Valley City State University
Employee Handbook
Table of Contents
(Click Topic to Learn More)
Organizational Chart ............................................................................................................................................................ 5
Policy Structure..................................................................................................................................................................... 6
State Board of Higher Education (SBHE) Policy Manual .............................................................................................. 6
North Dakota University System (NDUS) Human Resource Policy Manual................................................................ 6
Key References ..................................................................................................................................................................... 6
VCSU University Catalog .................................................................................................................................................. 6
VCSU Student Handbook.................................................................................................................................................. 6
Emergency Procedures..................................................................................................................................................... 6
Policies & Procedures .......................................................................................................................................................... 6
VCSU Equal Employment Opportunity Plan (V603.2) ................................................................................................... 6
Work Week ........................................................................................................................................................................ 6
Office Hours ....................................................................................................................................................................... 7
Rest Periods ...................................................................................................................................................................... 7
Exempt and Non-exempt Employment ........................................................................................................................... 7
Time Cards ......................................................................................................................................................................... 7
Overtime Pay & Compensatory Time .............................................................................................................................. 7
Payday ................................................................................................................................................................................ 7
Probationary Period .......................................................................................................................................................... 7
Tobacco Free ..................................................................................................................................................................... 8
Employment of Relatives ................................................................................................................................................. 8
Broadbanding .................................................................................................................................................................... 8
Changing Positions ........................................................................................................................................................... 8
Resignations ...................................................................................................................................................................... 8
Reduction in Force (RIF) .................................................................................................................................................. 8
Job Discipline/Dismissal .................................................................................................................................................. 8
Commencement ................................................................................................................................................................ 9
Administrative Procedures .................................................................................................................................................. 9
Email & Calendar .............................................................................................................................................................. 9
Telephone Authorization Codes ...................................................................................................................................... 9
Telephone List ................................................................................................................................................................... 9
Copy Codes ........................................................................................................................................................................ 9
Copy Machines .................................................................................................................................................................. 9
Campus Mail ...................................................................................................................................................................... 9
Faculty Materials Center (FMC) Services ...................................................................................................................... 9
Benefits ................................................................................................................................................................................ 10
2|Page
Return to Table of Contents
Annual Leave ................................................................................................................................................................... 10
Sick Leave ........................................................................................................................................................................ 10
Holidays ............................................................................................................................................................................ 10
Worker’s Compensation ................................................................................................................................................. 10
Leave ................................................................................................................................................................................ 11
Funeral Leave .................................................................................................................................................................. 11
Jury Duty........................................................................................................................................................................... 11
Military Leave .................................................................................................................................................................. 11
Honor Guard Leave ......................................................................................................................................................... 11
Leave Sharing Program .................................................................................................................................................. 11
Leave Without Pay .......................................................................................................................................................... 11
Family Leave (FMLA)....................................................................................................................................................... 11
Continuing Education for Employees............................................................................................................................ 12
State Vehicles.................................................................................................................................................................. 12
Flexible Scheduling ......................................................................................................................................................... 12
Employee Assistance Program (EAP) ........................................................................................................................... 12
Additional Perks .............................................................................................................................................................. 12

Pool and Gym Facilities: VCSU employees, spouse, and dependents are able to use the pool and gym fitness
room for free. The pool is located in the Student Center and the gym is currently on the 3rd floor in Mythaler. .... 12

Viking-I and Cafeteria Meals: Pay for meals in advance and store money on your Viking Card to realize savings
and no tax on food. .......................................................................................................................................................... 12

Viking Grounds: Coffee Barista serving Starbucks Coffee in made to order beverages. .................................... 12

Counseling Services: Any personal concern is appropriate to bring to a counselor. Any subject can be discussed,
any type of discomfort, or just simply a relaxing talk. Everything is kept confidential. ............................................... 12

Fine & Performing Arts: Art gallery exhibits, student and professional musical performances, VCSU Community
School for the Arts, Theatrical performances, and many other guests. Faculty and staff are encouraged to purchase
a season ticket to the VCSU theatre, as it gives special privileges in addition to the bargain price; however, all faculty
and staff are entitled to two free tickets for the opening night of each show. ............................................................ 12

Delta Airline Discount Program: Receive a discount when you book a Delta flight using the “Delta EDP Link”
accessed through PeopleSoft Employee Self-Service or when booking through a travel agent. ............................... 12
Council of State Employees (COSE) .............................................................................................................................. 12
Sanford Health Plan: Dakota Wellness Program......................................................................................................... 12
Sanford Health Plan: bWell Dashboard ........................................................................................................................ 12
Appendix A: Emergency Procedures................................................................................................................................. 13
Appendix B: Quick Reference Guide................................................................................................................................. 14
3|Page
Return to Table of Contents
4|Page
Return to Table of Contents
Organizational Chart
President of the University
Athletics
Information Technology
Marketing & Communications
 Faculty Material Center
University Advancement
VP for Academic Affairs
Academic Departments:
 Business & Information
Technology (BIT)
 Communication Arts
 Computer Systems and
Software
 Fine Arts
 Graduate Studies and
Research
 Health & Physical
Education (HPE)
 Language & Literature
 Mathematics
 Music
 School of Education and
Graduate Studies (SEGS)
 Science
 Social Science
 STEM
 Technology
Library
Registrar’s Office
Student Academic Services
5|Page
VP for Business Affairs
VP for Student Affairs
Business Office
Career Services
Employee Services
 Human Resources
 Payroll & Grants
Counseling
Facilities Services
 Building Security
 Building Services
 Carpentry
 General Maintenance
 Heating Plant
 Safety
Financial Aid
Enrollment Services
Health Services
Retention/Diversity
Student Center
 Information Desk
 Housing
 Bookstore
 Food Services (Sodexho)
Return to Table of Contents
Policy Structure
Valley City State University (VCSU) is governed by several policies statewide. In hierarchal order, the State Board of
Higher Education (SBHE), the North Dakota University System (NDUS), and Valley City State University (VCSU) policies
all provide clarity for VCSU employees.
State Board of Higher Education (SBHE) Policy Manual
In fulfilling the Mission and Vision, the State Board of Higher Education governs the institutions in the North Dakota
University System in accordance with the North Dakota Constitution and state statutes and is guided by the Belief
Statements and Core Values adopted by the Board.
North Dakota University System (NDUS) Human Resource Policy Manual
This manual is intended to elaborate system policies for the eleven state universities, and is maintained by the Human
Resources Council (HRC). The State Board of Higher Education retains the right to alter any or all of the terms of this
manual whenever it elects to do so.
VCSU Policy Manual
This manual is intended to further elaborate system and board policies for VCSU. It is maintained by the University
Policy Committee (UPC), and is subject to approval from the VCSU President.
Key References
VCSU University Catalog
General information about the university, academic policies, programs, and courses.
VCSU Student Handbook
Student organizations, resources, and policies.
Emergency Procedures
Valley City State University has emergency procedures for fire, tornado, active shooter/armed intruder, power outage,
hazardous spill, medical emergency, severe weather, bomb threats
Policies & Procedures
VCSU Equal Employment Opportunity Plan (V603.2)
Valley City State University is fully committed to equal opportunity in employment decisions and educational
programs and activities, in compliance with all applicable federal and state laws, for all individuals without regard to
race, color, national origin, religion, sex, disability, age or Vietnam-era veteran's status.
More specifically, the University abides by the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the
Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973, as well as the implementing
regulations of the Department of Education (34 CFR Parts 100, 106, and 104 respectively), the Americans with
Disabilities Act of 1990 and North Dakota Human Rights Act of 1983.
Work Week
The work week shall be from 12:01 a.m. Sunday through 12:00 midnight Saturday unless otherwise established for
individual positions.
6|Page
Return to Table of Contents
Office Hours
The University's normal office hours are 7:45 a.m. to 4:30 p.m. with 45 minutes for lunch, Monday through Friday.
Summer hours are 7:30 a.m. to 4:00 p.m. with half hour for lunch. Summer Hours begin the Monday following
graduation, and end the Monday of the week in which classes resume in August.
Rest Periods
Employees may be allowed a rest period of fifteen minutes each half day to be arranged by the department head. The
work day may not be shortened and lunch periods may not be lengthened by omitting rest periods.
Employees who work more than four hours in any one day shall be allowed a minimum of thirty consecutive minutes
for one meal.
Employee Lounge
There is an Employee Lounge located on 3rd Floor, McFarland Hall Room. The lounge houses a refrigerator,
microwave, sink, cupboards, table, couches, and television for all employees to use. The Forum FargoMoorhead newspapers, as well as various magazines, are located in the lounge.
Employees must remove outdated food and clean up after themselves in the lounge.
Exempt and Non-exempt Employment
Positions are determined to be exempt or non-exempt in accordance with the Fair Labor Standards Act (FLSA). Nonexempt positions are not exempt from receiving overtime pay, and exempt positions are exempt from receiving
overtime pay. Questions may be directed to the Human Resource Office.
Time Cards
Timecards are distributed at the end of each pay period. Non-exempt employees record their hours worked on the
timecard. Exempt employees record any time away from work (sick, funeral, etc.)
Overtime Pay & Compensatory Time
Overtime compensation at a time-and-one-half rate shall be provided to all non-exempt employees when hours worked
exceed forty hours in a work week. Compensatory time off at a time and one-half rate may be provided in lieu of cash
overtime payments upon prior agreement.
Upon approval, compensatory time may only be used in place of regularly scheduled work hours and shall not cause
overtime. Upon prior agreement or understanding from the supervisor, overtime hours from one week may be used
as time off in another week provided:


Time off is compensated at a rate of one-half times the overtime hours, and
Time off is compensated within a single pay period
The supervisor must approve all overtime hours prior to the work being completed. Overtime hours worked without
approval will be paid, through lack of approval may be caused for disciplinary action up to and including termination.
Compensatory time will not be accrued; overtime hours not taken within a single pay period will be paid as overtime
hours.
Payday
Payday occurs semi-monthly, and is on a half-month lag. For example, Sept 30th paycheck is for hours worked from
Sept 1-15. Pay advices may be printed from HRMS Self-Service (PeopleSoft). For instructions on this process click this
link.
Probationary Period
New employees are in a six-month probationary status until a satisfactory evaluation is completed prior to the end of
the probationary period. During such period, the employee may be terminated with one week's notice with no right to
appeal. One week's pay may be given in lieu of notice. Employees who elect to resign during the probationary period
are requested to give one week's notice.
7|Page
Return to Table of Contents
Tobacco Free
Valley City State University is a tobacco-free campus prohibiting all tobacco use on campus including E-cigarettes,
smoking, and chewing tobacco in university owned or operated buildings, on all campus property and grounds, and in
university owned, leased, or operated vehicles.
Employment of Relatives
No head of a department or institution may appoint a member of their immediate family to a position under their
control or direction. (See Nepotism, N.D.C.C. 44-04-09). When two or more members of the same immediate family
are employed in the same department or institution, the head of the department or institution shall reassign
responsibility for performance evaluations, salary recommendations, disciplinary actions, and other supervisory
authority as necessary in order to eliminate any conflict or potential conflict of interest in the exercise of that authority.
Broadbanding
The North Dakota University System Human Resource Council is responsible for managing bands (as defined by the
US Department of Education). The bands include job families of positions with similar skills.
Complete and accurate position descriptions will be written and maintained by the supervisor. The position description
will be used by Human Resource personnel for placement of the position in a band and job family. Within each job
family, job duties may vary depending on need as determined by the supervisor. Duties and responsibilities assigned
a position may change without changing band or job family.
Bands include:










0000 BAND: Executive/Administrative
1000 BAND: Administrative/Managerial
2000 BAND: Academic
3000 BAND: Professional
4000 BAND: Technical and Paraprofessional
5000 BAND: Office Support
6000 BAND: Crafts/Trades
7000 BAND: Services
8000 BAND: Student Employment Non-Broadbanded (examples)
9000 BAND: Temporary Employment (non-broadbanded)
Changing Positions
Notice of regular staff position vacancies shall be made available so that current employees of the institution may
apply for the position. Positions posted externally will remain open for a minimum of ten working days. For more
information on posting procedures reference V602.3 VCSU Equal Employment Opportunity Plan.
Resignations
In case of resignations, a regular staff employee is requested to give two weeks written notice to the department head.
One week's notice is requested for temporary and probationary employees. The period of notice may be reduced or
waived upon recommendation of the department head.
Reduction in Force (RIF)
When necessary to achieve a reduction in force, institutions may terminate or reduce from full to part-time or hours
worked of any staff employee due to an organizational or procedural change, diminished workload, lack of funds, or
other exigency. The employee shall be given at least two weeks written notice of the reduction. At the institution's
discretion, employees who are terminated may be given two-weeks of pay in lieu of the two-week notice.
Job Discipline/Dismissal
A regular staff employee may be dismissed from employment, suspended without pay, or changed to a lower pay rate
for just cause. Just cause includes conduct related to the employee's job duties, job performance, or working
relationships which is detrimental to the discipline or efficiency of the institution in which the employee is or was
engaged.
8|Page
Return to Table of Contents
Commencement
Commencement each year in May is scheduled contract day for faculty. All full-time faculty are required to participate
in commencement exercises and to provide their own academic costume.
Administrative Procedures
Email & Calendar
Recognizing the importance of timely, efficient, and consistent communication with students and employees, VCSU
declares electronic mail or 'email' as an official means of communication. Each student and employee is responsible
for information conveyed via an official email account assigned by VCSU, hereafter referred to as VCSU Email.
Recognizing the importance of scheduling efficiency and personal availability to students, VCSU declares electronic
calendar as the official means of communicating employee work schedules. Each employee is responsible for posting
events within his or her personal Microsoft Outlook calendar account assigned by VCSU.
Telephone Authorization Codes
Authorization Codes are used to make long distance calls and is for business use only. Each month you will receive a
statement of calls made using your authorization code (via BlackBoard).
Telephone List
This list is periodically updated with all employee phone extensions.
Copy Codes
Each employee is given a code number to use the copy machines on campus. The number is generally requested by
the division assistant and given to faculty when they arrive on campus. When the code is requested, the machines it
will be added to are also requested. Additional machines can be requested at any time in the FMC. Library and Student
Center machines can be added at those locations.
Copy Machines
Copy Machines requiring your code number are in the following locations: Second Floor West, third floor of McFarland
Hall near the School of Education, Faculty Materials Center in McFarland Hall Room 145, Foss Music Hall, Rhoades
Science Center, Library Lobby, and Student Center Information Desk.
Campus Mail
Campus incoming and outgoing mailboxes are located in the Faculty Materials Center (FMC), McFarland Hall Room
145.
Incoming mail is generally sorted by 10:15 a.m. Monday through Friday. Larger packages are placed in cubicles
adjacent to the mailboxes.
Mailboxes for outgoing mail are located in the large room to the left as you enter the FMC. Outgoing mail should be
delivered to the out-going-boxes prior to 3:00 p.m. each day
Faculty Materials Center (FMC) Services
The Faculty Materials Center (FMC) is located in McFarland Hall Room 145. The FMC provides graphic and printing
services to the VCSU campus. Services include:
 High-speed copying, printing of business cards, letterhead, envelopes, etc.
 Extensive paper choices in color, size and weight
 Design services for University related items only
 Color copying
 Laminating, folding
 Outgoing FedEx shipping (must be brought to FMC by 1:00 p.m. daily)
 Outgoing UPS shipping (must have pre-paid label)
9|Page
Return to Table of Contents
Benefits
Annual Leave
Annual leave with pay for benefited full-time employees accrues based on rate per hour and is earned on the basis of
continuous service from date of employment as follows:
Years of
Accrual
Service*
(days/year)
01 - 03
12
04 - 07
15
08 - 12
18
13 - 18
21
18+
24
*Years of service shall be computed from employment anniversary date.
Annual leave with pay is earned by staff employees. Upon approval, annual leave may only be used in place of
regularly scheduled work hours and shall not cause overtime.
Benefited staff employees must take 40 hours of annual leave per year except for the year during which they are
hired and up to 240 hours shall be carried forward on January 1 of each year. (Prorated basis for benefited parttime employees)
Sick Leave
Sick leave for full-time benefited staff employees accrues based on rate per hour at a rate equivalent to 12 days per
year. Sick leave for benefited part-time employees working twenty hours or more per week is granted on a prorated
basis. Sick leave accumulation is unlimited. Up to 80 hours of the balance may be used to care for dependents.
In the case of a serious health condition of an eligible family member, an employee may take up to a total of fourhundred-eighty (480) hours of sick leave in any twelve-month (12) period, including the eighty (80) hours in subsection
above.
Holidays
Employees of all state institutions of higher learning shall observe the following legal holidays:
 New Year’s Day
 Independence Day
 Martin Luther King Day
 Labor Day
 President’s Day
 Veteran’s Day
 Good Friday
 Thanksgiving Day
 Memorial Day
 Christmas Day
Employees of state institutions of higher learning shall also observe every day appointed by the President of the United
States or by the Governor of this state for a public holiday.
If such holiday falls on Saturday, the preceding Friday shall be the holiday or if the holiday falls on Sunday, the Monday
following shall be the holiday
Institution offices must be closed at twelve noon on December 24, Christmas Eve Day, which is an office closure and
not a holiday; however, if December 25, Christmas Day, falls on a Saturday, institution offices must be closed all day
on the preceding Friday, which is then a holiday as indicated in Section 19.2.
Worker’s Compensation
All employees are protected by Worker's Compensation, through Workforce Safety & Insurance (WSI). This covers
against accidental injuries or occupationally-incurred illness in the performance of their official duties.
All on-the-job accidents and injuries or occupationally-incurred illnesses must be reported within twenty-four hours to
the employee's supervisor and the appropriate campus official. This is for the protection of the employee, as well as
the institution.
10 | P a g e
Return to Table of Contents
Leave
Funeral Leave
An approved absence from work, with pay, of up to twenty-four working hours, may be provided to an employee to
attend or make arrangements for a funeral, as a result of a death in the employee's family, or in the family of an
employee's spouse.
Jury Duty
An employee shall be allowed leave with pay for jury or other legal duty when subpoenaed for such service. Any
compensation received for such duty may be retained by the employee.
Military Leave
An employee who is a member of the National Guard or Armed Forces Reserves shall be granted military leave annually
for up to a maximum of twenty work days for those employees who have been employed continuously for a period of
ninety days or more immediately preceding the leave.
Honor Guard Leave
Honor guard leave is an approved absence from work, with pay, of up to twenty-four working hours per calendar year
for an employee to participate in an honor guard for a funeral service of a veteran.
Conferences or Convention Leave
Two days per year may be allowed for employee organization conference/convention leave.
Leave Sharing Program
All non-temporary, non-probationary employees with over six months of continuous service with the State are eligible
to receive shared leave
Institution Closure
VCSU cares for the safety of its students and employees. In the event of an institution closure the President or Cabinet
Members will notify staff members accordingly. In the event the institution is officially closed, all employees will receive
closure pay in the amount of their scheduled hours during the closure.*
*Essential Personnel: Employees necessary to keep the university operational during the time of closure. (i.e. heat plant operators; may include
Student Center employees; resident hall employees depending on time of year).
Leave Without Pay
Leave without pay may be granted to regular staff employees who have maintained a satisfactory service record. Such
leave may be taken for the following reasons: (a) extended absences in the interest of the institution such as for
research or advanced training leading to improved job ability, (b) necessary absences due to illness or other important
matters.
Family Leave (FMLA)
Family leave (FMLA leave) is an unpaid leave of absence of up to 12 weeks available to all eligible employees:
 For incapacity due to pregnancy, prenatal medical care or child birth;
 To care for the employee's child after birth, or placement for adoption or foster care;
 To care for the employee's spouse, child, or parent, who has a serious health condition; or
 For a serious health condition that makes the employee unable to perform the employee's job.
Consistent with applicable law and upon notice to the employee by the employing entity or election by the employee,
family leave may be concurrent with paid sick or annual leave.
FMLA leave also includes military family leave as provided under the 2008 National Defense Authorization Act and
section 22.13 of this policy, including a special leave entitlement that permits eligible employees to take up to 26
weeks of leave to care for a covered service member during a single 12-month period.
Consult the Director of Human Resources for more information.
11 | P a g e
Return to Table of Contents
Continuing Education for Employees
All benefited employees are eligible for tuition discounts at any NDUS institution, and may be allowed release time
from their regular duties for the purpose of enrolling in one academic class per school session (maximum three per
year). Release time shall be granted so long as it does not interfere with the essential work of the institution.
VCSU employees will receive 100% tuition discount for classes taken at VCSU and a 50% tuition discount for classes
taken at another NDUS institution.
Employee’s spouse and dependents will receive a 50% tuition discount for classes taken at VCSU.
State Vehicles
State vehicles are available for employees with a valid driver’s license to use while on state business. State vehicles
should be used for travel rather than taking the employee’s own vehicle and incurring mileage whenever possible.
Flexible Scheduling
An employee's actual work day may differ from normal office hours either:
1. At the employee's initiative and subsequent supervisor approval
2. To better meet the needs of the department.
Staff coverage that is adequate to meet the operating requirements of the department is required at all times. The
flexibility schedule must be regular, consistent, and documented in the employee’s personnel file.
Employee Assistance Program (EAP)
The Village Family Service Center provides services to employees and their dependents for issues involving
relationships, the workplace, emotional health, and service for financial and legal counseling, and many other topics.
All services provided by The Village EAP are strictly confidential. The discussion of any problem is just between you
and the counselor. Your employer and your co-workers will not have any knowledge of your request for help. The
program is available to all employees and their eligible household members as defined by the provider.
Additional Perks
 Athletic Events: VCSU employees and one guest will be admitted to athletic events by presenting their
university ID card.
 Pool: VCSU employees, spouse, and dependents are able to use the pool for free. The pool is located in the
Student Center.
 Viking-I and Cafeteria Meals: Pay for meals in advance and store money on your Viking Card to realize savings
and no tax on food.
 Viking Grounds: Coffee Barista serving Starbucks Coffee in made to order beverages.
 Counseling Services: Any personal concern is appropriate to bring to a counselor. Any subject can be
discussed, any type of discomfort, or just simply a relaxing talk. Everything is kept confidential.
 Fine & Performing Arts: Art gallery exhibits, student and professional musical performances, VCSU Community
School for the Arts, Theatrical performances, and many other guests. Faculty and staff are encouraged to
purchase a season ticket to the VCSU theatre, as it gives special privileges in addition to the bargain price;
however, all faculty and staff are entitled to two free tickets for the opening night of each show.
 Delta Airline Discount Program: Receive a discount when you book a Delta flight using the “Delta EDP Link”
accessed through PeopleSoft Employee Self-Service or when booking through a travel agent.
Council of State Employees (COSE)
The Council of State Employees prepares numerous discounts for all North Dakota state employees, which can be
viewed on their website.
Sanford Health Plan: Dakota Wellness Program
Sanford Health Plan members can earn $20 each month when you work out at your local fitness center at least 12
days a month.
Sanford Health Plan: bWell Dashboard
Earn points by participating in the activities on your dashboard to qualify for $250 in annual wellness incentives.
12 | P a g e
Return to Table of Contents
Appendix A: Emergency Procedures
13 | P a g e
Return to Table of Contents
Appendix B: Quick Reference Guide
Office Supplies
Bookstore
37141
Student Center
37990
Student Center
37728
Student Center
37124
Student Center
37161
Field House/Bubble
37705
Facilities Services Office
37708
Power House
ID Card, Room Scheduling, Swimming Pool
Information Desk
Housing, Guest Rooms
Housing
Food, Catering
Sodexo
Athletic Events, Weight Room, Racquetball Courts
Athletics
Keys, Parking Permit, State Fleet Vehicle, Maintenance, Furniture Moving
Facilities Services
Security, 24-Hour Services (Maintenance, Emergency)
Power House
Computer Support, Network Support, Phone Support, Technical Equipment Rental
Help Desk
37341
Rhodes Science Center
Nurse
37212
Graichen Gym
Circulation Desk
37277
Library
37363
McFarland Hall (1st Floor)
37232
McFarland Hall (2nd Floor)
37401
McFarland Hall (2nd Floor)
Personal Medical Concerns (not work related)
Library
Mail, Printing, Graphic Design
Faculty Material Center (FMC)
Pay Bills, Reimbursement, Purchasing, Check Cashing
Business Office
Human Resources, Payroll, Hiring, Employee Relations, Benefits
Employee Services
14 | P a g e
Return to Table of Contents