Human Resources General

Americans with Disabilities Act

Dakota State University does not discriminate on the basis of disability in the admission or access to, or treatment or employment in its programs or activities. The Vice President for Business and Administrative Services has been designated to coordinate compliance with the non-discrimination requirements contained in section 35.107 of the Department of Justice regulations. Information concerning the provisions of the Americans with Disabilities Act, and the rights provided thereunder, are available from the ADA educational coordinator at the Student Services Center or the Director of Human Resources. See also DSU Policy 01-02-00.

Compensation

Dakota State University employees are generally paid on the last working day of each month. Direct deposit earning statements are distributed electronically by Payroll Shared Services. Paychecks are not distributed.

All payroll actions are handled through the Human Resources staff located in the Human Resources Office. Social Security, Federal Income Tax and retirement deductions are made, and employees may request additional voluntary deductions for annuities, additional insurance coverage, dues, etc. by contacting Human Resources. All appointments, changes in status, changes in funding source, or other personnel actions must be reported to Human Resources by completing the Personnel Action Request Form (PAR).

Electronic direct deposit is mandatory for all employees except where prohibited by law. Please call the Human Resources staff for details and enrollment form.

Convocations and Assemblies

Campus convocations are scheduled each fall and spring by the President and the Student Senate. All students and faculty/staff are encouraged to attend the convocations. Student teachers are not excused from their teaching duties unless arrangements are made with the cooperating teacher.

Crisis Management

The DSU crisis communication plan provides procedures for the coordination of communication within the University, and between the University, the media, and the public in the event of an emergency or controversial issue. Emergencies may include fires, bomb threats, natural disasters, major crimes or death. See DSU Policy 01-60-00.

DSU also participates in the State of South Dakota's comprehensive project for the development of Continuity of Operations Plans (COOP) for government agencies to ensure Continuity of Government (COG) in the case of a major epidemic or natural disaster. Members of the COOP Planning Team include the Vice President's Council and Director of Physical Plant.

In Fall 2008, DSU implemented a Campus Alert Notification System for all students, faculty, and staff. The vendor selected to provided this system is Everbridge. The service provided through this software allows the University to send critical weather-related and emergency alerts to all faculty, staff and students via email.  Individuals may also register additional contact information (work phone, home phone, cell phone, and/or additional emails) with the system.  Additional information is available at http://www.dsu.edu/campus-alert.aspx.

Defensive Driving Courses

The state, through the Office of Risk Management, has contracted with the South Dakota Safety Council to provide defensive driving courses for all state employees. You are encouraged to participate. To receive the schedule of courses or to register, contact the Human Resources Office.

Drug-Free Environment Policy

It is the policy of Dakota State to provide a drug-free work and study environment. As a condition of your employment with DSU, you must agree to abide by the terms of this policy. Employees and students of DSU are strictly prohibited from engaging in the unlawful manufacture, distribution, possession, or use of alcohol or a controlled substance on University owned or controlled property, being present in any University controlled area where such activity is believed to take place, or as part of any of its activities or employment. If you are convicted of a violation of a criminal drug law or admit in court to a criminal drug law violation, you will be subject to appropriate disciplinary action, which may include termination. You must notify the Human Resources Office within five calendar days if you are convicted of a drug violation. If you are convicted and your employment is not terminated, you may be required to satisfactorily participate in an approved drug abuse assistance or rehabilitation program. See DSU Policy 02-74-00 and BOR Policy 4:27.

Educational Release Time Policy

All full-time overtime eligible non-faculty employees of the Board of Regents with one or more years of continuous full-time service immediately prior to the academic census date may request approval to take up to three clock hours per week of class work without being required to make up this time. Employees should forward requests through their supervisor to the college/department head. Either supervisor can deny the request. All hours over the three clock hours limitation must be made up. If time off is allowed to attend classes, the supervisor must assure that the job requirements are met.

All full-time employees exempt from the overtime provisions of the Fair Labor Standards Act with one or more years of continuous service immediately prior to the academic census date may also request permission to enroll in classes held during normal business hours. As with overtime eligible employees, the request must be approved by the employee's immediate supervisor and the college/department head. If time off is allowed to attend classes, the supervisor must assure that the job requirements are met. See BOR Policy 4:17.

Employee Leave

Annual Leave: Eligible employees with less than 15 years of service earn 120 hours of annual leave per year. Annual leave may be accumulated to a maximum of 240 hours. Eligible employees with more than 15 years of service earn 160 hours of annual leave per year with a maximum accrual of 320 hours. Permanent employees who work less than full- time shall accrue prorated annual leave based on the number of hours paid in the pay period.

New employees may not use annual leave until completing six months of employment. Requests for annual leave must be approved by an employee's immediate supervisor prior to the time of departure. Leave requests may not exceed the amount accumulated. Upon retirement or resignation, an employee will be paid for accumulated annual leave. However, an employee is not eligible for payment of annual leave if he or she leaves employment during the probationary period.

Sick Leave: Full-time permanent employees accumulate 112 hours of sick leave per year. Accrual is unlimited and can be used any time after it's earned for personal illness or injury; or required health, dental or vision care. Permanent employees who work less than full time shall accrue prorated sick leave based on the number of hours paid in the pay period.

Employees must notify their immediate supervisor of illness or personal leave prior to the employees' normal starting time or as soon thereafter as possible. Failure to notify one's supervisor of absence may be cause for disciplinary action.

Employees who have been continuously employed for seven years and who voluntarily resign will receive payment for 25 percent of accumulated sick leave up to 480 hours at their final rate of pay. Employees who are terminated for just cause will receive no payment for unused sick leave.

Faculty members, generally on less than 12 month contracts, do not earn annual leave, but receive the regular school vacations and holidays. They earn sick leave at the appropriate rate during their period of appointment.

Personal Leave: Personal leave may be granted for (1) a death in the immediate family*, (2) the temporary care of members of the immediate family, (3) volunteer police or rescue work, or (4) a call to state active duty in the military reserve or national guard. Personal leave is deducted from the employee's accumulated sick leave and may not exceed 40 hours per calendar year.

*Immediate family includes the employee's spouse, child, parent, mother-in-law, father-in-law, daughter-in-law, son-in-law, sibling, grandparent, grandchild, stepchild, stepparent.

Family and Medical Leave: Family and medical leave is available to an employee of the state who has worked for twelve months or more and who has worked 1,250 hours or more. Up to twelve weeks of sick leave, personal leave, annual leave, leave without pay, or any combination of these leaves may be taken as family and medical leave. Leave usage must be consistent with State and Board of Regents policy, and the administrative rules governing leave usage. An employee may request Family and Medical Leave for any of the following purposes:

  1. the birth of a child of the employee and care for the newborn child;
  2. the placement of a child with the employee for adoption or foster care;
  3. the need to care for the spouse, child, or parent of the employee if the spouse, child, or parent has a serious health condition;
  4. a serious health condition which makes the employee unable to perform the functions of the employee's position;
  5. to handle any qualifying exigency caused by a family member's covered active military duty;
  6. or the care for a family member with a serious injury or illness obtained or aggravated in the line of active military duty.

If the family medical leave event is foreseeable, employees must provide their supervisor with at least 30 days notification. For any request, please contact Human Resources for guidance or see BOR Policy 4:15.

Advanced Sick Leave: An employee who has been employed by the state in a permanent position for one year or more may request advanced sick leave for not more than 28 days once all other leave is exhausted. An employee requesting advanced sick leave must submit a signed request supported by a statement from their doctor. The request must be approved by the President and BOR Executive Director before advance sick leave is granted. An employee who terminates employment before advance sick leave has been repaid must repay the remaining advanced hours at the employee's final rate of pay.

Donations of Leave: An employee may be able to donate annual and/or sick leave to a fellow State employee who is terminally ill and unable to return to work, or who is suffering from an acutely life threatening illness or injury, and has exhausted his own accumulated leave. An employee may receive donated vested annual leave if the employee's spouse, child, or parent has been certified by a physician as terminally ill or suffering from life-threatening illness or injury. The employee has to have exhausted all of the leave benefits that the employee is entitled to use. For information on donor and/or recipient requirements, contact the Human Resources Office.

Administrative Leave: Administrative leave shall be granted in the following situations, allowing an employee to receive compensation for the hours the employee would normally have worked with no loss of leave:

  1. an office is administratively closed. (For example, in the case of inclement weather*, power outage, etc.)
  2. an employee is a member of a volunteer fire department, reserve law enforcement unit, emergency search and rescue squad, or ambulance service and is called to duty during working hours.
  3. Pending an investigation of charges made against an employee upon which disciplinary action could be taken.
  4. For any other purpose that has been requested in writing and approved by the Executive Director of the Board of Regents.

* Storm Day Policy: If an institution closes under any circumstances, e.g., inclement weather, power outages, broken pipes, inoperable furnace/air conditioner, civil disturbances, etc., employees will be granted administrative leave. Hours accumulated during this time will not be used in computing overtime. In circumstances of inclement weather where the office is not closed, personnel who cannot reach work will be required to take annual leave, leave without pay, accrued compensatory time, or adjusting the workweek as approved by the supervisor. If the institution is closed, but essential employees are required to report to work, these employees will receive payment for the administrative leave hours (at straight rate) plus the hours they were required to work during the emergency. For more information, see BOR Policy 4:40.

Court and Jury Leave: If summoned to serve on a jury, you will be paid as if you were at work and you may collect mileage and per diem as provided for in SDCL 16-13-46. If an employee is subpoenaed to testify in court, the employee shall receive both the employee's regular salary and witness fees. If you are called to testify on behalf of the state, you cannot collect witness fees. If you are a party to private litigation you must use annual leave or leave without pay. A state employee summoned either as a witness or a juror shall notify the employer at once.

Military Training Leave: Permanent employees are entitled to Military Training Leave of up to 120 hours per calendar year. An employee requesting military leave for training must obtain a written order or letter from the commander of the employee's reserve or national guard unit showing the dates of the training period. This notice must be submitted to the appointing authority 15 days before the date of the employee's departure for training. Military leave for training may not be accumulated. Military leave for training shall not be granted to an employee who is on annual leave and terminating employment. A temporary employee is not entitled to military training leave.

For questions regarding the above leaves or additional leaves contact the Director of Human Resources.

Employee Orientation

To assist new employees in their orientation to Dakota State University, a general orientation web page has been established. New employees, including student employees, are required to view this web page, preferably on their first day of employment, but no later than the third working day. The information includes but is not limited to a general overview of the governance and history of the University, policies and procedures, employee benefits, leave, and other important information. The URL is http://onboarding.sdbor.edu/login.cfm?campus=dsu.

Equal Employment Opportunity

Dakota State University prohibits discrimination against any individual for reasons of race, color, sexual orientation, national origin, sex, religion, age, or handicapped status. Equal opportunity for employment in both academic and non-academic positions will be extended to all persons, and the University will promote equal opportunity through its competitive search processes. Employees or applicants for employment may take grievances based on discrimination to the Director of Human Resources (Business Office). See BOR Policy 1:19.

Facilities and Equipment

Items owned by DSU are intended to be used only for DSU business. Extenuating situations requiring use of DSU facilities or equipment for non-DSU business must be approved by the Vice President for Business and Administrative Services or in some cases, by the building supervisor. Scheduling of classrooms and computer laboratories is handled through the appropriate college office. The Student Services Center staff reserves meeting facilities in the Trojan Center and the President's Office staff reserve the Brinker Conference Room in Heston Hall. The Mundt Foundation, in the lower level of the Library, is reserved by contacting Mundt Foundation Staff. Other conference rooms located within academic buildings are reserved by contacting the main office within the building. Any loan of University equipment should be for legitimate educational purposes and should be approved by the Department Head or Dean and the Vice President for Business and Administrative Services. Specific records on such loans will be kept by the office loaning the equipment. Records will include dates, inventory numbers, and persons or agencies to whom the loan is made. For further information, refer to DSU Policies & Procedures Manual, 01-76-00, 01-84-00, and 01-87-00.

Fraud

The Board of Regents strictly prohibits fraudulent acts by its employees. Fraud is defined as the following:

  • Intentional or deliberate act to deprive the State, the Board, or anyone associated with an institution governed by the Board of something of value (property, money, services, or opportunities).
  • Deception (false representation of fact), or concealment of information that should have been disclosed to another party leading to injury of the State, the Board, or anyone associated with an institution governed by the Board.

Examples of a fraudulent act include (but are not limited to) embezzlement, alteration or falsification of documents, theft of any asset, or misrepresentation of fact. Employees performing a fraudulent act will be subject to disciplinary action including possible termination of employment. ** The Controller is the contact person for reporting suspected fraudulent activity. For further information, refer to BOR Policy 4:37.

**Supervisors shall communicate the provisions of this policy to employees.

Holidays

All permanent status employees receive their regular pay for ten legal holidays plus any other day proclaimed as a holiday by the Governor or the President of the United States. The following holidays are recognized by the State of South Dakota:

Holidays
New Year's Day January 1
Martin Luther King Jr. Day Third Monday in January
President's Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Native American Day Second Monday in October
Veterans' Day November 11
Thanksgiving Day Fourth Thursday in November
Christmas December 25

When a holiday falls on a Saturday, the preceding Friday is observed as the paid holiday for state employees. If a holiday falls on a Sunday, it is observed on the following Monday.

Insurance Coverage

All eligible employees of the University are covered by life, accidental death and dismemberment, and hospital and major medical insurance. Covered employees' dependents are also eligible for the coverage at the employees' expense and may be included under the plan options. In compliance with Federal law, the State of SD is required to offer employees and their eligible dependents the opportunity for a temporary extension of health coverage in certain situations where coverage under the plan would otherwise end.

Flexible Benefits Plan

The Flexible Benefits Plan was implemented by the state to provide an opportunity to reduce taxes and increase take-home pay. Certain benefits and expenses can be paid for through the plan and actual costs reduced. The cost saving advantage of the plan is simple: any benefit or expense paid through the plan is tax free.

Health Education and Promotion

The State of SD offers its benefit-eligible employees several opportunities to become more actively aware of their personal health and health-related issues. Your State of Health is a statewide health management program that provides tools and information to enhance your personal health and well-being with links to:

  • Health Assessments
  • Health Screenings
  • Latitude Programs
  • Condition Management Programs
  • Our Healthy Baby
  • Employee Assistance Program

For more information on any of these benefits, contact the Human Resources Office.

Annual memberships to The Community Center are also available through payroll deduction. For more information, please contact the Human Resources Office.

A March 2010 amendment to the Fair Labor Standards Act mandates that employees who are breastfeeding mothers be allowed short rest breaks for the purpose of lactation. Lactation rooms will be made available upon request by contacting the employee's immediate supervisor and the Director of Human Resources.

Media Resources

When faculty or staff write articles or letters to the public news media on a controversial issue, they should make it clear that they do so as citizens, not as representatives of the University. University stationery may not be used for personal activities.

Nepotism

Close relatives may be employed in the same or different departments, however, an employee may not supervise a close relative. Where necessary to protect the interests of such close relatives, alternative supervisory arrangements shall be made. (More information is contained in BOR Policy 4:22.)

Overtime

Employees who are in a position that is subject to the Fair Labor Standards Act (FLSA) and are asked to work more than forty hours in one work week (Sunday through Saturday) will be compensated by either overtime pay or compensatory time at the rate of one and one half times their hourly wage. All overtime hours must be approved by the supervisor prior to being worked. Cash payment for overtime worked must receive advanced authorization from the Vice President for Business and Administrative Services. Compensatory time may be accumulated to a maximum amount of 40 hours. See also BOR Manual 4:25 and DSU Policy 02-01-00.

Parking

DSU operates a color-coded parking system. All faculty, staff and students must register all vehicles used on the DSU campus regardless of whether a parking permit tag is purchased. Parking tags may be purchased at the Physical Plant. A copy of the parking regulations for the current year can be found at DSU Policy 01-80-00.  

Political Activity

Employees may seek and hold elective political office. Employees, both during any election campaign and during the term of any part-time office to which the employees may be elected, are required to make specific arrangements with the President to assure that the employees' regular duties are performed. Employees elected to a full-time public office are entitled to leave without pay consistent with the BOR Policy Manual 4:15.

Employees may take part in political activities, except during regularly scheduled working hours. Employees must comply with general regulations governing lobbying and the specific Statute making the Executive Director of the South Dakota Board of Regents the official contact for the State's higher education institutions with the Legislature. Faculty or staff members are free to represent their own views but should not represent them as institutional views. See BOR Policy 4:21.

Public Entity Pool for Liability (PEPL Fund)

The Public Entity Pool for Liability (PEPL Fund) was created to provide defense and liability coverage for any state entity or employee of the State of South Dakota. PEPL provides State employees with a $1 million per occurrence coverage limit for general liability, public officials errors and omissions liability, automobile liability, law enforcement liability, and some medical malpractice liability. Details of the coverage are provided in a formal "Agreement" and "Memorandum of Coverage" between the State and PEPL.

A State employee is defined as all current and former employees and elected officers of the state, whether classified, unclassified, licensed or certified, permanent or temporary, whether compensated or not. The term includes employees of all branches of government including the judicial and legislative branches and employees of constitutional, statutory and executive order boards, commissions and officers. The term does not include independent contractors.

For details of the coverage, please refer to the formal Agreement and memorandum of Coverage, found on the SD Bureau of Personnel website at http://bop.sd.gov/workforus/workbenefits/pepl.pdf

Reduced Tuition

SDCL 3-20 provides a 50% tuition reduction for individuals who meet the following criteria and are admitted to the University:

  1. Continuously employed by the State in a regular, benefits-eligible position for a period of one year or more;
  2. Is a bona-fide resident of the State;
  3. Maintains an academic grade of 2.0 or better;
  4. Received a rating of competent or better in the most recent merit appraisal or is otherwise certified as competent by the immediate supervisor; and
  5. is a benefit-eligible employee.

Applications for reduced tuition are available in the Human Resources Office or on-line on the Human Resources web page. Reduced tuition may be used for a maximum of six undergraduate or graduate credit hours per semester. Enrollment of persons paying reduced tuition may be cancelled if the maximum enrollment of a course is met by full tuition enrollees. See BOR Policy 5:5:1.

Retirement Plan

All employees of the University who have regular appointments and are at least half-time are automatically participants in the South Dakota Retirement System. Payroll deductions are taken at the rate of 6% of total compensation and are matched by the Board of Regents.

To be eligible for full retirement benefits, normal retirement age is 65 with at least three years of credited service under the SDRS. Your normal retirement date is the first day of the month of your 65th birthday. There is no mandatory retirement age. There are several opportunities to retire before your normal retirement date, depending on your age and years of service.

Death benefits are paid if a member dies while participating in SDRS. The Family Benefit is payable when children under the age of 18 are in the home, and the Spouse Benefit becomes effective when a member's spouse reaches age 65.  SDRS also pays survivor benefits to your spouse after you have retired, provided your spouse has been married to you before your retirement date, and at least 12 months before your death.

The South Dakota Retirement System also provides disability benefits for employees who have three years of credited service or for employees who are accidentally disabled while performing the usual duties of their job. If you cannot work because of a disability that occurs before age 65 and is expected to last one year or longer, you may be eligible to receive a monthly benefit from SDRS.

For more detailed information about your retirement plan, see the SDRS booklet titled "Income for Your Retirement-Class A", the SDRS web page or the Human Resources web page.

Sales to Students by University Personnel

University personnel (full-time or part-time) are prohibited from soliciting or selling insurance policies or educational supplies of any kind to students.

School Work Adjustment Policy (SWAP)

The School Work Adjustment Policy encourages state employees to volunteer time in support of their local school district's activities. Regular employees who have worked at least six months for the state are allowed to request adjustment of their work schedules so they can be absent three hours every two weeks to participate in school support activities for grades K-12. The employee must make up the missed hours. See DSU Policy 02-73-00.

Seat Belt Policy

Executive Order 88-7 requires state employees who are driving or are passengers in state-owned vehicles covered by the state's automobile liability insurance policy to wear seat belts.

Sexual Harassment

Sexual harassment is prohibited. All employees are responsible for ensuring that the work and study environment is free from sexual harassment. A complete copy of the sexual harassment policy can be seen at BOR Policy 1:17.

Solicitations

Solicitations by salesmen, agents or peddlers, for the sale of goods or services to students, faculty or staff on any portion of the Dakota State University campus is prohibited except as hereinafter provided:

  1. Display and sale of goods and services to authorized representatives of the University for University purposes;
  2. Display of instructional materials used in colleges may be permitted; and
  3. Groups and individuals may appear by invitation of authorized University personnel to present proposals for group consideration.

Tobacco Use / Smoke-Free Environment

It is the policy of the university that smoking shall be prohibited on DSU property, except in designated areas outlined in the formal policy.  See DSU Policy 02-75-00 and BOR Manual 4:29.  Smoking is prohibited in all other areas, including buildings, grounds, parking areas, sidewalks surrounding buildings and state-owned or provided vehicles. In addition, the sale or free distribution of tobacco products is prohibited on any university property or at any university-sponsored events.

Worker's Compensation

If you are injured or contract a disease peculiar to your employment and the injury or disease arose out of and in the course of your employment, you must report it as soon as possible. Notice must be provided no later than three business days after the occurrence by completing an online First Report of Injury form. Report the circumstances of the injury or disease to your immediate supervisor. Failure by the employee to file the claim on time may result in denial of the claim.  See the DSU HR web site for more information.


Last Updated: 3/7/13