Welcome

Welcome to employment at Mississippi State University (MSU). We are pleased that you have chosen to join an outstanding group of faculty and staff whose contributions are vital to the success of our institution.

You will become an important part of the team that works together to meet our mission of teaching, research, and service.

The university community looks forward to getting acquainted with you. We hope that your employment at MSU is fulfilling and that you will take advantage of the many opportunities to contribute and grow, both personally and professionally.

New MSU Employees: At the end of the orientation program, you will be asked to complete and submit an online confirmation form that lets us know you have participated in the orientation. You also have the option of attending an orientation session through Human Resources Management. Please call 662 325-3713, or ask your department to register you for an orientation session.

Visitors and Current MSU Employees: Please feel free to use these resources to learn more about MSU employee benefits and services.

Your orientation will cover four broad areas:

1. Introduction to MSU
2. Key Policies and Procedures
3. Benefits Overview
4. Taking Care of Business

Introduction to MSU

Mississippi State University was founded near Starkville, Mississippi, in 1878 as a land-grant institution dedicated to serving the people of the state and training its youth.

The university has since emerged as one of the region's and the nation's premier research and service universities, but has never wavered from its primary mission. Excellence in undergraduate education remains foremost among the priorities of the state's largest university.

The university offers bachelor's, master's, specialist, and doctoral degrees through the colleges of Agriculture and Life Sciences, Arts and Sciences, Architecture Art and Design, Business, Education, Engineering, Forest Resources, and Veterinary Medicine, and our Meridian Campus.

MSU is a member of the Southeastern Conference for intercollegiate athletics.

The campus and adjacent agricultural research lands comprise about 4,000 acres.

For more information, please visit the About MSU page.

Key Policies and Procedures

It is the responsibility of each employee to become familiar with the policies that govern our institution. Please pay careful attention to the information that follows and read each related policy. University policies are located on the Office of Internal Audit website.

MSU complies with federal and state regulations, including, but not limited to:

• Americans with Disabilities Act (ADA). If you need special accommodations at any time, please let your supervisor know.
• Affirmative Action/Equal Opportunity. The University is committed to the principles of equal opportunity, affirmative action and diversity.
• Buckley Amendment, Family Education Rights and Privacy Act (FERPA), which covers release of student information.
• HIPAA, the Health Insurance Portability and Accountability Act of 1996, which contains privacy requirements to protect personal health information.
• The Gramm-Leach-Bliley Act (GLBA), which requires universities to maintain an information security program for the protection of financial information.

If your job gives you access to employee, student, or financial records, be sure to become familiar with laws and policies that cover release and/or use of information.

Harassment

MSU Policy: OP 03.03

Mississippi State University fosters a campus environment that recognizes individual and cultural differences.

The right of free expression and the open exchange of ideas and views are essential, especially in a learning environment. MSU vigorously upholds these freedoms. However, the value of free expression may be undermined by certain acts of harassment.

The MSU harassment policy establishes uniform guidelines and procedures for addressing all forms of harassment and applies to all students, faculty and staff.

• Harassment based upon race, color, religion, sex (including sexual harassment), national origin, age, disability or veteran status is a form of discrimination in violation of the law and will not be tolerated.
• Harassment based upon sexual orientation or group affiliation is prohibited by MSU policy and also will not be tolerated.
• Retaliation against any person complaining of harassment is prohibited by law or MSU policy and will not be tolerated.
• All students, faculty and staff are expected to adhere to this university policy and will be held accountable for violating it.
• Mississippi State University will respond promptly to all complaints of harassment and retaliation.

Violation of this policy can result in serious disciplinary action up to and including expulsion for students or discharge for employees.

Drug-Free Campus and Drug and Alcohol Free Workplace

MSU Policy: HRM #60-120 and HRM #60-118

The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in the workplace at Mississippi State University. Any employees determined to have violated this policy will be subject to disciplinary action, up to and including dismissal.

Employees who report to work while under the influence of illegal drugs are in violation of this policy. If an employee's work performance and/or behavior indicates possible drug use or abuse, the employee's supervisor will refer the employee to the Department Human Resources Management for information and referral to available counseling/treatment programs. Violation of this policy shall result in mandatory evaluation or treatment for substance use/abuse or disciplinary action, up to and including dismissal.

Misuse of University Assets

MSU Policy: OP 01.19

The misuse of Mississippi State University assets is a serious matter that affects compliance with the law as well as the honor and integrity of the institution. Therefore, all university employees are expected to avoid even the appearance of impropriety when fulfilling their responsibilities.

It is the policy of MSU to identify and promptly investigate any misuse of university assets or dishonest or fraudulent activities against MSU and, when appropriate, to pursue legal remedies.

MSU will take appropriate disciplinary and legal actions against employees and/or entities, including but not limited to restitution, forwarding information to the appropriate authorities for criminal prosecution, and possible termination of employment.

Use of Information Technology Resources

MSU Policy: OP 01.12

MSU's computing and network resources service a large number of faculty, students, staff, and others. All users have the responsibility to use the university computing and network resources in an effective, efficient, ethical, and lawful manner.

The policy addresses:

• Security: The user is responsible for correct and sufficient use of the tools each computer system provides for maintaining the security of stored information.
• Academic Freedom: Free expression of ideas is central to the academic process. However, the University may remove any electronic information from its system under circumstances.
• Privacy: It is the policy of the University not to routinely monitor individual use of computing and network resources. However, users should be aware that their use of these resources may not be private...
• Inappropriate Usage: Computing and network resources should be used only in accord with the guidelines defined in policy and procedure.
• Personal Use: Incidental personal use of computing and network resources is permitted in accordance with OP 01.12.
• Sanctions: Violators of OP 01.12 who are University faculty, students, or staff are subject to the disciplinary procedures of the University.

Information Security

MSU Policy: OP 01.10

The user is responsible for correct and sufficient use of the tools each computer system provides for maintaining the security of stored information.

Computer accounts, passwords, and other types of authorization are assigned to individual users and should not be shared with others.

The user should select an obscure password and change it frequently.

The user should understand the level of protection each computer system automatically applies to files and supplement that protection, if necessary, for sensitive information.

The user should be aware of computer viruses and other destructive computer programs, and take steps to avoid being either their victim or propagator. Minimally, the user must ensure that appropriate antivirus software is operational on all personal computers and that virus definitions are kept current.

Use of Social Security Numbers

MSU Policy: OP 01.23

In the normal practice of conducting university business, MSU collects and maintains confidential information related to its students, employees, alumni, and other individuals associated with MSU. The university is committed to protecting personal information and to deterring identity theft of its students, faculty, staff, alumni, and others with whom it has an official association.

• The collecting of social security numbers (SSNs) is required of all employees of the university, all tuition-paying students, students receiving financial aid, and other individuals for which state and federal law require the reporting of SSNs.
• If there is no legal requirement to collect a SSN from a particular individual, MSU will not require such an individual to provide their SSN and will not deny any service as a consequence.
• MSU will not disclose the social security number of any individual to anyone outside the Mississippi Institutions of Higher Learning (IHL) system except as allowed by law or with permission from the individual or as approved by MSU legal counsel.

Whistleblower

MSU Policy: 01.07

The general purpose of this policy is to protect any Mississippi State University (MSU) employee or other member of the MSU community (hereinafter "Individuals") who makes a good faith disclosure of suspected wrongful conduct. More specifically it:

• Encourages Individuals to disclose violations of law and serious breaches of conduct covered by University policies
• Informs Individuals how allegations of wrongful conduct may be disclosed
• Protects Individuals from reprisal by adverse academic or employment action taken within the University as a result of having disclosed wrongful conduct
• Provides Individuals who believe they have been subject to reprisal a process to seek relief from retaliatory acts that fall within the authority of the University

Benefits Overview

Employees in some positions, such as those of intermittent employees, are not benefits eligible. If you do not know whether you are benefits-eligible, please contact your hiring department.

Holidays

The University closes its offices and ceases regular business functions and activities in observance of certain holidays, and at other times approved and announced by the President.

All regular employees (except temporary employees, student employees, and rehired retirees) receive their regular pay for scheduled holidays.

To be eligible for holiday pay, employees must be present for work or in an approved paid leave status on the last regularly scheduled day of work before the holiday and the first scheduled work day after the holiday.

MSU employee holidays are:

• One day for Independence Day
• One day for Labor Day
• Two days for Thanksgiving
• Nine days for the winter holiday
• One day for Dr. M. L. King Jr.'s birthday
• One Spring holiday, and
• One day for Memorial day.

Leave

MSU Policy: HRM 60-201

MSU leave is based on state law and Board policies. The Leave/Leave Without Pay Policy and Procedure documents an employee's rights under the law and the procedures to follow when applying and processing a leave of absence. Leave accrual rates and eligibility information are detailed in the policy.

MSU's Leave/Leave Without Pay Policy and Procedure covers the following:

1. Personal Leave with Pay
2. Major Medical Leave with Pay
3. Donated Leave
4. Leave for Death in the Immediate Family
5. Administrative Leave
6. Military Leave/Veteran's Re-employment Rights
7. Family and Medical Leave (FMLA)
8. Separation Leave Payout/Transferring Leave
9. General Leave of Absence
10. Professional Leave of Absence

Educational Assistance/Tuition Remission

MSU Policy: HRM #60-225 and HRM #60-226

MSU offers tuition remission to both employees and their dependents.

REGULAR FULL-TIME EMPLOYEES are eligible to have tuition remitted for up to six undergraduate or graduate credit hours per semester, with a maximum of eighteen credit hours per calendar year.

DEPENDENT CHILD(REN) of regular full-time employees are eligible to receive undergraduate tuition and required fees remission at 50%. In cases where both parents or legal guardians are eligible employees or employee and retiree, a tuition waiver of 100% shall be provided to the dependent children. A dependent may receive undergraduate tuition remission until the requirements of one bachelor's degree are met, as long as the parent or guardian continues employment with MSU.

Please review the Tuition Remission-Employees and/or the Tuition Remission Dependent Children of Employees policies linked above for additional guidelines and information.

Insurance Products

Benefits eligible employees may elect to participate or make changes in the insurance plans due to the following events:

• Within 31 days of date of hire
• During Open Enrollment in October of each year for an effective date of January 1 of the following year (Dates for open enrollment are announced prior to October of each year)
• Within 60 days of a family status change, as long as the insurance change is consistent with the status change

Below is a list of available insurance products for benefits eligible employees at MSU. Detailed information and rates are available on the Human Resources Management website. Click on each product for more information.

1. Health
2. Life
3. Dental
4. Vision
5. Disability
6. Cancer
7. Intensive Care
8. Long-term Care
9. Accidental Death & Dismemberment
10. Flex/Pre-tax Plans

Retirement Options

Benefits eligible employees must complete mandatory retirement plan forms within 30 days of date of hire. All completed forms must be returned to Human Resources Management for processing.

Mandatory Retirement Plan

All benefits eligible employees must participate in a retirement plan. Click on the name of the plan for additional information:

• The Public Employees' Retirement System of Mississippi (PERS), or
• The Optional Retirement Plan (ORP). However, participation in the ORP plan is only available to employees holding specific positions as defined by state law.

Supplemental Retirement Plan

All benefits eligible employees have the option to invest in the supplemental retirement plans. Contributions for these plans are made by the employee only and deducted with pre-tax dollars. There are limits to the amount of contributions employees can make each year, and other restrictions do apply. Enrollment is available at any time.

For more information about supplemental retirement options, please visit the Retirement section of the Human Resources Management website.

Employee Perks

MSU offers a unique array of Employee Perks for faculty and staff.

Financial Services

• Statewide Federal Credit Union: MSU employees are eligible for membership in the Statewide Federal Credit Union, which offers a full range of banking services. Statewide has an office on Highway 12 in Starkville, as well as offices in other cities in Mississippi. They offer a full range of services through a secure online service. For additional information on the Statewide Federal Credit Union, visit their website or one of their branch locations.
• U.S. Savings Bonds: Employees who wish to purchase U.S. Savings Bonds can do so through the convenience of payroll deduction.

Health, Wellness, & Recreation

• MSU Sanderson Center: A guest pass allows new employees to enjoy the services of Mississippi State's award-winning recreation facility for 30 days – at no charge. Guest passes are available from Human Resources Management, 150 McArthur Hall. To activate the pass, go to the Member Services Office in the Sanderson Center (open Monday through Friday, 8:00 a.m. to 6:00 p.m.). Faculty and staff can join the Sanderson Center at any time. Fees may be paid by the month, semester, or year.
• Wellness Connection at OCH: A corporate rate is available for MSU employees and their dependents. The full cost of the initial health assessment and monthly participation fee is the employee's responsibility. Visit the HealthPlex, which is adjacent to Oktibbeha County Hospital, 400 Hospital Road, Starkville.
• Student Health Center: University faculty and staff and families (except for children under 12) who do not have a local physician can use the Student Health Center.
• MSU Golf Course: Regularly ranked as one of the nation's best golf courses, the 6,927 yard MSU Golf Course is an 18 hole, par 72, PGA sanctioned, championship course. MSU employees receive discounts on green fees and semester golf passes. The MSU Golf Course is located on Old Highway 82, just east of campus. To learn more, visit the MSU Golf Course website.
• Athletics Tickets: For many MSU employees, Bulldog sports are an important part of campus life. MSU employees can purchase discounted season tickets – 20 percent off baseball, men's and women's basketball, and football tickets. Tickets for each sport are available only during certain times of the year. Tickets can be purchased by using the order forms sent to all MSU employees, at the Athletic Ticket Office in the Bryan Building, or online.

Nissan Vehicle Purchase Program

• MSU is a business associate for Nissan's Vehicle Purchase Program (VPP). This program allows direct, full-time employees to purchase Nissan and Infiniti vehicles at pre-negotiated discounted prices. Dealers are not required to participate, and all vehicles may not be included in the program. Please visit the Nissan Vehicle Purchase section of the Human Resources Management website for detailed information about participation in this program.

Taking Care of Business

There are several tasks that you will need to take care of soon after your hire date. The checklist on the following page is designed as a guide for new employees. Detailed information about each checklist item is found in the following pages.

New Employee Checklist

• Sign up for Direct Deposit or Pay Card
• Confirm Assignment of University Identifiers (9-digit MSU ID Number, NetID, email address)
• Obtain your MSU ID Card
• Purchase a Parking Permit (if you will be parking in university lots)
• Register for In-person New Employee Orientation
• Review Benefits Information (benefits-eligible employees)
• Schedule a Meeting with a Benefits Counselor in Human Resources
• Complete the Paperwork for all Benefits Elections and Submit to Human Resources
• Complete and Submit Release of Benefits Information Form
• Complete Information Security Training
• Complete HealthQuotient (must have insurance card to register)
• Go to http://knowyourbenefits.dfa.state.ms.us/
• Find "Click here to take your HealthQuotient" link
• Register for myBlue (must have insurance card to register)
• Go to http://knowyourbenefits.dfa.state.ms.us/
• Find "On-Line Medical Explanation of Benefits" link
• Complete Harassment Training (if required)

Print this checklist

Direct Deposit or Pay Card

All MSU employees are paid on a semi-monthly pay schedule, or twice monthly. You may choose to be paid by Pay Card, or have your pay direct deposited to an account of your choice. MSU employees are paid the 15th of the month (or on the preceding Friday if the 15th falls on a Saturday or Sunday), and on the last working day of the month.

If you are a nine-month faculty member beginning employment on August 16, you may choose to be paid over nine months or over twelve months. If you choose payment over twelve months, you will complete a Faculty Pay Distribution Agreement, which should be sent to Human Resources Management, mail stop 9603, 150 McArthur Hall. If you choose to be paid over nine months, the University will calculate the amount necessary to continue your benefits during the summer months and deduct those premiums over the nine-month period you are paid. Please note that this election cannot be changed once your first check is issued.

To sign up for Direct Deposit: (1) Open and complete the Direct Deposit Application, (2) If you want your check deposited to a checking account, attach a voided personal check. For deposit to a savings account, attach a statement from your financial institution that includes the financial institution's routing number and your account number, and (3) Return the completed form and attachments to Treasury Services, mail stop 9602, Room 320 McArthur Hall.

To sign up for a Pay Card: (1) Open and complete the Pay Card Application, and (2) Return the completed form to Treasury Services, mail stop 9602, Room 320 McArthur Hall.

University Identifiers

You must be in the university's information system before you can use online services, such as registering your vehicle or getting your MSU ID card. Your supervisor or departmental secretary can tell you whether you are in the system.

Once your new hire paperwork has been entered into the university's information system, you will be assigned an MSU Identification Number, NetID, and NetPassword.

• MSU ID Number: A unique nine-digit identification number is generated for each employee. The number will be printed on your ID card. This MSU ID number replaces the use of the employee's Social Security number in most transactions.
• NetID: Your NetID is a unique identifier that is used for accessing a variety of information technology resources and services. It will be generated when your new hire paperwork is entered into Banner, the university's information system.
• NetPassword: Your NetPassword is used in conjunction with your NetID to access MSU online services and resources. You will be required to set up your initial NetPassword in the NetPassword Maintenance application, located at the web site https://ssl2.msstate.edu/NetPassword/Maintenance.
• Email Address: As an MSU employee, you have a university email address, NetID@msstate.edu, where NetID is your unique MSU network identifier. It is also possible that you will obtain other email addresses while at MSU. The NetID@msstate.edu is used by the University as a means of communication with you. Whether you read your email at this address, or forward it to some other address, you should be aware that you have it to ensure that you receive important university email correspondence.

MSU ID Card

To obtain your MSU ID Card, go to the Campus Card Office in 108 Allen Hall and have your photo made. Your card will be processed and printed. Office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.

Parking Permit

All vehicles brought on campus must have a current decal, either permanent or temporary – no exceptions. Permits must be purchased and displayed within 24 hours of bringing vehicle on campus, excluding weekends. Once you have been issued a permit, the amount will automatically be billed to your account receivables.

Register your vehicle by going to the Parking Services office, located in the Roberts building on Lee Boulevard next to McKee Hall. Hours of operation are Monday-Friday between 7:30 a.m. and 4:30 p.m.

To register a vehicle, you will need your car's make, model, color, and tag number.

Register for In-Person New Employee Orientation

If you would like to attend an orientation session on campus, please contact Human Resources Management at 662 325-3713 to register.

Human Resources Management schedules benefits eligible employees – either newly hired employees or those becoming benefits eligible due to a status change – for an in-person orientation session that includes:

• Introduction to Mississippi State University
• Overview of employee services, benefits, and key policies
• Discussion of resources offered by the Office of Diversity and Equity Programs
• Summary of services offered by Information Technology Services, including Telecommunications
• Procedure for obtaining parking decals, ID badges
• Scheduling an appointment with a benefits counselor for completion of benefits paperwork
• Overview of lab safety for non-lab personnel

Review Benefits Information

MSU employee benefits information is included in this resource – Online Orientation – and can also be found in the Benefits section of the HRM website. Please contact the Human Resources office with any questions about benefit and retirement options.

Schedule Meeting with a Benefits Counselor

Human Resources has knowledgeable Benefits Counselors to help you understand our benefits options and retirement plans. Please call 662 325-3713 to schedule an appointment with a counselor to review the benefits and complete the necessary enrollment paperwork.

Complete Benefits Elections Paperwork and Submit to Human Resources

Insurance Plans: Enrollment paperwork due within 31 days of hire date

Retirement Plan Election: Enrollment paperwork due within 30 days of hire date

Forms

• Accidental Death and Dismemberment Enrollment Form (PDF)
• Aflac Cancer Indemnity Insurance Application (PDF)
• Aflac Hospital Intensive Care Insurance Application (PDF)
• American Fidelity Group Disability Application (PDF)
• Davis Vision Enrollment Application Form (PDF)
• Delta Dental Enrollment-Change Form (PDF)
• ORP Retirement Plan Election/Vendor Selection (PDF)
• PERS Beneficiary Designation (PDF)
• PERS Membership Application (PDF)
• Release of Employee Benefits Information (requires notary witness for completion outside HRM) (PDF)
• Release of Employee Benefits Information (to be completed in HRM) (PDF)
• SABC Careflex Enrollment Form (PDF)
• SABC Flex Card Enrollment Form (PDF)
• SABC Flex Direct Deposit Form (PDF)
• SABC Mediflex Enrollment Form (PDF)
• SABC Pre-Tax Benefit Plan Enrollment Form (PDF)
• Salary Reduction Agreement Form - Tax Deferred Annuity 403(b) (PDF)
• State and School Employees' Health Insurance Plan Application for Coverage (PDF)
• State and School Employees' Life Insurance Plan Enrollment/Change Request Form(Evidence of Insurability Form ONLY required if applying after 31 days from date of hire) (PDF)
• UNUM Long Term Disability Enrollment Form(Evidence of Insurability Form ONLY required if applying after 31 days from date of hire or for coverage upgrades) (PDF)
• UNUM Supplemental Term Life Insurance Enrollment Form(Evidence of Insurability Form ONLY required if applying after 31 days from date of hire and/or for coverage amounts over 100,000) (PDF)

Complete and Submit Release of Benefits Information Form

Your benefits records are not accessible to anyone other than yourself without written permission on file in Human Resources Management. There might be occasions when someone else needs to communicate with HRM about your benefits. For example, if you undergo emergency surgery, a family member or friend may need to discuss your coverage with a benefits counselor; however, they will not be able to do so unless you have given Human Resources Management permission to release information to that person. You might want to complete an Authorization for Release of Employee Benefits Information. Once this form is completed and submitted, Human Resources Management can release benefits information to the person(s) you designate.

Please visit the Human Resources Management Release of Employee Benefits Information page for additional information and to access the release form.

Complete Information Security Training

All MSU employees and affiliates must be knowledgeable about effective information security practices. Information security no longer belongs only to a department or IT professionals. It is everyone's responsibility, and therefore, should be incorporated into each individual's daily routine. A secure and aware organization is one where every employee understands that the potential exists for someone to steal, damage, or misuse data that is stored within computers and throughout a department.

The purpose of information security awareness is to help MSU personnel remain informed about safe computing practices and related policies(Information Security Policy - 01.10, Use of Computing and Network Resources - 01.12, Social Security Number Usage - 01.23), regulations, and laws. It is also intended to provide individuals with the ability to recognize information security concerns and appropriate responses.

To complete Information Security Training, please log in to the myState portal with your NetID and password, click on the Office tab, and begin with the Information Security Overview.

Complete Harassment Training (if required)

The University, in its efforts to foster an environment of respect for the dignity and worth of all members of the university community, is committed to maintaining a work-learning environment free of harassment. Supervisors have a responsibility to ensure compliance with all applicable laws and regulations and to create a safe and pleasant workplace environment for their employees. Therefore, supervisors must be familiar with anti harassment laws and regulations and possible consequences of violations.

Effective October 1, 2007, all persons employed to work at Mississippi State University in a supervisory position shall complete the Harassment Training Module located on the Office of Diversity and Equity Programs' website no later than 30 days following the first day of employment.