be the cause for disciplinary action including termination of employment.  The actions listed below are examples of unacceptable behavior but do not include all actions that are unacceptable.

  1. Unauthorized possession of firearms or explosive materials on University premises.
  2. Unauthorized use of University identification cards.  (Permitting another person to use the employee’s identification card.)
  3. Refusal to obey public safety officers or other proper authority in emergencies.
  4. Willful or negligent damage to University property.
  5. Failure to observe posted safety rules and procedures.
  6. Smoking in areas designated as “No Smoking.”
  7. Disorderly conduct on University campus.
  8. Drinking or being under the influence of alcohol while on the job.  Possession or being under the influence of illegal drugs on university premises.
  9. Gambling in any form on University campus.
  10. Threats, pressure, or physical action against another employee.
  11. Dishonesty, theft, or commission of any crime on University property.  Removal of University property without proper authorization.
  12. Falsifying time records or any other University records.
  13. Refusal to accept instruction, including failure to perform work assigned.
  14. Careless performance of duties, including continued failure to maintain established standards of productivity.
  15. Failure of employees to report to their place of work at the beginning of their work period.  Leaving work prior to the end of their work period.
  16. Failure of absent employees to notify their supervisor on the first day of absence.

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MUW FACULTY AND STAFF DRUG AND ALCOHOL POLICY (IHL 806, MUW PS 6704)

The MUW Faculty and Staff Drug and Alcohol policy is available online at the Office of Human Resources website or in the Office of Human Resources.

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WEAPONS ON CAMPUS POLICY (IHL 1106 & MISS. CODE § 97-37-17)

According to State law, effective July 1, 1994, a person possessing or carrying any gun, rifle, pistol or other firearm of any kind, or any dynamite cartridge, bomb, grenade, mine or powerful explosive on University property is guilty of a felony.  It is also a felony to cause, encourage or aid a minor who is less than eighteen years of age, to possess or carry such a weapon.  Any person violating either of these laws will be arrested and turned over to the appropriate civil authorities in Columbus.  In addition, if such person is a staff or faculty member, he/she may be subject to disciplinary action and/or termination of employment.  If the person is a student, he/she will automatically be suspended from his/her Residence Hall with the right to a hearing before the Vice President for Student Affairs.  A student violator also may face suspension or expulsion from school depending upon the outcome of the criminal charges.

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GRIEVANCE PROCEDURES - (IHL 405 and 403.0202)

The grievance procedure does not modify the University's at-will employment doctrine policy or create contractual rights.

The purpose of these procedures is to provide for the prompt and equitable resolution of an employee’s grievance. A grievance is a work-related condition that an employee alleges to be (i) unfair, inequitable, or a hindrance to the employee's effective performance or (ii) discriminatory on the basis of race, color, religion, gender, age, sexual orientation, national origin, disability, disabled veteran status or veterans of the Vietnam era status.

CONFIDENTIALITY

Procedures for prompt, appropriate corrective action are an essential part of the University's effort to deal with grievances.  All reasonable steps will be taken to assure that the complainant and the alleged offender are protected by the highest degree of confidentiality possible.  Both parties are advised, however, that once an inquiry or an investigation has begun, anonymity may be impossible.

HEARING PANEL POOL

The Hearing Panel Pool shall consist of twenty-four members selected annually.  Six members of the pool (three women, three men) shall be selected by each of the following groups:  Faculty Senate, Administrative Council, Student Government Association, and Staff Council.   At the beginning of the fall semester, the Director of Human Resources will request the selections from each group and will notify the Hearing Panel Pool members of their selection.

The Hearing Panel Pool is available for selection as necessary by the President for non-academic employee grievance hearings and sexual harassment hearings.  The composition of a hearing panel is noted under the Grievance Procedure – Non-academic Employees and Sexual Harassment Policy and Procedure for Faculty, Staff and Students that follow in this handbook.

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GRIEVANCE PROCEDURE – Non-academic Employees

Informal Resolution

The best interests of both the university and its employees are served by regular, forthright communication.  An employee who believes a justifiable job-related complaint exists should take steps as soon as possible to resolve the problem in a discussion with the immediate supervisor. 

Should informal attempts at resolution prove unsatisfactory, the employee and the supervisor may seek the assistance of the Director of Human Resources to mediate the problem.

Human Resources representatives may be contacted for informal discussion if the employee believes he or she cannot approach the supervisor with the problem. A Human Resources representative may meet with the employee, the supervisor, or both as may be appropriate, to assist in amicably resolving their differences. Human Resources will also provide information on matters of policy interpretation and use of the formal grievance procedure.

Formal Procedures

Definitions

  • Working Day: Monday through Friday of each week and excludes holidays listed in the university bulletin or as designated by the president.
  • Complainant: Person filing the grievance.
  • Respondent:  Person against whom the grievance is filed.

Any regular employee, except new employees within the 90-Day Performance Review Period, student employees, and temporary employees, can pursue a grievance by following these procedures.

1.  Filing the Complaint

The formal grievance process begins when a written, signed complaint is filed with the Director of Human Resources.  The complaint must be filed within 10 working days of the occurrence that gave rise to the grievance or when the basis for the grievance became known or reasonably should have been known to the employee.  The complaint must include the specific factual basis for the grievance.

2. Hearing

The purpose of the hearing is to afford the parties a meaningful opportunity to be heard before an impartial panel.

a. Composition of Hearing Panel

The grievance hearing panel shall be selected by the president from the pool of members appointed annually to the university’s Hearing Panel Pool.  Students are not eligible to serve on an employee grievance hearing panel.

1. Generally, there are three categories of employees at the University:  faculty, staff supervisors and staff employees.

2. Two members of the panel should be of the same category as the complainant.

3. Two members of the panel should be of the same category as the respondent.

4. The panel chair is appointed by the President and should be from a category not yet represented.

5. No member of the hearing panel should be from the same department as the parties.

b. Advance Exchange of Evidence

At least one week before the hearing is scheduled, each party must furnish the chair of the hearing panel two copies of a list of witnesses who may testify at the hearing on his or her behalf and two copies of any documents that may be introduced in evidence.  If either party attempts to introduce evidence not properly disclosed in advance to the other party, the hearing panel may decide either to exclude the evidence or give the other party additional time in which to respond.

c. Advisors

Each party may have an advisor throughout this process.  At the hearing, however, the advisor's role will be limited to observing and providing counsel to the party being advised.  The advisor will not be permitted to participate in the hearing process.

d. Hearing Procedures

All hearings will be closed to the public.  Only those individuals directly involved in the case can be present. 

The hearing begins with the chair’s summary of the grievance.  The chair then gives the parties an opportunity to make an opening statement.

After the opening statements, the hearing panel may question the complainant.  The respondent may then question the complainant or submit written questions to the hearing panel which he or she wishes to have presented.  The complainant may then call witnesses and present documentary evidence.  The hearing panel may limit the number of witnesses.  A witness may attend the hearing only while testifying.

After the complainant’s case has been presented, the respondent may present testimony, witnesses, and documentary evidence.  The complainant and hearing panel may then question the respondent.

After the presentation of all evidence on behalf of the complainant and respondent, each party has the opportunity to make a brief closing statement.  After the closing statements, the panel begins its deliberations in private.

e. Finding of the Hearing Panel

The hearing panel shall base its findings solely on evidence presented at the hearing.  After considering the evidence, the hearing panel decides whether a preponderance of the evidence supports the grievance.

The hearing panel prepares a written report of its findings of fact and its decision.

The hearing panel sends a copy of its report to the President, with a copy to each party.  The report must be accompanied by all documentary evidence presented at the hearing, and the recording of the hearing.

3. Decision of the President

Either party may respond to the report of the hearing panel by written letter to the President.  This letter, which is limited to three single spaced pages, should contain arguments as to why the decision of the hearing panel should be accepted or rejected by the President.  The President shall consider both the report of the hearing panel and the responses of the respective parties in making the final decision.  When that decision is made, the President shall inform the hearing panel, parties, and all appropriate administrative officers of the decision.

 

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GRIEVANCE PROCEDURE B Employees with Academic Rank* (Other Than Administrators)

An employee holding academic rank who feels aggrieved should use the following procedures in seeking to resolve the grievance within ten working days of the grievance. **

Step 1:       The grievance should be discussed with his/her immediate supervisor.

Step 2:       If the grievance is not resolved at the above level, the employee may request a meeting with the Dean of his/her college or immediate supervisor to discuss the matter.

Step 3:       If the outcome of Step 2 is not satisfactory, the employee may request a meeting with the Chief Academic Officer, the Dean of his/her college, and his/her immediate supervisor.

Step 4:       If the procedures followed in Step 3 do not resolve the grievance the employee may request a meeting with the Faculty Appeals Committee. The procedure to be followed is set forth in MUW Policy Statement # 3528. The purpose of this meeting is fact-finding and provides the grievant opportunity to fully discuss his/her grievance.  It is not intended to be a full-fledged evidentiary hearing.

Step 5:       If the employee is not satisfied with the recommendations of the Appeals Committee, the Chief Academic Officer will report the matter to the President for final action at the University level.

* Procedures in the Faculty Handbook section should be followed in grievances involving termination appeals by tenured and non-tenured faculty.

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POLICY ON SEXUAL HARASSMENT AND SEXUAL ASSAULT (Updated 09/30/11)

Mississippi University for Women seeks to foster an atmosphere of respect for all members of the University community.  To this end, the University is committed to maintaining a work and learning environment free of sexual harassment and sexual assault.

Sexual harassment is a violation of federal law, as well as the rules and regulations of the University.  Sexual harassment by faculty, staff, students or others on campus will not be tolerated at the University.  Offenders are subject to appropriate University disciplinary action up to and including termination or expulsion. 

Sexual assault, which is a form of sexual harassment, is also a violation of state law and is regarded as a serious University offense that can result in significant penalty for violators. 

MUW is committed to creating a community that promotes the mutual respect of its members and is supportive of sexual assault survivors.

MUW is also committed to providing preventive, informative and supportive programming for all members of the University community.

Prosecution for alleged crimes, whether by state or federal prosecutors, is independent of and in addition to the charges and actions taken by the University under this policy.

I. Sexual Harassment

Sexual harassment is defined for purposes of this statement as unwelcome sexual advances, request for sexual favors, or other verbal or physical conduct of a sexual nature when:

  1. submission to the conduct is made either explicitly or implicitly a term or condition of an individual's employment or education;
  2. submission to or rejection of the conduct by an individual is used as the basis for academic or employment decisions affecting that individual; or
  3. the conduct has the purpose or effect of unreasonably interfering with an individual's academic or work performance or creating an intimidating, hostile, or offensive learning or work environment.

To constitute sexual harassment, it is essential that the behavior be unwelcome.  Examples of sexual harassment include, but are not limited to, the following:

  1. physical harassment, including rape, assault, and unwelcome touching;
  2. direct or implied threats that submission to sexual advances will be a condition of employment, work status, promotion, grades, academic status, or letters of recommendation;
  3. direct propositions of a sexual nature;
  4. subtle pressure for sexual activity;
  5. a course or pattern of conduct, particularly, comments of a sexual nature or sexually explicit questions, jokes or anecdotes, which embarrass or humiliate a student or employee;
  6. a course or pattern of conduct that causes discomfort or humiliation to a reasonable person at whom the conduct was directed, including one or more of the following:
    1. unnecessary touching, patting, hugging, or brushing against a person's body;
    2. remarks of a sexual nature about a person's clothing or body;
    3. remarks about sexual activity, sexual prowess, or sexual deficiencies;
    4. repeated or unwanted requests for dates.
  7. sexually degrading or vulgar words to describe an individual;
  8. leering, whistling, touching, pinching, brushing the body, suggestive or obscene comments or gestures;
  9. gratuitous display of sexually suggestive objects, pictures, posters, or cartoons;
  10. verbal abuse of a sexual nature.
    • Sexual harassment does not refer to occasional compliments; it refers to behavior of a sexual nature that interferes with the work or education of its victims and their co-workers or fellow students.
    • The display of sexually suggestive materials in the course of academic instruction should be considered within the context of the subject matter being taught.

 

CONSENSUAL RELATIONSHIPS

The educational mission of Mississippi University for Women is promoted by professionalism in faculty-student and supervisor-employee relationships.  This professionalism is fostered by an atmosphere of mutual trust and respect.  Actions of students and faculty members and supervisors and their employees that tend to harm this atmosphere undermine professionalism and hinder fulfillment of the University's mission.  Trust and respect are diminished when those in positions of authority abuse, or appear to abuse, their power.  Those who abuse, or appear to abuse, their power in such a context violate their duty to the academic community. 

Faculty members exercise power over students and supervisors exercise power over their employees, whether in giving grades or promotions, praise or criticism, evaluations or recommendations for future employment, or conferring other benefits on them.  Amorous relationships between students and faculty members or employees and their supervisors are obviously inappropriate when the faculty member or supervisor has professional responsibility for, and thus power over, the student or employee.  These situations greatly increase the probability that the faculty member or supervisor will abuse this power and sexually exploit the student or employee.

Given the fundamentally asymmetric nature of, and the "power differential" inherent in, such relationships, any appearance of voluntary consent on the part of the student or employee is suspect.  Moreover, others in the department may be affected by the unprofessional behavior because it places the faculty member or supervisor in a position to advance or favor one student's or employee's interests at the expense of others, and implicitly makes obtaining benefits contingent on amorous or sexual favors. 

A consensual relationship between a supervisor and an employee in the reporting line to the supervisor is viewed by the University as inappropriate and unethical, regardless of whether both parties appear to have consented to the relationship.

Consensual Relationships Within the Instructional Context  - No faculty member shall have an amorous relationship (consensual or otherwise) with any student who is enrolled in a course being taught by the faculty member, or whose academic work (including work as a teaching assistant) is being supervised by the faculty member.

Consensual Relationships Outside the Instructional Context - Amorous relationships between students and faculty members, even those occurring outside the instructional context, are suspect by nature and may lead to difficulties.  Particularly when the student and the faculty member are in the same academic unit or in units that are academically allied, relationships viewed by both parties as consensual may appear to others to be exploitative.  If a complaint of sexual harassment is made in such a situation, it will be exceedingly difficult to defend the faculty member’s conduct on grounds of mutual consent.

Further, in such situations (and in others that may occur in the future, which neither party can anticipate,) the faculty member may face serious conflicts of interest.  In certain instances, it may be necessary for a faculty member to withdraw from participation in activities or decisions that tend to reward or penalize the student involved.  A faculty member who fails to recognize these conflicts of interest and withdraw accordingly may reward or penalize a student with whom the faculty member has had an amorous relationship.  In these cases, the faculty member has violated her or his ethical obligations to the student, to colleagues, and to the institution.  Moreover, actions that occur after the breakup of these relationships may cause problems.  For example, the lack of a favorable recommendation for the student from the faculty member may be viewed as retaliation for "breaking up" and may be actionable.

For all of these reasons, therefore, the University considers consensual relationships between faculty and students, even if outside the instructional context, as unwise and strongly discourages these relationships.

(As used in this policy, the term "faculty" or "faculty member" includes all instructional staff, including graduate students with teaching responsibilities.)

 

II. Sexual Assault

Sexual assault is any form of sexual contact without the consent of all parties involved.  Sexual contact is the intentional touching, whether with one’s own body part, or an instrument or object, of the person of another, no matter how slight, in or on, an area of the body generally recognized as being a private part of the body; or the intentional touching of another person, no matter how slight, with one’s own private body part anywhere on the other person’s body. The amount, or lack thereof, of clothing being worn by either person is of no consequence in determining whether a “sexual physical contact” has occurred, and the body part touched, or used to touch with, may be covered or clothed.

Types of sexual assault may include, but are not limited to:

  • rape or attempted rape
  • non-consensual, intentional contact with intimate body parts
  • non-consensual oral sex
  • lewd exposure of one's sexual organs, either in person, in print, or electronically, to another without his or her consent
  • any sexual contact between two individuals that, because of the age of the parties, is prohibited under Mississippi law.

Definition of Consent

The university prohibits an individual from subjecting another person to any sexual contact without the consent of the other person. Consent requires a clearly communicated agreement to engage in sexual activity. Sexual assault may be committed by acquaintances, dating partners, spouses, family members or strangers. The individual consenting must act freely and voluntarily and have knowledge of the nature of the act involved. Any agreement to engage in sexual activity that is obtained through coercion, including the use of physical force, threat, intimidation or exploitation, is not consent. Consent may be withdrawn at any time regardless of the activity preceding the withdrawal of consent. A person may be deemed not to have knowingly and voluntarily consented if, at the time of the offense, the person is incapable of giving consent because of mental impairment or incapacitation, physical impairment, alcohol or drug consumption, or loss of consciousness.

The existence of an intimate relationship is not sufficient to constitute consent and consent may not be inferred from silence or passivity alone. A person who is unconscious cannot give consent. A person who is cognitively impaired or under the influence of alcohol or drugs may not be able to give consent if, because of the impairment, he or she is unable to understand the situation or its consequences, or is unable to express his or her consent or lack of consent.

The use of alcohol or drugs by either party in conjunction with a sexual assault does not alleviate responsibility or diminish the serious nature of the offense. When alcohol or drugs are involved, a victim will not be charged with an alcohol or drug violation and should not let his or her use of alcohol or drugs be a deterrent to reporting the incident.

Reporting Process

In responding to reports of sexual assault, the University’s central purpose is to provide assistance and judicial action for any person, whether student, faculty, or staff member, who is sexually assaulted and to protect the University community from threat of further sexual assault.

The University strongly encourages individuals to report sexual assaults to the appropriate authorities, as this is the only way that action can be taken against the alleged assailant.  Reporting is a separate step from choosing to prosecute.  It is solely the victim’s decision whether or not to involve the police, and deciding not to involve the police does not prevent the victim from seeking assistance from other MUW resources.

Educational Programs

MUW is committed to providing preventive, informative and supportive programming for all members of the University community. Campus wide programs designed to increase safety awareness, develop self-defense techniques, improve communication skills between men and women, and help prevent acquaintance and stranger rape, build self-esteem, and provide information on steps to take in the event of a sexual assault. Educational information about the involvement of alcohol and drugs in sexual assaults is provided.

Recommended Reporting Procedure for Victims

Victims should use the following procedure:

  1. Go to a safe place as soon as possible.
  2. Obtain assistance.  Contact a close friend, MUW faculty or staff member, or other trusted person who can help you identify and complete your next steps.
  3. Preserve all physical evidence to document a sexual assault. If you are reporting a sexual assault that occurred within the previous 72 hours, it may be possible to collect trace evidence of the incident. Do not shower or bathe, douche, wash your hands, use the toilet, or change bedding.  If you change clothes, please place all clothing worn at the time of the incident in a bag.
  4. Seek medical attention.  A medical examination will provide any necessary treatment for injuries, protect from sexually transmitted diseases or the possibility of pregnancy, and collect important evidence.  The rape examination may be done at the university’s Health Center or Baptist Memorial Hospital-Golden Triangle.  By Mississippi law, victims may choose to have examination evidence collected without filing a formal report with the police. In this instance, the evidence is stored for up to 6 months, should the victim wish to press charges at a later date. The survivor remains anonymous until she or he decides to press charges.
  5. Call the MUW Police (662-241-7777) or local police authorities to report an incident that has just occurred or to report an incident at a later date. Individuals may also contact the university’s Health Center or Counseling Services. Upon the person's request, these MUW staff members or their designee will assist in notifying proper law enforcement officers.

    Reporting the incident:
      • is a separate step from choosing to prosecute.  The University is concerned with the victim’s welfare and wants to ensure that the appropriate treatment and support are provided.  When a person files a report with the University police department, she or he is not obligated to continue with legal proceedings or University disciplinary action.
      • helps identify and apprehend the alleged assailant; maintains future options regarding criminal prosecution, University disciplinary action, and civil action against the assailant; and protects the victim and others from future assaults by the same assailant.
      • leads to completion of an incident report by police. An investigator will be summoned to begin an investigation into the offense.  This process is important if the victim wishes to bring criminal charges at this or a later time.  The victim will be asked questions about the incident and asked to identify any witnesses to what happened before, during, and after the incident. Throughout this process, police officers will safeguard the identity of the victim to the extent allowed by law. 
  6. Seek counseling or other support. A victim who wishes to speak to someone confidentially is encouraged to contact the university’s Counseling Services.

III. PROCEDURES AND INFORMATION FOR COMPLAINTS OF SEXUAL HARASSMENT OR SEXUAL ASSAULT

 

INFORMAL PROCEDURES

Any individual who feels that she or he has been sexually harassed or assaulted should make a complaint and seek relief through one or both of the following options:

Option 1.  Discuss the alleged violation with the immediate supervisor of the alleged offender; or

Option 2.  Report the alleged violation to any academic or administrative officer of the University, including any vice president, dean, executive director, department director, head, supervisor, or faculty member.

Option 3:   Report the alleged violation via EthicsPoint, an independently operated ethics line.  EthicsPoint may be contacted on line at https://secure.ethicspoint.com/domain/media/en/gui/29007/index.html or by calling 877-310-0424.

Under Option 1, Option 2, or Option 3, the supervisor or officer receiving the complaint of alleged harassment or assault, will report it immediately to either the Provost/Vice President of Academic Affairs who serves as the Affirmative Action Grievance Officer (AAGO) for the academic area or the Vice President of Finance and Administration, who serves in the same capacity for the non-academic area, whichever is appropriate.  Either or both will hold a discussion with the complainant to determine the nature of the complaint and provide the complainant an explanation of the informal and formal procedures available to the complainant.

If it appears that the basis of the complaint may be alleviated by obtaining information or making inquiries, and if such resolution is agreeable to the complainant, the AAGO will attempt such actions.  If the complainant is satisfied by the information or answers received, the AAGO will annotate and date the complaint accordingly, and the complaint will be considered resolved. 

If the complaint remains unresolved and the complainant so chooses, the AAGO will meet with the alleged offender and will request information from the alleged offender.  If desirable and agreeable to both parties, the AAGO may bring together the complainant and alleged offender and/or others who may be able to contribute to the resolution of the complaint.

If a resolution satisfactory to the parties is reached, the complaint will be concluded.  The AAGO will write a statement indicating the agreement reached and sanctions or disciplinary actions, if any, taken.  The statement will be signed and dated by the AAGO, the complainant and the alleged offender.

When appropriate, an AAGO may appoint as his/her representative the Director of Human Resources, the Vice President for Student Affairs or other suitable individual to resolve through informal procedures a sexual harassment or sexual assault complaint.

 

FORMAL PROCEDURES

Any individual who believes that she or he has been the object of sexual harassment or sexual assault may, either initially or after having sought a resolution through the informal procedure, bring a complaint through the formal complaint procedure as follows:

 

  1. Filing the Complaint

    The formal process is initiated when a written, signed complaint is filed with the appropriate AAGO.  The complaint should include the name of the individual involved, a description of what occurred, and the time, place and date of the events.  The complaint should also give the names of any witnesses, including individuals with whom either party discussed the event.
  2. Notice to Parties

    Within 72 hours of a complaint being received, the AAGO will notify both parties in writing of:  the charge, including the names of both parties; the University's policy and procedure on sexual harassment or sexual assault; the name of the person who will conduct a formal investigation on behalf of the University; and the procedure for selecting a hearing panel and its chair.  The notice should also inform each party that she or he has the right to invite another individual to serve as an advisor throughout the formal process.
  3. Formal Investigation

    The investigator will first ask both the complainant and the respondent to submit a detailed statement describing what occurred at the time of the alleged incident and listing the names of any witnesses with a brief description of what each may have seen or been told.  The investigator will then furnish each party with a copy of the other party's statement.  Within ten (10) days after receipt of the statement, each party will prepare and submit a detailed written response to the other party's statement.  Each party may choose not to prepare a written statement but instead meet with the investigator and give an oral statement; in that case, a summary of the oral statement, prepared by the investigator and signed by the party, will constitute the written statement.

    The investigator may conduct interviews with witnesses.  If possible, statements of witnesses should be in writing and signed; however, the investigator may prepare written summaries of oral statements made by the witnesses.  The investigator must inform each witness that his or her statement will be furnished to each of the respective parties.

    When the investigation is complete, the investigator will prepare a draft of a written report to the hearing panel.  The report should describe the evidence in detail and attach a complete set of the written statements of the parties, statements of witnesses, interview summaries, and other relevant documents.  If appropriate, the investigator should include their opinions as to the credibility of witnesses interviewed.  However, the investigator should not offer legal opinions or recommendations for resolution or disposition of the complaint. It is of the utmost importance that the investigator conduct a thorough and exhaustive investigation.  However, in fairness to all of the parties concerned, every effort should be made to complete the investigation in a timely and efficient manner.

    The complainant and respondent will have two working days in which to share their response to this draft report with the investigator.  The investigator will consider responses and prepare a final report to be sent to the hearing panel and each party.

    The report of the investigator and all attachments will be kept in strict confidentiality by the parties, the investigator and the hearing panel.
  4. Formal Hearing Process
    1. Composition of Hearing Panel

      When a formal complaint of sexual harassment or sexual assault is received, the President shall select from the Hearing Panel Pool a chair and four other members to serve as a hearing panel in accordance with the following guidelines:
      1. Generally, there are four categories of persons at the University:  faculty, students, staff supervisors and staff employees.
      2. Two members of the panel should be of the same category as the complainant.
      3. Two members of the panel should be of the same category as the respondent.
      4. The chair of the panel should be from a category not yet represented.
      5. The resulting panel should be gender balanced and whenever possible, ethnically representative of the complainant and respondent.
      6. No member of the hearing panel should be from the same department of the University as the complainant or respondent.
    2. Advance Exchange of Evidence

      At least one week before the hearing is scheduled, each party must furnish the chair of the hearing panel two copies of a list of witnesses who may testify at the hearing on his or her behalf and two copies of any documents that may be introduced in evidence.  If either party attempts to introduce evidence not properly disclosed in advance to the other party, the hearing panel may decide either to exclude the evidence or give the other party additional time in which to respond.
    3. Advisors

      Each party may have an advisor of his or her choosing throughout this process.  At the hearing, however, the advisor's role will be limited to observing and providing counsel to the party being advised.  The advisor will not be permitted to participate in the hearing process in other than an advisory capacity. 
    4. Hearing Procedures

      All hearings will be closed.  Only those individuals directly involved in the case may be present.  Those individuals include the
      hearing panel, the parties, a recording secretary or court reporter, the investigator, the advisor of each party, and a consultant to the hearing panel, if one has been designated. 

      The hearing will begin with the chair giving a summary of the charges against the respondent and the evidence as set forth in the final report of the investigator.  The chair will then give the complainant and respondent an opportunity to make an opening statement if either wishes to do so.

      After the opening statements of the parties, the hearing panel may question the complainant.  The respondent may then question the complainant or submit written questions to the hearing panel which he or she wishes to have presented.  The complainant may then call witnesses and present documentary evidence.  The hearing panel may limit the number of witnesses if it determines that testimony is redundant.  A witness may attend the hearing only while testifying.

      After the complainant has presented his or her case, the respondent may present testimony, witnesses, and documentary evidence in his or her behalf.  The complainant and hearing panel may then question the respondent.

      After the presentation of all evidence on behalf of the complainant and respondent, each party may be given the opportunity to make a brief closing statement.  The hearing will then be ended, and the panel will commence its deliberations in private.
    5. Findings of the Hearing Panel

      The hearing panel shall base its findings solely on evidence contained in the final report of the investigator and that presented at the hearing.  After considering the evidence, the hearing panel shall decide whether a preponderance of the evidence supports the allegation of sexual harassment or sexual assault.

      The hearing panel shall prepare a written report of its findings of fact and its determination.  If the panel finds that sexual harassment or sexual assault has occurred, the report shall contain the recommended sanctions of the hearing panel, which may include censure, probation, suspension, dismissal or expulsion.  In determining sanctions, the hearing panel may take into consideration prior proven sexual harassment or sexual assault sanctions issued.  The hearing panel may also require (as a condition of probation or readmission) that the respondent present evidence that he or she has made efforts, through counseling or other means, to prevent a recurrence of the sexual harassment or sexual assault.

      The hearing panel will send a copy of its report and recommendation of sanction to the President, with a copy to each party.  The report should be accompanied by the report of the investigator, all documentary evidence presented at the hearing, and the recording of the hearing.
    6. Decision of the President

      Either party may appeal the decision of the hearing panel by written letter to the President within seven working days of the date of the hearing panel letter.  The appeal should contain arguments as to why the recommendation of the hearing panel should be modified, accepted, or rejected by the President.  The President shall consider both the report of the hearing panel and the responses of the respective parties in making his or her final decision.  When that decision is made, the President shall inform the hearing panel, parties, investigator, and all appropriate administrative officers of his or her decision.
    7. IHL Policy

      Mississippi Institutions of Higher Learning policy states that the decision of the Institutional Executive Officer shall be final in grievances for all positions.

ANONYMOUS COMPLAINTS

Anonymous complaints of sexual harassment and sexual assault must be investigated by the University.

OBLIGATION TO REPORT

Should an administrator, supervisor or faculty member have knowledge of conduct involving sexual harassment or sexual assault or receive a complaint of sexual harassment or sexual assault, the administrator, supervisor or faculty member must take immediate steps to promptly report the suspected conduct or complaint to the appropriate Affirmative Action Grievance Officer (AAGO) (see INFORMAL PROCEDURES following) so that the proper procedures may be implemented.

Due to the potential naivety of some students, faculty members, in particular, should be sensitive to and, if appropriate, report situations in which one student appears to be sexually harassing another student. 

OBLIGATION TO COOPERATE

All University employees have a duty to cooperate in an investigation under this policy.

CONFIDENTIALITY

Procedures for prompt, appropriate corrective action are an essential part of the University's effort to deal with sexual harassment or sexual assault.  The University has established two procedures to address complaints of sexual harassment or sexual assault:  an informal process and a formal process.  All reasonable steps will be taken to assure that the complainant and the alleged offender are protected by the highest degree of confidentiality possible.  Both parties are advised, however, that once an inquiry or an investigation has begun, anonymity may be impossible to maintain.

FALSE ALLEGATIONS

The University recognizes that the question of whether a particular course of conduct constitutes sexual harassment or sexual assault requires a factual determination.  The University also recognizes that false accusations of sexual harassment or sexual assault can have serious effects on innocent persons.  In the event that the allegations are unsubstantiated, all reasonable steps will be taken to restore the reputation of the accused if it may have been damaged by the proceedings.  If an investigation results in a finding that a person who has accused another of sexual harassment or sexual assault has acted maliciously or has recklessly made false accusations, the accuser will be subject to appropriate sanctions, including discharge, or in the case of students, expulsion.

SEXUAL HARASSMENT OR SEXUAL ASSAULT OF UNIVERSITY EMPLOYEES AND STUDENTS BY NONEMPLOYEES

Sexual harassment or sexual assault of University employees and students by nonemployees, such as contractors, vendors, etc., will not be tolerated.  Any such harassing conduct should be reported by the employee or student to his or her supervisor, a faculty member or other University administrator.  Should a supervisor, faculty member or other administrator have knowledge of conduct involving sexual harassment or sexual assault of an employee or student by a nonemployee or receive a complaint of sexual harassment or sexual assault of an employee or student by a nonemployee, the supervisor, faculty member or other administrator must take steps to immediately report the suspected conduct or complaint to the appropriate AAGO.  Such complaints of nonemployee conduct will be promptly and reasonably investigated and addressed. 

PROTECTION AGAINST RETALIATION

Retaliation against a complainant, whether by the alleged offender or from another source, is considered harassment.  Retaliation against any individual for reporting sexual harassment or sexual assault will not be tolerated and will be treated with the same strict discipline as the harassment itself.  Retaliation is a serious violation of this policy and should be reported immediately.

RECORD-KEEPING

All written records generated through use of the formal procedure, including any transcripts of the hearing, shall be kept permanently in the office of the appropriate AAGO.

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Services & Information

Maintained by Finance & Administration. Last Updated February 16, 2010.

Section Index

A

 

 

M

 

Automated Teller Machine (ATM)

2-1

 

Mail Service/Post Office

2-5

 

 

 

Moving Crew

2-5

 

 

 

 

 

B

 

 

N

 

Blood Mobile

2-2

 

Notary Public

2-5

Bookstore

2-1

 

 

 

Budget Adjustment

2-2

 

O

 

Budget - Division/Department

2-1

 

 

 

 

 

 

P

 

C

 

 

Parking Tags

2-6

Cashier Services

2-1

 

Plymouth Bluff Center

2-6

Child & Parent Development Center

2-2

 

Publications

2-7

 

 

 

Purchasing

2-7

D

 

 

 

 

Development Office

2-3

 

R

 

 

 

 

Receiving

2-8

E

 

 

Recycling Program

2-8

Employee Discounts

2-3

 

Reference

2-11

 

 

 

 

 

F

 

 

S

 

Faculty/Staff Apartments

2-6

 

Sales & Solicitation

2-8

Faculty Senate

2-3

 

Smoking Policy

2-8

Food Services

2-3

 

Staff Council

2-3

 

 

 

 

 

G

 

 

T

 

 

 

 

Telephones

2-9

H

 

 

Town and Tower

2-2

Health Center

2-4

 

Travel

2-9

 

 

 

 

 

I

 

 

U

 

Information Technology Services (ITS)

2-4

 

United Way Campaign

2-2

 

 

 

University Property

2-10

J

 

 

University Relations

2-7

 

 

 

University Vehicles

2-10

K

 

 

 

 

Keys

2-4

 

V

 

 

 

 

Venues

2-5

L

 

 

 

 

Library Services

2-5

 

W

 

 

 

 

Work Orders

2-10

 

 

 

 

 

 

Banking Services

CASHIER SERVICES

The cashier window is located in the Comptroller's Office, which is located on the first floor of Eudora Welty Hall. The cashier window is open from 8:00 a.m. to 5:00 p.m., Monday through Friday. The cashier is able to receive payments for student accounts. The cashier can also provide change. For more information, contact the Comptroller's Office at 329-7210.

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AUTOMATED TELLER MACHINE

There is one Automated Teller Machine (ATM) on campus and it is located on the first floor of the Hogarth Student Center next to the Bookstore.

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Bookstore

The W Bookstore, the Bookend, is located on the first floor of the Hogarth Student Center and is operated by Barnes & Nobel College. The Bookend offers textbooks and other convenience items for the campus community. The Bookend is open Monday through Friday and at other times as posted. All University purchases made at the Bookstore must be done on either a purchase order or a state procurement card. For further details on purchasing procedures, contact the Office of Resources Management at 329-7126.

 

Budgets

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DIVISION/DEPARTMENT BUDGETS

The Board of Trustees submits all state supported institutions of higher learning budget requests to the Legislative Budget Office. Following due process by the Joint Legislative Budget Committee and passage of appropriation bills by the State Legislature, the Board of Trustees advises the University of its share of the state appropriation. Division/Department budgets are formulated each April at the request of the President. At that time, budget managers submit budget requests for division/department needs for the fiscal year beginning the following July 1. These requests are used to submit the University's proposed annual budget to the Board of Trustees for approval. After adoption, budget managers are informed of their approved allocation for the fiscal year beginning July 1.

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BUDGET ADJUSTMENTS

Annual budgets are allotted by object classifications and specific object class budgets cannot be exceeded without prior approval. Budget adjustment requests to transfer approved budgets between object classifications should be submitted through channels to the Comptroller on budget adjustment request forms no later than March 15 of each year.For further details, contact the Comptroller's Office at 329-7210.

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Child & Parent Development Center

The Child and Parent Development Center (CPDC) is a child care and education center for children ages 1-4 years old, under the auspices of the College of Education and Human Sciences. The center is located on campus in the Education and Human Sciences Building and operates as a service to MUW and the Columbus community, providing quality care and educational experiences for young children. The CPDC operates on the university calendar and is open from 7:30 a.m. to 5:30 p.m. each day. For further details, contact the CPDC Director, Mrs. Susan Kling at 329-7196.

 

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Community Affairs

TOWN AND TOWER

Town and Tower is a local organization which fosters strong relations between the Columbus community and the University. Membership in this organization is open to everyone in the local community.

BLOOD MOBILE

The American Red Cross 'Bloodmobile' visits campus in an effort to support the needs of the community.

UNITED WAY CAMPAIGN

The University participates in the United Way's annual campaign for the local community.

 

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Development Office

The Development Office secures endowments and other gifts to the University through the MUW Foundation which help provide professorships, chairs, scholarship funds, and general program support funds.

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EMPLOYEE DISCOUNTS

The Office of Human Resources periodically sends out information about discounts available to MUW faculty and staff from businesses in the local community, which are available upon presentation of an MUW employee identification card.

 

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EMPLOYEE ORGANIZATIONS

FACULTY SENATE

The Faculty Senate represents the MUW faculty and their recommendations and concerns to the University administration. For more information about the senate and its membership, refer to the Faculty Senate bylaws.

STAFF COUNCIL

The Staff Council is a communication vehicle in which staff members can express concerns and ideas to the University administration. For more information about the council and its membership, refer to University PS# 3535.

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FOOD SERVICES

Sodexo Campus Services, the dining service provider at MUW, offers services in the following areas available to faculty and staff. For your convenience a Faculty - Staff meal plan, which offers a discount on meal purchases in the NANCY HOGARTH DINING CENTER is available through Sodexo.

NANCY HOGARTH DINING CENTER

Food Court-style service provided seven days a week while school is in session.

SUBWAY CAFE

A Subway restaurant and coffee bar. Located in Hogarth Student Center.

SIMPLY TO GO

Offers quick convenience meals, snacks, and beverages. Located in the lobby of Parkinson Hall.

CATERING

The Dining Center provides a full range of catering services for the University community. All University purchases must be made with a purchase order for catering services.

For further information about any of our services or the Faculty - Staff meal plan please call the Dining Services office at 329-7411.

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HEALTH CENTER

The Campus Health Center, which is administered by the College of Nursing and Speech-Language Pathology, focuses mainly on ambulatory care. The Center is located Eckford Hall and its services are available to all MUW faculty, staff, and students. A nurse practitioner sees students, faculty, and staff. Routine visits are free of charge, however there is a nominal charge for medications, supplies, and complete physical exams. For days and hours of operation and further information, contact the Center at 329-7289.

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INFORMATION TECHNOLOGY SERVICES

Information Technology Services (ITS) provides general computing support to University faculty and staff. The specific areas supported by ITS include software implementation, database administration, security administration, and data processing. For further details contact the help desk at 329-7282 or send an e-mail to: This email address is being protected from spambots. You need JavaScript enabled to view it.

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KEYS

With the appropriate approval, keys to buildings, offices, classrooms, etc. may be obtained from the Physical Plant. To submit a key request refer to the Physical Plant webpage or contact the office at 329-7396.

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LIBRARY SERVICES

Upon presentation of an MUW employee id card, all MUW faculty and staff are able to utilize the services of the campus library.

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MAIL SERVICE/POST OFFICE

The University operates a central processing unit to dispatch official University mail at University expense. Postage machine meters are located in the Campus Post Office and Admissions Office. Divisions are urged to use bulk mailings, where appropriate, in lieu of first class mailings. Each department must use the departmental code to which postage is charged. The campus post office is located on the first floor of the Hogarth Student Center. The Post Office window is open for business Monday through Friday from 8:00 a.m. to 4:30 p.m. Private boxes are available to faculty and staff on a semester or yearly basis. Mail is received from the U.S. postal distribution center daily between 8:30 a.m. and 9:30 a.m., Monday through Friday and is immediately distributed to the boxes. Mail goes out to the distribution center once daily at 4:30 p.m., Monday through Friday.

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NOTARY PUBLIC

There is a Notary Public in the Foundation Office.

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MUW FACILITIES

The University has a variety of facilities, which are available for rent for educational, cultural, charitable, or other purposes determined to be in the best interest of the University. The Office of Resources Management is in charge of managing and renting out these facilities. For further details, refer to University Policy Statement #4101 or contact the Office of Resources Management at 329-7126.

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MOVING CREW

The University employs a moving crew that assists with the set-up for campus events, moves furniture and heavy equipment, and delivers packages from receiving. For further details, contact the Office of Resources Management at 329-7126.

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MUW APARTMENTS

The University owns sixteen three-bedroom flats, eight two-bedroom flats, and twenty-four two-bedroom townhouses, which are available for rent to
faculty and staff of MUW. For further details, contact the Office of Resources Management at 329-7126.

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PARKING TAGS

Any individual who operates or parks a motor vehicle or motorcycle on the campus and streets of Mississippi University for Women must register the vehicle and display the appropriate hang tag on or before the first day of classes or within twenty-four hours (excluding weekends and holidays) after it is first brought on the university campus or streets. For further details, contact the MUW Police Department at 241-7777.

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PLYMOUTH BLUFF CENTER

The Plymouth Bluff Center is an Army Corps of Engineers facility leased to Mississippi University for Women for operation and maintenance. The Center is situated on 148 acres of U.S. Government property along the old Tombigbee River channel and part of the Tennessee-Tombigbee Waterway. It is adjacent to 40 acres of University owned property. The properties are home to nearly 4 miles of self-guided nature trails. The Center is an environmental education facility which offers outdoor classes for area school systems and for the public. It also operates as a conference center for area businesses, industries, government agencies, academic institutions, public and private schools, churches and can also be rented for private events such as family reunions or weddings. Plymouth Bluff also offers overnight lodging with 24 guest rooms being available. University functions held at Plymouth Bluff need to be paid for through an interdepartmental purchase order. For further information call 241-6214.

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University Relations

The Office of University Relations is located in Stovall House and is the University's in-house marketing and communication team. They are responsible for communicating the University's interests to the local and campus communities via press releases, social media, and websites. Unviersity Relations performs the following services for the campus community: layout and design for brochures, posters, flyers, handouts, brand development, photography of campus events, layout and design for websites, and social media. In addition, the Office of Public Affairs produces Visions magazine.

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PUBLICATIONS

The University publishes the following:
SPECTATOR – student newspaper
DILLETANTI – campus literary magazine
FACT BOOK – publication produced by the Office of Institutional Research containing pertinent statistics and facts about MUW
VISIONS – a three-times per year maganize produced by the Office of University Relations with campus news for faculty, staff, students, alumni, and friends of The W

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PURCHASES

DIVISIONAL PURCHASES

Budget managers must authorize and approve requests (purchase requisition forms) to procure goods and services to be paid from University funds. Individual employees may request the purchase of specific goods and services through their immediate supervisors to the departmental budget manager. For further details, refer to the University Purchasing Policies/Procedures manual.

PURCHASE OF EQUIPMENT

The University is required (by state law) to add all equipment items to the University inventory. Upon purchase of an equipment item, immediately contact the Property Officer about adding it to inventory. Equipment is defined as any items which cost $500 or more and having a normal life of at least one year or more. Please note that certain items with a purchase price under $500 are also considered equipment (refer to the list of special inventory items in the University Inventory Procedures Manual,. For further details, contact the Office of Resources Management at 329-7126.

ACCOUNTS PAYABLE

The Accounts Payable Clerk issues checks for payment to vendors every Thursday. The appropriate documentation must be submitted to the Comptroller's Office by noon on Tuesday of the week a check is needed. Plan ahead and allow sufficient time for the check to be written to meet imposed deadlines.

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RECEIVING

The Central Receiving location for the University is in the Office of Resources Management on the first floor of Whitfield Hall. All freight items (UPS, Fed-Ex, etc.) are delivered to this location. Packages are distributed to campus, by the moving crew, within 24 hours of delivery to campus. Packages that arrive in receiving after 4 p.m. will be delivered to the department the next business day, unless the package is marked urgent, requires refrigeration, etc. If prior arrangements have been made, large or heavy freight may be delivered directly to the department. For further details, contact the Office of Resources Management.

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RECYCLING PROGRAM

The Physical Plant is responsible for coordinating and maintaining all recycling activities. MUW is currently collecting white copy paper and newspaper for recycling. For further information, contact the Physical Plant at 329-7396.

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SALES AND SOLICITATION

Solicitation by vendors is prohibited unless it is sponsored by a university division, department or student organization. For specific details, refer to University PS #7601.

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SMOKING POLICY

The University prohibits smoking in all campus facilities. For further details, refer to University PS# 3102.

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TELEPHONES

TELEPHONE SERVICE

All new and/or changes to existing telephone services must be requested through the Accounting Assistant (AA) at the Comptroller's Office. The AA will send a service request via email to BellSouth outlining your request. Once BellSouth responds with ETA to do the work, AA will send an Internal Work Order request to Facilities Management, who will help coordinate and fulfill your service request. BellSouth will bill according to type of service and applicable charges will appear on the subsequent bill according to effective date of service.

TELEPHONE USE

To deter abuse or misuse, long distance telephone service has been blocked from University telephones. In order to place long distance calls, you must obtain a pin # from the Comptroller's Office. Upon receipt of your pin, you will receive and sign a Long Distance Access User Agreement, which states the University rules as follows: Long distance calls placed using pin # should be for Official University business only. You will not make personal long distance calls from any University telephone. If pin # is lost or stolen, contact Office of the Comptroller immediately. Any abuse or misuse of the pin # for unauthorized calls can result in disciplinary action. Upon termination with the University, you are to notify the Office of the Comptroller to cancel your pin#. Please contact the Office of the Comptroller ahead of time for pin code assignment. Contact # is 329-7219. Code activation takes 48 to 72 hours.

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TRAVEL

TRAVEL AT UNIVERSITY EXPENSE - DOMESTIC TRAVEL

Travel funds are allocated to each department based upon budget requests and funds appropriated for the fiscal year. Travel at University expense must be approved in advance by the person to whom the faculty or staff member is directly responsible. Funds must be available in the department/division budget if the travel is to be approved. For further details, refer to the University Travel Policies and Procedures located on the Comptroller's website, or contact the Comptroller's Office at 329-7219.

TRAVEL AT UNIVERSITY EXPENSE - FOREIGN TRAVEL (IHL Policy 705.0103, Miss. Code Ann., _25-3-41, as amended)

Foreign travel that involves the expenditure of state, federal, or institutional funds must have the prior approval of the President. Forms for applying for the needed approvals are available on the travel section of the Comptroller's website.

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UNIVERSITY PROPERTY

Safeguarding of University property is the concern of all MUW employees and students. Equipment, material and services purchased by public funds are to be used only for official University business. The use of public resources for personal gain will not be tolerated. This includes such acts as carrying equipment or material off campus for personal use or using equipment or resources on campus for personal rather than official business. The storage of personal property in University facilities is prohibited except where duly authorized. No property will be added, deleted, or transferred to the University
inventory until the appropriate forms have been completed and submitted to the Property Control Officer (in the Office of Resources Management).
For further details, contact the Office Resources Management, or refer to the University's Inventory Procedures Manual.

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UNIVERSITY VEHICLES

The University maintains a fleet of vehicles which staff and faculty may use for official university business. To use one of these vehicles, a University employee must possess a valid Mississippi driver's license or a valid driver's license for a contiguous state. For instructions and forms for reservation of University vehicles, contact the Office of Resources Management at 329-7126.

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WORK ORDERS

A work order is a communication tool by which students, faculty and staff can inform the Physical Plant of problems with facilities on campus. A work order should be submitted for work needed in the following areas: electrical, plumbing, air-conditioning, heating, carpentry, painting, grounds, and custodial. A work order can be initiated by going to the Physical Plant's webpage. For further details, contact the Physical Plant office at 329-7396.

NOTE: Work orders should not be done for any work which requires the alteration of a building, such as putting up new walls, etc. As the State of MS ultimately owns all campus buildings, and MUW maintains them, all building alterations must be approved by the Superintendent of Buildings and Grounds.

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REFERENCE

The following materials are recommended for your reference.

IHL POLICIES AND BYLAWS – policies and bylaws of the Board of Trustees of Institutions of Higher Learning of the State of Mississippi (To view this publication, refer to http://www.mississippi.edu/board/downloads/policiesandbylaws.pdf)

UNIVERSITY POLICIES – policies which govern the Mississippi University for Women (To view this publication, refer to http://web3.muw.edu/policy)

ADMINISTRATIVE DUTIES HANDBOOK – handbook which outlines the duties of the president and other administrators on campus (To view this publication, refer to http://web3.muw.edu/adminduties)

INVENTORY PROCEDURES MANUAL – manual which describes the procedures to be used in accounting for and controlling fixed assets/equipment (To view this publication, refer to http://web3.muw.edu/resources/property)

PURCHASING POLICIES/PROCEDURES – manual which outlines the procedures for making University purchases, following purchasing laws and State contract requirements, and ensuring payment is made to the vendor (To view this publication, refer to http://web3.muw.edu/resources/purchasing)

TRAVEL POLICIES AND PROCEDURES – manual which describes the necessary requirements for making arrangements for university travel and reimbursement of travel expenses (To view this publication, refer to www.muw.edu/comptroller/Travel.html)

PARKING AND TRAFFIC POLICIES – handbook which outlines the University's regulations for operating a motor vehicle on campus (To view this publication, refer to www.muw.edu/publicsafety/traffic.html)

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Unit Manager Information

Maintained by Human Resources. Last Updated February 26, 2014.

PROCEDURES FOR STAFF RECRUITMENT/HIRING

(See PS 1301 for Faculty Recruitment/Hires.  Academic Affairs has the responsibility for placing faculty position ads.) 

  1. Unit manager/Department Head (UM/DH) with vacancy should determine the job description is up to date for the open position.  If the open position job description needs to be updated or the salary grade needs to be re-evaluated, UM/DH should complete a Job Evaluation Packet found on the Human Resources Forms website.  http://web3.muw.edu/hr/employees/forms
  2. Once the UM/DH has the approved job description with salary grade, he should begin adding the posting to PeopleAdmin. (See PeopleAdmin Instructions available in Human Resources)
  3. PeopleAdmin provides the approval process by the appropriate next levels.
  4. After receiving all of the approvals in PeopleAdmin, HR verifies that the posting has all of the correct information and then posts the position.  The position appears on the MUW website.  https://muw.peopleadmin.com/
  5. HR will provide assistance in writing ads and recommending sources.  However, the placement and payment of the ad is the responsibility of the department with the vacancy.  It is not required that ads be placed off-campus.  Human Resources should be contacted before any ads are placed off-campus.
  6. All applications must be sent through the PeopleAdmin system and are available to the hiring manager and search committee, when appropriate.

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1100 College Street Columbus, MS 39701phone: 662.329.4750 or 877.462.8439