SECTION CONTENTS 510.00 New Employee Processing Procedures History 520.00 New Classified Employee Orientation Departmental Orientation New Classified Employee Orientation Session History 530.00 Classified Employees' Probationary Period Purpose Length Performance Evaluation Termination History
510.00 New Employee Processing
Modified November 2001
The employment of new employees is initiated by completing the following steps:
A. A Personnel Transaction Form (PTF) should be completed and submitted, with necessary approvals, to Personnel and Payroll Services. This form provides important employee data which is maintained in the Banner data base. To ensure that the employee will be included on the next main payroll, Personnel and Payroll Services must receive the completed PTF, with all required approvals, by the 20th of the month.
B. New employees should be sent to Personnel and Payroll Services on their first day of work, where they will be given a new employee packet and associated benefits forms. Benefits counseling can be obtained from Personnel and Payroll Services. Employees whose work location is other than the MSU-Bozeman campus may obtain the packet by mail by contacting Personnel and Payroll Services at 406-994-3651. Benefits enrollment must be completed within the first thirty (30) days of employment.
C. All new classified employees are strongly encouraged to attend New Employee Orientation. Classified orientation is conducted by Personnel and Payroll Services on a regular basis. Departments should make the necessary arrangements to enable new classified employees to attend an orientation session on paid time within the first month of employment.
Reviewed by the MSU Personnel Board on September 5, 1984, and January 25, 1985, and approved by the Director of Administration on May 7, 1985. Revision approved by the Vice President for Administration on June 17, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.
520.00 New Classified Employee Orientation
Modified November 2001
520.10 Departmental Orientation
It is the department's responsibility to provide an orientation for new employees regarding the position responsibilities, the department operation, and the specific expectations of them in their positions.
The following checklist is suggested for use by supervisors of a classified employee on the initial days of employment:
____ Tour work area (restrooms, coat racks, first aid supplies, office supplies, fire exits and procedures) and introduce to other employees.
B. Benefits Enrollment:
____ Send employee to Personnel and Payroll Services (Room 19 Montana Hall) for benefits counseling and completion of required forms.
C. Departmental Overview:
____ Explain general functions of the department and the relationship with other departments.
____ Explain department policies and procedures (time cards, personal use of telephone, work breaks, work schedules, leave usage, absence notification, approval procedures, etc.).
____ Explain importance of attendance and punctuality.
____ Review availability of this manual and other guides, references, and job aids.
D. Job Orientation:
____ Review position description (provide a copy to the employee) and key indicators of successful job performance.
____ Discuss standards of performance and review evaluation procedures and time frame.
____ Explain probationary period.
____ Discuss payroll cycle.
520.20 New Classified Employee Orientation Session
All new classified employees on the Bozeman campus will be invited to attend the New Employee Orientation conducted by Personnel and Payroll Services.
The general topics discussed at the orientation include: benefits information, leave policy, MSU-Bozeman background and organization, AA/EEO guidelines and policy information, compensation and holidays, personnel policies and procedures, pay information, training and development, non-traditional benefits and University activities.
Personnel and Payroll Services will invite new classified employees to attend the next scheduled orientation session. The immediate supervisor should arrange for time off with pay to attend the orientation.
Personnel and Payroll Services will provide orientation materials to off-campus employees.
Section 5:07, MSU Classified Personnel Manual, New Employee Processing, dated June, 1976. Updated reviewed by MSU Personnel Board on January 25, 1985, and approved by Director of Administration on May, 1985. Revision approved by the Vice President for Administration on June 17, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.
530.00 Classified Employees' Probationary Period
Modified November 2001
All newly-hired classified employees serve a probationary period, during which the department management determines whether an employee will effectively perform the duties of the position. At any time during the probationary period, the supervisor may terminate the employment relationship without a showing of cause.
Each collective bargaining agreement establishes the length of the probationary period for employees in that particular union. For union-exempt classified employees, the probationary period is the first six months from the date of hire at Montana State University-Bozeman. Transfers or promotions/demotions within MSU-Bozeman do not initiate a new probationary period unless there is a change in the union status of the position.
530.30 Performance Evaluation
During the probationary period, the supervisor will observe and assess the employee's job performance and work methods. Orientation, on-the-job training, counseling, and feedback are needed for successful job development. The supervisor should establish criteria and check points to determine normal progress expected of a new employee. The employee's performance is periodically evaluated against these criteria, both informally and formally. Problems and deficiencies, as well as success, should be reviewed with employees, with instructions provided on how to improve.
Written evaluations are recommended one month before the end of the probationary period, and a decision on granting permanent status should be made at least two weeks before the end of the probationary period.
Supervisors considering termination of a probationary employee should contact Personnel and Payroll Services for guidance.
If the supervisor determines the employee is not appropriate for the position, the employee can be terminated without cause prior to the end of the probationary period. Prior to finalizing this decision, the situation should be reviewed with the Director of Personnel and Payroll Services. Written notification of probationary dismissal should be provided to the employee prior to the end of the probationary period. The written notice should state that the department has decided not to grant permanent status, and specify the last day of work.
Section 6:00, "Probationary Period," MSU Classified Personnel Manual, dated June 1976. Revisions approved by the Director of Administration on September 23, 1982, and November 26, 1985. Revision approved by the Vice President for Administration on June 19, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.