Election / Campaign Guidelines: In accordance with Minnesota Statute 43A.32, employees shall not directly or indirectly take part in any political activity during hours of employment. Employees are eligible for leaves of absence upon becoming a candidate or assuming an elected federal or state public office. In requesting such leaves, classified employees must fill out the form, Political Activity of State Employee, which is available in the Human Resources Office.

Employees Time Off to Vote: Every employee who is eligible to vote in an election has the right to be absent from work for the purpose of voting during the morning of the day of that election, without penalty or deduction from salary or wages because of the absence. An employer or other person may not directly or indirectly refuse, abridge, or interfere with this right or any other election right of an employee.

“Election means a regularly scheduled state primary or general election, an election to fill a vacancy in the office of United States senator or United States representative, an election to fill a vacancy in the office of state senator or state representative, or a presidential primary as described in section 207A.01 unless it is conducted by mail.” 

[Minnesota Statutes 204C.04]

Family and Medical Leave Act (FMLA): The Family and Medical Leave Act (FMLA) of 1993 provides certain employees with up to 12 weeks of unpaid, job-protected leave a year, and requires employer-paid insurance benefits to be maintained during the leave as if the employees continued to work.

Employees must meet two requirements to be eligible for FMLA:

1. Must have been employed with the State of Minnesota for at least 12 months prior to the leave commencing; and

2. Must have worked 1,250 hours during the 12 months prior to the leave commencing.

Full-time faculty are deemed to meet the 1,250 hours threshold.

For additional information, contact the Human Resources Office, Owens 214.  

Sabbatical Leaves: Following are the policies and procedures dealing with faculty sabbatical leaves consistent with Article 19 of the IFO and Article 15 of the MSUAASF agreements.

1. The president may grant sabbatical leave to a faculty member who proposes to undertake a scholarly research project, additional study, or other endeavors that will enhance a faculty member's professional development, support departmental/unit goals, and/or meet the instructional, service or research priorities of the university.

2. In order to be eligible for sabbatical leave, a faculty member must have completed at least seven years of service at the university or at least six years of service since the conclusion of such faculty member's previous sabbatical leave. Granting of such leave is contingent upon the president's determination that funds are available for this purpose and that staffing requirements of the university can be met. If such a request is denied, reasons shall be communicated to the faculty member in writing. After ten years of service or ten years since the last sabbatical, the faculty member shall be granted a sabbatical leave, upon request and presentation of a satisfactory plan.

3. The faculty member's application for sabbatical leave shall include a written plan consistent with the purposes outlined in one above. Plans are subject to approval by the President or designee.

4. The faculty member shall agree in writing to return to the university for a least one year of full-time service after the completion of the sabbatical leave. In the event the faculty member fails to fulfill substantially the plan for which he/she was granted a sabbatical leave or fails to return to the university for one year of full-time service, the faculty member shall refund to the university such funds awarded during the sabbatical period.

5. Sabbatical leaves may be granted for one semester at full base salary or a full academic year for two-thirds salary. A second full academic year sabbatical is at 80% and third and subsequent full year sabbaticals are at 90% of base salary.

6. Faculty members on sabbatical leave may accept scholarships, fellowships, grants or employment during the sabbatical leave, provided they serve the purpose of the sabbatical leave.

7. A faculty member shall be eligible for continued group insurance benefits as provided by law during the course of the leave.

8. For further details of the current sabbatical leave policy and procedures, consult the IFO/MnSCU Agreement, Article 19, Section C.

9. Procedures for application:

1. Utilize applications available in the Academic Affairs Office.

2. Except in unusual circumstances, applications are due in the appropriate dean's office by November 15 for the leave period of the following academic year or any part thereof. 

Sick Leave: When absent because of illness unclassified employees are responsible for reporting absence from duty on the Request for Paid Leave of Absence [PDF] form. Submit one form for each continuous absence. If the absence involves more than one month, a separate form for each month must be completed. The university reserves the right to request a doctor's certification prior to return to duty or before approving payroll in which credit is given for sick leave. Forms are available from the Human Resources or from the employee's department chairperson or supervisor.

Legal Assistance

The university receives legal guidance and advice from the State Attorney General's Office. Requests for information and/or questions of a legal nature should be referred to the Office of Facilities and Administration, Owens 208, phone 477-2073.

[M&C 5/15/92]

Office and Work Hours

Administrative offices are open and staffed from 8:00 a.m. to 5:00 p.m. Individual offices may open earlier or close later depending on staff schedules and clientele needs. Normally, teaching faculty will be responsible for ten (10) office hours weekly for student advising and other contacts with students. Workload is administered consistent with Article 10 of the IFO/MnSCU Agreement and Article 11 of the MSUAASF/MnSCU Agreement.  

Overload

Additional assignments acceptable to the faculty member, such as teaching extended campus offerings, may be assigned to the unclassified staff members consistent with Article 12 of both the IFO/MnSCU Agreement and MSUAASF/MnSCU Agreement. Unclassified employees’ overload assignments will be paid at the rate provided in the current collective bargaining agreements or local policy for Excluded Administrators. Normally, total overload shall not exceed 5 semester hours per academic year.

Personnel Files

The University maintains one (1) official personnel file for each employee to which the employer may have access consistent with the law. Regulations for the inclusion or exclusion of materials and access to the same are detailed in the IFO/MnSCU Agreement, Article 9 and the MSUAASF/MnSCU Agreement, Article 6.

Privacy Act Requirements

Employee Data: Minnesota law provides that any employee asked to supply private or confidential data has the right to be informed of the purpose and intended use of the data, whether they may legally refuse to supply data requested, any consequences arising from their supplying or refusing to supply data, and who is authorized to receive the data. Upon request to the responsible authority, employees must be informed, without charge, whether they are the subject of stored public or private data and may request an interpretation of the data. The accuracy or completeness of the public or private data may be contested following procedures outlined in M.S. 14.57-14.62 (1988). The IFO/MnSCU Agreement, Article 9 and the MSUAASF/MnSCU Agreement, Article 6 describe practices and procedures for Personnel Files.

Data Privacy: Access to employee records shall be in accordance with the Minnesota Data Practices Act. Public data on all current and former employees includes, but is not limited to: name, actual gross salary, salary range, contract fees, value and nature of employer-paid fringe benefits, job title, job description, previous work experience, work location, work telephone number, city and county of resident, not including street address. (A complete listing of public information is available from the Human Resources Office .) All other personnel data are private and available only to the subject employee, to others with the prior written consent of the employee or pursuant to a court order. Refer to the Human Resources Office, phone 236-2226, Owens 214. 

Professional and Ethical Standards

Listed below are the ethical standards and regulations outlined in collective bargaining agreements [IFO/MnSCU Agreement, Articles 4 and 27; and MSUAASF/MnSCU Agreement, Article 21].

Research and Publication: A faculty member is entitled to full freedom in research and in the publication of results, so long as he/she fulfills the requirements of his/her other academic duties (IFO/MnSCU Agreement, Article 4, section D). Research conducted at the direction of the University may only be published upon written permission of the President [MSUAASF/MnSCU Agreement, Article 4, Section D].

External Employment and Other Activities: (See IFO/MnSCU Agreement, Article 27, Section C and MSUAASF/MnSCU Agreement, Article 21, Section C.)

1. Faculty members shall be free to accept such external employment as does not interfere with the full and proper performance of duties to his/her respective university as outlined here (IFO and MSUAASF).

2. University employees shall not engage in any outside activity which interferes with his/her regular duties (IFO and MSUAASF).

3. During a period of full-time employment, a faculty member shall not receive either an annual retaining fee or a regular salary from any external source unless the arrangement has been approved in advance by the president/designee. This provision does not apply to such things as the writing of books or articles, the creation of computer software or artistic works, or the giving of occasional speeches or consultations (IFO and MSUAASF).

4. A full-time university employee serving as a regular paid consultant or staff member for another Minnesota state agency shall do so with an appropriate leave of absence and deduction of pay at the university (IFO and MSUAASF).

5. University employees engaging in private practice shall not use the official stationery of the university or of the Chancellor, or give as a business address the university, its buildings, its departments, or the office of the Chancellor (IFO and MSUAASF).

6. University equipment shall not be used by employees for personal use without notice to and the written consent of his/her employer and the payment of a reasonable fee for the privilege enjoyed. Where equipment is reasonably available elsewhere, such use shall not be authorized. A Rental of State Property/Equipment form must be completed (IFO and MSUAASF).

7. University employees shall not use their positions to secure special privilege or exemption for themselves or others (IFO and MSUAASF).

8. University employees shall not engage in any transaction as a representative or agent of the state with any business entity in which they have a substantial direct or indirect pecuniary interest. This shall not preclude the use in teaching of materials prepared by faculty members. Faculty members preparing teaching materials for sale to students shall notify the president (IFO and MSUAASF). Approval has to be obtained in writing in advance from the university president (MSUAASF).

9. University employees shall not accept employment or engage in any business or professional activity which they might reasonably expect would require or induce them to disclose confidential or private information acquired by reason of their official position (IFO and MSUAASF).

10. University employees shall not disclose to unauthorized persons confidential information gained by them by reasons of their official position nor shall the employee otherwise use such information for personal gain or benefit (IFO and MSUAASF).

11. During a period of full-time employment, a faculty member shall not engage in external consulting, employment, or other activities which require the faculty member’s absence from the campus for more than an average of one (1) full duty day per week in any academic year (IFO).

12. During a period of full-time employment, a faculty member who holds office in a scholarly or professional organization or who performs editorial or other duties for learned journals must report such duties to the president/designee if these duties require the faculty member’s absence from campus for more than five (5) consecutive duty days in any single term (IFO).

Conflict of Interest in Research: The faculty member may not accept research funding from any organization in which he/she or members of his/her immediate family has a financial interest.

 [IFO/MnSCU Agreement, Article 27, Section C, Subd. 2d, 2e]

Professional Meetings

Unclassified and professional/supervisory classified employees may be absent from the university to participate in non-university related professional meetings, conferences and activities. Unclassified requests for absence and a Travel Requisition [PDF] must be completed and approval obtained 10 class days in advance by the appropriate dean/administrative unit head. Professional/supervisory classified employees must also prepare the travel requisition for approval by the immediate supervisor and the President.  

[M&C 5/15/92]

Renewal / Non-Renewal

A recommendation for non-renewal of a probationary faculty member may be made by the appropriate department, immediate supervisor, or vice president. Should a recommendation for non-renewal be made, the President shall invite the faculty member to discuss the recommendation prior to a decision being made. The decision by the President to non-renew probationary faculty shall not be for arbitrary or capricious reasons.

The notice for non-renewal of a first year appointment shall be made no later than November 1 of the second academic year of appointment and, for faculty in their second and subsequent years, no later than August 1 of the year prior to expiration of the appointment.

Faculty rights in this process are detailed in the IFO/MnSCU Agreement, Article 25, Sections D-G.  

Retirement

Under provisions of Minnesota law, all state employees are members of a state retirement plan. Classified employees are enrolled in the Minnesota State Retirement System - 4.34% of gross salary is deducted from employee's paycheck; 4.51% of gross salary is contributed by the university to the same fund.

The Employer shall deduct from the salary of each full-time faculty member a sum equal to 5% of the annual salary paid after the first $6,000, up to a maximum as specified in Minnesota statute. The Employer shall make a contribution in an amount equal to the deductions made from the faculty member’s salary. Deductions shall begin in the faculty member’s third year of full-time employment in the System.

Employees are eligible to draw retirement benefits upon retirement with the completion of a minimum of three years of state service. If state service is terminated prior to three years of service, a refund of the employee's contributions can be requested by submission of the appropriate form. 

Phased Retirement: Faculty members who have reached age fifty-five (55) and have ten (10) or more FTE years of service in the Minnesota State Universities shall be eligible for phased retirement. Those desiring phased retirement must submit a request to the President by October 1 for a phased retirement that takes effect fall semester of the following academic year, or by January 15 for a phased retirement that takes effect spring semester of the following academic year.

Annuitant Employment Program: Faculty members who have ten (10) or more years of service in the Minnesota State Universities, or who have reached age fifty-five (55) shall be eligible to participate in the Annuitant Employment Program. Those requesting participation in the Annuitant Employment Program shall submit a request to the President by October 1 for participation that begins fall semester of the following academic year, or by January 15 for participation that begins spring semester of the following academic year.

  [IFO/MnSCU Agreement, Article 15 and Article 11,B,2]

A proportionate annuity is available for employees with as little as one year of service provided they work until age 65 or over. The percentage applied to their average salary to determine their retirement annuity is based on the number of years and months of service they complete.

The Teachers Retirement Plan provides unclassified employees the opportunity for retirement counseling. Members may have their questions answered during a 25 minute scheduled conference with a Teachers Retirement Association counselor. To make an appointment call 1-800-652-9747. If you have questions regarding retirement call the Human Resources Office, phone 477-2157, Owens 214. 

[M&C 5/15/92]

Retrenchment

Retrenchment is the layoff of tenured or probationary faculty members due to system or university budget reductions, budget reallocations, expenditure freezes, or unfunded increases in operating costs, resulting from action by either the Legislature, the Governor, or MnSCU, or program changes, or enrollment shifts, or legislative mandate. The process for retrenchment or layoff, the requirements of the employer and the rights of the employee are detailed in the IFO/MnSCU Agreement, Article 23 and the MSUAASF/MnSCU Agreement, Article 22.

Separation Incentive

Early separation or retirement incentives may be available as provided by the State retirement program or though the bargaining agreement as described in Article 16 of the IFO/MnSCU Agreement and Article 16 of the MSUAASF/MnSCU Agreement. For further information contact the Human Resources Office, phone 477-2157, Owens 214.

Statewide Policy on Sick Leave

The policy provides guidelines to agencies on managing sick leave use by employees.

Tuition Waiver

Full-time faculty members and part-time probationary, part-time non-tenure track and part-time tenured faculty members shall be entitled to enrollment, in courses at any university in the System without payment of tuition or fees, except laboratory and special course fees. Such enrollment shall not exceed thirty (30) credits for a year. For purposes of this provision, a year begins the first day of fall semester and concludes the day before the beginning of the succeeding fall semester. Part-time fixed-term, adjunct and community faculty shall be entitled to enrollment in courses at any university in the System without payment of tuition or fees, except laboratory and special course fees. However, the number of credits available to part-time fixed-term faculty, adjunct faculty and community faculty members for this tuition and fee waiver shall be equal to the number of credit hours taught by the part-time fixed-term, adjunct or community faculty member within that year as described above. The tuition and fee waiver must be used in the period from the first day of fall semester to the day before the succeeding fall semester in which the faculty member is employed. The faculty member’s spouse, or dependent children may share this right within the credit limit established above, with waiver of tuition only. Proof of financial dependency shall not be required. For purposes of this section, dependent children are financial dependents of the faculty member, defined as dependent on the faculty member for significant financial support. The Request for Waiver of Tuition [PDF] and Tuition Waiver Guidelines [PDF] are available on the Human Resources website.

Worker's Compensation

All employees including graduate assistants and student workers who sustain an injury while performing the duties of their position should immediately report the incident to their supervisor and contact the Human Resources Office for the purpose of preparing a First Report on Injury [MS Word] form. Questions should be directed to the Human Resources Office, phone 477-2157, Owens 214.

[M&C 5/15/92]

Workload

A standard contract obligates the faculty member to 168 duty days. Normally, a faculty member is assigned 12 undergraduate credits of teaching per semester. A faculty member's teaching load shall not exceed 14 undergraduate credit hours per semester nor 24 undergraduate credit hours per academic year. Adjustments are made for graduate courses, studio courses, lab courses, interactive television courses, off-campus courses, assessment of prior learning and overloads. Special language is supplied for those involved in non-teaching assignments, coaching, theatre and forensics. Normally, the faculty member is responsible for ten (10) hours weekly for advising and other contacts with students, at times and approved locations, either on or off campus,posted at the faculty member's office. [IFO/MnSCU Agreement, Article 10]. Further information is contained in the Overload, section or refer to IFO/MnSCU Agreement, Article 12.