Human Resources - General
Table of Contents
AIDS in the Workplace
Americans with Disabilities Act
Campus Alert System
Change of Address
Defensive Driving Courses
Drug-Free Environment Policy
Educational Release Time Policy
Family Medical Leave
Advanced Sick Leave
Donations of Leave
Court & Jury Leave
Equal Employment Opportunity
Facilities and Equipment Use
Flexible Benefits Plan
Health Education & Promotions
Non-discrimination & Affirmative Action Policy Statement
Outside Employment/Private Practice, Consultation
Public Entity Pool for Liability (PEPL Fund)
Supplemental Retirement Plan – Automatic Enrollment
Search & Screen Policies & Procedures
Seat Belt Policy
AIDS in the Workplace
Acquired Immunodeficiency Syndrome (AIDS) is a significant health issue in the United States. Since the AIDS virus is not transmitted by the kind of nonsexual person-to-person contact that generally takes place among employees and students in the campus setting, there is no medically established basis for not wanting to work with fellow employees or students who have been or are suspected of being infected with the AIDS virus. Therefore, employees or students with AIDS or HIV infection should be treated as any other employee or student.
All existing personnel rules and policies regarding employment, working conditions, hiring, dismissal, sick leave, disability, and related matters must apply to individuals with AIDS on the same basis as for persons having other diseases or conditions which may incapacitate them for work or otherwise affect job performance.
See BOR Policy Manual 4.28.
Americans With Disabilities Act
Black Hills 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 hereunder, are available from the ADA educational coordinator at the Student Services Center or the Director of Human Resources.
Campus Alert System
In the event of an emergency, you can have critical weather and other emergency-related alerts sent directly to your cell, home, and/or office phone or e-mail. To learn more, visit the Campus Alert System Website. See also Crisis Management.
Change of Address
Employees are required to notify the Human Resources Office of any change in home address or telephone number.
Black Hills 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. Electronic direct deposit is mandatory for all employees except where prohibited by law. Please call the Human Resources staff for details and enrollment form. If, in the rare circumstance a paycheck is issued, it must be picked up at the Cashier’s window after showing a photo ID.
All payroll actions are handled through the Human Resources office located in Woodburn Hall 201. 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 Form (PAF).
Network accounts are created for users when they become employed by Black Hills State University. All users must read and agree to abide by the South Dakota Board of Regents Information Technology Appropriate Use Policy.
After users have read and agree to the SDBOR Information Technology Appropriate Use Policy they are required to fill out a Network Access Application Form. This form is included in the New Employee Benefits folder that is given to each benefit-eligible employee. It is also available from the Human Resources Office, located in Woodburn 201, and at the same link above as the Appropriate Use Policy. This form can be printed out and returned to Network & Computer Services, located in the basement of the Library, L006, faxed to 605-642-6660, or via campus mail Unit 9665. The form must contain a hand written signature and therefore electronic copies are not acceptable.
Please fill in all respectable fields as they apply to you. Incomplete forms will be denied. A supervisor or Dean must sign the form in order for an account to be created. Please allow up to three days for account creation. Please direct all questions concerning account application and creation to 642-6848.
Your department provides you a computer, and all faculty should be connected to the University’s network. If you have problems with the Internet or with email, contact BHSU Network & Computer Resources via email at BHSUhelpdesk@BHSU.edu or by calling 642-6848.
BHSU 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.
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 Black Hills State to provide a drug-free work and study environment. As a condition of your employment with BHSU, you must agree to abide by the terms of this policy. The link to information regarding the Drug-Free Environment is provided to each new benefits-eligible employee in his/her orientation packet. Employees and students of BHSU are strictly prohibited from engaging in the unlawful manufacture, distribution, dispensing, 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 of employment. 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. For more information, refer to the State of South Dakota Drug Free Workplace Policy. See also BOR Policy 4:27. For questions, please contact the Human Resources Office in Woodburn 201 or at 642-6549.
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. The form to secure approval for educational release time can be found on the HR web page.
Every faculty member and student is assigned an e-mail account. These are in the following format for faculty Firstname.Lastname@bhsu.edu for students Firstname.Lastname@yellowjackets.bhsu.edu. E-mail addresses and phone numbers of faculty can be found on the BHSU website under faculty/staff. Email addresses of students can be found in the email directory in Microsoft Outlook. For assistance with email, technical support services can be found on the BHSU website: www.BHSU.edu/IITS
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, and should be taken at such time as will least interfere with the efficient operation of the University. Employees absent without approval of leave may be subject to deductions from annual leave or salary, or disciplinary action. 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 12-month, regular 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:
- The birth of a child of the employee and care for the newborn child;
- The placement of a child with the employee for adoption or foster care;
- The need to care for the spouse, child, or parent of the employee if the spouse, child, or parent has a serious health condition;
- or a serious health condition which makes the employee unable to perform the functions of the employee's position.
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 BOP Commissioner 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.
- an office is administratively closed. (For example, in the case of inclement weather*, power outage, etc.)
- 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.
- Pending an investigation of charges made against an employee upon which disciplinary action could be taken.
- 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 and/or “Weather” in this section.
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 by the courts (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.
To assist new employees in their orientation to Black Hills State University, a general orientation web page is being established. New employees, including student employees, will be 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 link will be provided here and on the Human Resources web page when it is completed.
Equal Employment Opportunity
Black Hills State University is committed to the objectives of affirmative action, equal opportunity and non-discrimination in student admissions, student financial assistance, and employment in accordance with state and federal law. Redress for alleged violations of those laws may be pursued at law or through the procedures established by the provisions of 1:18 of the SD Board of Regents policy.
Black Hills State University prohibits discrimination against any individual for reasons of race, color, creed, national origin, ancestry, citizenship, gender, sexual orientation, religion, age, veterans’ status or individual handicap. The institution complies with the regulations of Title IX of the Education Amendments Act of 1972 in regard to sex discrimination and section 504 of the Vocational Rehabilitation Act of 1973, as well as other applicable Federal and State laws and regulations pertaining to discrimination. Furthermore, Black Hills State University does not discriminate in admission or access to, or treatment or employment in its educational programs or activities.
Inquiries concerning compliance with the University’s Affirmative Action policy and/or Federal and state regulations should be directed to the Director of Human Resources, Black Hills State University, 1200 University St Unit 9568, Spearfish SD 57799, or phone 605-642-6549. 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. See (BOR Policy 1:19).
Facilities and Equipment
Items owned by BHSU are intended to be used only for BHSU business. Extenuating situations requiring use of BHSU facilities or equipment for non-BHSU business must be approved by the Vice President for Business and Administrative Services (605-642-6512) or in some cases, by the building supervisor. 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
Scheduling of classrooms and computer laboratories is handled through Instructional Technology. The Student Services Center staff reserves meeting facilities in the Student Union. To reserve a room in the Student Union, complete the on-line BHSU Student Union Room Reservations form.
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.
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:
- 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
- Veteran's Day - November 11
- Thanksgiving Day - Fourth Thursday in November
- Christmas Day - 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.
Holiday hours will not count as hours worked for purposes of computing overtime. All overtime-eligible employees who work at least one shift or are on paid leave during the calendar week in which the holiday falls are eligible for holiday pay. For payroll purposes, a holiday is no more than eight (8) hours. An employee who is on leave without pay for the entire week when a holiday occurs will not receive holiday benefits. Employees who are newly hired into the system and who begin work the day after the holiday will not receive the holiday pay hours.
Part-time employees will receive prorated holiday pay depending upon the average number of hours they have worked in the previous three (3) months of their appointment. (BOR Policy 4:25 and 4:31)
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:
- Program Incentives including information about how you may have an opportunity to earn a credit of up to $200 in a Health Risk and Wellness Account
- Health Screenings
- HealthySD.gov Wellness Program
- High-Risk Follow Up Program
- Disease Management Programs
- Work Site Health Programs
- Self-Care Guide
- Weekly Tips
For more information on any of these benefits, contact the Human Resources Office.
Research reports that over 50% of smokers have tried to quit or would like to quit. In order to support the efforts of smokers to quit, the South Dakota Quit Line: 1-866-737-8487 offers free counseling and tobacco tips. Information can be picked up at the Health Services Office located in the Student Union, and at the Student Union Information desk. Freedom From Tobacco cessation classes may periodically be offered on campus. For more information call 642-5123.
Annual memberships to the Young Center are also available through payroll deduction. For more information, please contact the Human Resources Office.
Lactation rooms will be made available upon request by contacting the employee’s immediate supervisor and the Director of Human Resources.
Keys shall be checked out from Facilities Services. Upon termination or resignation, all keys shall be returned to Facilities Services. Employees may be required to bring keys to Facilities Services for an annual check of record accuracy. An assessment shall be made for any lost key(s).
When faculty or staff writes 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.
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. (See BOR Policy 4:22).
Nondiscrimination & Affirmative Action Policy Statement
Black Hills State University is committed to a policy of equal opportunity without regard to race, color, religion, sex, age, national origin, disability, or veteran’s status in the areas of student admissions, student financial assistance, and faculty and staff employment and personnel action.
Black Hills State University does not discriminate on the basis of race, sex, creed, color, age, national origin, veteran’s status, or individual handicap. The school complies with the regulation of Title IX of the Education Amendments Act of 1972 in regard to sex discrimination and section 504 of the Vocational Rehabilitation Act of 1973 as well as with other applicable Federal and State laws and regulations pertaining to discrimination. Furthermore, Black Hills State University does not discriminate in admissions or access to or treatment of or employment in its education programs or activities.
Inquiries concerning compliance with Black Hills State University’s Affirmative Action policy and/or federal and state regulations should be directed to the Director of Human Resources, Black Hills State University, 1200 University, Spearfish, South Dakota 57799, or phone (605) 642-6549.
Outside Employment / Private Practice, Consultation
The South Dakota Board of Regents asks employees to remember that their position with the Board system is his or her primary responsibility. Employees of the state may take outside employment provided, in the opinion of their appointing authority, there is no conflict with working hours, the employee's efficiency, or the interests of state government. Employees of the state may not engage in outside business or personal activities while on duty, nor may government property be used for any but government function. Additional information can be found in the section of the Handbook applicable to the employee group. (BOR Policy 4:19, 4:32 and 4:35; ARSD 55:01:11:03)
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. Employees who work overtime hours without approval may be subject to disciplinary action. Cash payment for overtime worked must receive advanced authorization from the Vice President for Finance and Administration. Compensatory time may be accumulated to a maximum amount of 40 hours. (See BOR Manual 4:25).
BHSU operates a letter-coded parking system, which allows parking in designated areas only. All faculty, staff and students must register all vehicles used on the BHSU campus regardless of whether a parking permit tag is purchased. Employees desiring to park a car on campus are required to purchase a parking permit. Parking permits may be purchased at the Security Office located in Facilities Services. Improperly parked vehicles will be ticketed or towed at the owner’s expense. More information can be found on the BHSU Safety, Security & Parking Web Page.
Employees have an opportunity to make friends for themselves and the University by the way they meet people and provide information. Sometimes the answer will seem obvious or the question abrupt. Take time to understand the problem and give answers only when sure of the facts. Refer the person to another office only when someone is there and can help. Courtesy is the basis for dealing with everyone-in person, by telephone and in letters.
Necessary personal telephone calls should be kept to a minimum; and whenever possible, should be made during lunch hour or after work.
Property may not be left on the University premises after a resignation, termination or retirement, without the prior approval of the Director of the Facilities Service. The approval and arrangements for storing will be in writing specifying the property and means of storage. The University accepts no responsibility for property.
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 tort liability coverage for employees 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.
SDCL 3-20-4 provides a 50% tuition reduction for individuals who meet all of the requirements for admission to any state educational institution under the control and management of the Board of Regents and who meet the following criteria:
- Continuously employed by the State in a regular, benefits-eligible position for a period of one year or more
- Is a bona-fide resident of the State
- Maintains an academic grade of 2.0 or better
- Received a rating of competent or better in the most recent merit appraisal or is otherwise certified as competent by the immediate supervisor
- Is a benefit-eligible employee
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 canceled if the maximum enrollment of a course is met by full tuition enrollees. (See BOR Policy 5:5:1).
Forms for reduced tuition are available in the Human Resource Office or may be found at: www.bhsu.edu/Portals/0/facultystaff/hr/General/SD%20Tuition%20Reduction.pdf.
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 BHSU Human Resources web page.
Supplemental Retirement Plan (SRP) – Auto Enrollment
The Supplemental Retirement Plan (SRP) is a tax deferred savings plan offered by the South Dakota Retirement System (SDRS) . Participation in the Plan Allows you to save for your retirement while postponing the payment of income tax on your investments, until you withdraw your funds at separation from service or at retirement when you may be in a lower tax bracket.
Beginning August 22, 2009, all new full-time employees of BHSU will be automatically enrolled in the SDRS-SRP for a minimum of $25/month. Employees may elect to increase the contribution at any time while participating in the SDRS-SRP. If within 90 days after your first pay date, you provide written notice that you elect not to participate in the SDRS-SRP, the deferred compensation and associated gains or losses, less federal income tax withholding, will be refunded to you within 30 days of receipt of the final contributions by the plan. However, if you elect to stop deferrals after the initial 90-day employment period, deferrals will cease but no refund will be available until you terminate employment.
Further information concerning the SDRS Supplemental Retirement Plan may be obtained from the Human Resource Office.
Search and Screen Policies and Procedures
The President appoints search and screen committees to fill faculty and exempt staff vacancies. The constituency of these committees shall be reflective of the position and as set forth in the Affirmative Action Plan.
The appointed committee members locate the job description and the applications online using SNAP at snap.sdbor.edu. Contact the committee chair for instructions on how to access this information.
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 is prohibited. All employees are responsible for ensuring that the work and study environment is free from sexual harassment. See also BOR Policy 1:17. The BOR Human Rights Complaint Procedures have been adopted to afford individuals a means to protect the rights guaranteed to them under federal, state and local laws and regulations. The Human Resource Director is the designated equal opportunity officer of Black Hills State University.
All new employees receive a link to the Sexual Harassment Policy in the orientation packet. The policy is also available to all employees and online at: www.bhsu.edu/LinkClick.aspx
Consenting romantic and/or sexual relationships between faculty and student, or between supervisor and employee, although not expressly forbidden, are generally deemed unwise. Romantic or sexual relationships between persons in an unequal power relationship can serve to make the work and learning environment a negative one. If a charge of sexual harassment is subsequently lodged, it will be exceedingly difficult to prove immunity on grounds of mutual consent, and may make one liable for a charge of sexual harassment or discrimination on the basis of sex.
Solicitations by salesmen, agents or peddlers, for the sale of goods or services to students, faculty or staff on any portion of the Black Hills State University campus is prohibited except as hereinafter provided:
- Display and sale of goods and services to authorized representatives of the University for University purposes
- Display of instructional materials used in colleges may be permitted
- Groups and individuals may appear by invitation of authorized University personnel to present proposals for group consideration.
Breathing secondhand smoke - the smoke exhaled by a smoker or mainstream smoke - the smoke from the burning tip of a cigarette is a significant health hazard.
The use of tobacco products of any kind, including electronic cigarettes, is prohibited anywhere within all BHSU facilities and motor vehicles. Tobacco use is allowed in parking lot areas on the perimeter of campus. Faculty, staff, students and visitors to BHSU are asked to refrain from using tobacco outside of designated areas. See BHSU Tobacco Use Policy and BOR Manual 4:29.
Employees are covered under the provisions of the Employment Security Law of South Dakota. Under this law, employees who become unemployed or whose working hours are reduced to less than full time may be eligible for unemployment benefits. Employees whose work hours are reduced to less than full time or who become unemployed, if available for work, should register for work and file a claim for benefits at a state unemployment office.
Employees have a phone in his/her office which has voice mail capability. The information on how to set this up is available with the phone by calling University Support Services at 642-6513.
Because of the government’s obligation to serve its citizens, state offices will remain open on all workdays, regardless of the weather. Cabinet members will determine staffing levels needed during inclement weather. If inclement weather threatens or occurs, employees who do not wish to report to or remain at their work site may be absent with the prior approval of their supervisor.
In cases where the state does not control the building in which a state office is located, state managers should work with building owners or leasers to ensure that state offices can remain open at least for communicating with the public and handling administrative duties.
Employees who do not work due to inclement weather have three options:
- They can adjust their work week.
- They can take annual leave.
- They can take leave without pay. This policy is effective even if no employee can reach the work site.
In the event that no employee can reach the work site, the cabinet officer must approve the closing of any office outside the Pierre area, and that cabinet officer is responsible for announcing to local radio stations that the office is not currently staffed. Cabinet officers should continuously reevaluate weather conditions during the day so that the office can conduct business as soon as possible.
The Governor will determine whether state government offices in Pierre will be staffed and will notify local radio stations.
Employees of the University and certain volunteers are covered by workers’ compensation as provided by the laws of South Dakota. 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 BHSU HR web site for more information.
A forty hour work week is basic for most departments. General working hours are from 8 a.m. to 5 p.m., Monday through Friday, with one hour for lunch. Certain operations require different hours or rotating schedules for weekend assignments. The calendar work week at Black Hills State University is from 12:01 a.m., Sunday to midnight the following Saturday. Hours in excess of forty per week may constitute overtime, and will be authorized only in emergencies or unusual circumstances.
Employees are allowed short breaks (twenty minutes or less) in the morning and in the afternoon. Occasionally, workload may preclude a rest break. It is the responsibility of the supervisor to schedule breaks that do not disrupt the regular operating procedures.