1. Welcome to our Support Site!

The Technology Service Catalog
Now Available!

A new site, called the Service Catalog, is now available on RacerNet, myGate, the Support Site, and the Quick Links on Murray State's homepage.

If you called or emailed Information Systems, the Service Desk, or TSCS for technology support in the past, you’ll be able to request the same support through the Service Catalog. Think of it as a comprehensive technology catalog: a ticketing system where you can submit and review your service requests at any time, regardless of Service Desk hours, and a support site where you will have quick access to user guides and instructions.

After you put in a request for technology support or a service, you will be able to track the progress made and receive confirmation when the request has been completed.

We will continue to add more technology services and look for ways to improve everyone’s experience with the Service Catalog. We welcome your feedback and suggestions. If you have a question or a need and do not find a relevant technology service, please let us know by using the We’re Listening! link on the Service Catalog Home page and at the bottom of every service.

The Process

  1. On RacerNet, myGate, the Support Site, or the Quick Links on Murray State's homepage, click on the Service Catalog link.
  2. Click on the Request Assistance button to find the service through its related category
    -OR-
    Click on the Search button to type in keywords and locate the service or Knowledge Base article that best meets your need.
  3. If you see a Request This Service button, you can log in with your myGate account, fill out the online form to create a ticket, and track its progress through the View My Requests button on the Service Catalog Home page.

Please use the article listing to the left, or the search options at the top to find what you are looking for. Have a general question or can't find what you are looking for? Please use the "Submit a Question" button at the top to let us know!

myGate Account Help: If you are needing assistance logging into myGate, please call the Service Desk during our Office Hours below.

 

Murray State Office Hours
Monday - Friday, 8:00am - 4:30pm
Summer Hours: M-F, 7:30am - 4:00pm

Contact the MSU Service Desk
msu.servicedesk@murraystate.edu
Phone: 270-809-2346

 

Emergency Information during severe weather and weather-related electrical outages will be communicated via an all-user email, MSU Facebook page, MSU Twitter account, the MSU Homepage, and WKMS-FM 91.3 FM station.  Read more about University Weather Alerts and the Action Plan for All Types of Campus Electrical Outages.


Helpful Links:

RacerNet

Murray State Homepage

Service Catalog

RacerMail

Canvas

myGate

People Finder

Academic Calendars & Scheduling

 

 

2. Administrative / Procedures
2.1. Accounting
2.1.1. Agency Payment Request Form, Procedures, and Agreement

The Agency Account Fund Procedures and Agreement document contains the procedures for setting up an agency account, depositing funds into the account and making disbursements from the account. Page 2 of the document is the Agreement, which will need to be completed and signed by the Faculty/Staff sponsor. After the Agreement is signed and in place, the Agency may begin making deposits and disbursements.

Click to view the Agency Fund Procedures and Agreement.

For questions regarding Agency accounts, procedures and the Agreement, please call Tony Barron at 270-809-4173.

 

The Agency Payment Request Form is used when an Agency account wishes to make a payment from their funds. Complete the form and be sure to mark whether you wish to pick the payment up or have it mailed. After completing the form, have the Faculty Advisor sign the form and bring it to the Accounting and Financial Services department on the second floor of Sparks Hall. 

Click to open the Agency Payment Request Form.

For questions completing the form, please call Kay Graves (270-809-4128).

 

 

 

2.1.2. Banner Finance Request for Alternate Approver

The Banner Finance Request for Alternate Approver is used for assigning a person to be able to approve in Banner requisitions, direct pays and budget transactions on another's behalf. Both the originator and the alternate approver will have to sign the form. The form may then be either mailed to 200 Sparks Hall or faxed to 270-809-3014.

For assistance with the form please call Tina Sharp at 270-809-4129.

 

Click to open the Banner Finance Request for Alternate Approver form.

2.1.3. Bicycle Loan Guidelines

Murray State University now offers the Bicycle Loan Program to faculty and staff, if employed for six (6) months or longer. The Bicycle Loan Program will provide 80 percent of the cost of the bike and one (1) helmet up to a maximum outstanding balance of $2,000.00.

 

Click Bicycle Loan Guidelines (PDF) to read all of our guidelines and how to proceed with getting a bike loan. 

 

Call Carolyn Pollock at 270-809-3789 with any questions.

2.1.4. BTR - Budget Transaction Form

The Budget Transaction Form (BTR) is where transactions pertaining to departmental budgets are made. The form will have to be completed and then sent to Accounting and Financial Services, along with pertaining documents. 

Please call Shamira French at 270-809-4214 with any questions pertaining to this form.

 

Click to open the Budget Transaction Form (XLS).

2.1.5. Budget Transaction Procedure

Click to view the Budget Transaction Procedure 

2.1.6. Cash Transmittal Instructions and Form

The Cash Transmittal Form (PDF) is completed when a department or agency would like to deposit money into its account in the Cashier's office. Click to view the Instructions for Preparing Cash Transmittals and Web Deposits

Click to open the Cash Transmittal Form.

After completing the form, complete the information on a deposit bag, take it to the second floor of Sparks Hall and drop the bag in the drop box at the Cashier's office. They will in turn send you a receipt through campus mail, as soon as your transmittal is processed.


Please call 270-809-2691 with any questions regarding Cash Transmittals and Web Deposits.


 

 

2.1.7. Change Fund Form & Policies

CHANGE FUND POLICIES

Change Funds consist of coins and/or small denomination currency, kept on hand by departments or areas receiving payments, and used for returning the correct amount of change to persons making payments, e.g. for library fines and changers, copies, parking fines, course fees, food service, testing fees, campus event admission tickets, summer programs, etc.

Change funds may be permanent (library, copy center, food services, etc.) or temporary (summer programs, athletic event admission, etc.) in nature. The established amount of funds will vary depending on the estimated volume of transactions. (Food Service would normally be expected to require more change than the Testing Center, for example.)

Any area or department receiving money may request the establishment of a change fund. It is the responsibility of each Department Chair, Dean, Director and fund custodian to be aware of and to comply with these policies and related procedures.

I.  ESTABLISHING A FUND
  • Requests for change funds will be reviewed and approved by the Director, Office of Accounting and Financial Services or his/her representative.
  • The amount of the fund will be determined based on estimated need on an individual bases.
  • The Department Chair, Dean, or Director may, at his discretion, appoint a fund custodian to administer the fund; however the budget unit head is ultimately responsible for all cash assigned to his department.
  • In the event that the responsible budget head is transferred to another position with in the University or is terminated, the fund will be closed. The incoming budget head may request a change fund at his/her discretion.

II.  USE OF FUND
  • Change funds will be used only for returning the proper change to patrons making payments. Change funds will not be used as petty cash funds and will not be mingled with any other funds – either departmental or personal. Checks will not be cashed from these funds. Loans will not be made from these funds. Expenditures will not be paid from these funds.

III.  ACCOUNTABILITY

  • The actual cash in the fund should at all times equal the established amount of the fund.
  • At least annually the need for and the amount of the fund will be reviewed, and confirmation of the fund balance will be made.
  • In the event of a shortage in a change fund, the budget unit may be held liable for the shortage.
  • At the discretion of the Director of Accounting and Financial Services, change funds may be terminated for misuse of the fund, including but not limited to:
    1. Fund Shortages 
    2. Mingling Funds 
    3. Using fund for unauthorized purposes.


CHANGE FUND PROCEDURES

The following procedures should be followed by areas or offices using change funds. It is the responsibility of all fund custodian and Department Chairs, Deans or Directors with change funds to be aware of and comply with these procedures and related policies.

I.  ESTABLISHING FUND
  • A Change Fund Request (form CHGFND) should be completed and forwarded to the Director of Accounting and Financial Services for review.
  • When the request is approved, a ledger account number will be assigned, and a check cut to the fund custodian.

II.  FUND CUSTODIAN

  • Large bills and necessary coin amounts may be exchanged at the University Cashier’s Office during normal working hours, Monday-Friday 8:30 A.M. to 4:00 P.M. (Fall/Spring), and 8:00 A.M. to 3:30 P.M. (Summer).
  • If there are any questions regarding the above, please contact the Bursar’s Office at 270-809-2318.

Last updated March 1, 2006

2.1.8. Computer Loan Guidelines

All full-time faculty and staff employed at the University for 6 months or more are eligible to participate in the program.

Microcomputer hardware, for the purpose of this program, is a CPU, keyboard, printer, monitor, scanner, or other peripheral units.

Items excluded from the program are separately purchased software packages, digital cameras and other supplies.

The Personal Computer Program will provide 80 percent of the cost of computer hardware up to a maximum outstanding balance of $2,000.00.

 

For questions regarding the Computer Loan Guidelines and Procedures please call Carolyn Pollock at 270-809-3789.

 

Click to view the Computer Loan Guidelines (PDF)

2.1.9. Discretionary Expenditure Regulations

The Discretionary Expenditure Regulations (PDF) document lists what can be purchased and by which account(s). Click to review the Discretionary Expenditure Regulations

For questions regarding the Discretionary Expenditure Regulations please call Kay Graves (270-809-4128).

2.1.10. FY 2016-17 Closing Schedule
Click to view the FY 2016-17 Closing Schedule. Please call Stephanie Jennings at 270-809-4170 with any questions.
2.1.11. IAB - Inter-Account Bill

The Inter-Account Bill is used for the transfer of actual revenues and/or expenses. Actual revenues and expenses are considered "real" revenues/expenses which have already occurred and have been posted to the ledger. These DO NOT include budget transactions or funds encumbered for future use. Also, this form may NOT be used to transfer salary and wage expenses. DEBITS MUST EQUAL CREDITS.

For assistance with the Inter-Account Bill please contact Tony Barron at 270-809-4173.

 

Click to open the IAB - Inter-Account Bill Form.

2.1.12. Lost Or Stolen Purchasing Cards
If a purchasing card is lost or stolen, the cardholder should immediately notify the following:
  • US Bank at 1-800-344-5696 (available 24 hours a day, 7 days a week)
  • The Department of Public Safety and Emergency Management at 270-809-2222 (available 24 hours a day, 7 days a week)
  • PCard Program Specialist at 270-809-3012 (M-F, 8am-4:30pm normal business hours)
Replacement cards will arrive within 2-5 business days.
2.1.13. Petty Cash Fund Request Procedures and Form

Petty Cash funds consist of money kept on hand by departments to be used for minor operational expenditures, ex. For small supplies unavailable through Central Stores, freight charges on items delivered directly to a department, etc. Any budget department may request the establishment of an imprest petty cash fund. It is the responsibility of each Department Chair, Dean or Director and fund custodian to be aware of and to comply with these policies and related procedures.

Click to view the Petty Cash Fund Procedures

Click to open the Petty Cash Fund Request Form.

For assistance with the Petty Cash Fund Request form please call 270-809-4126.

2.1.14. Purchasing Card Application Instructions

All cards will be issued in the cardholder's name. Only the cardholder named on the front of the purchasing card may use the card.  Even though the card is issued in the cardholder's name, it is the property of Murray State University and is only to be used for official purchases as defined in these procedures.

Obtaining A Purchasing Card 

The following steps must be completed to obtain a new purchasing card:

  • Complete the Purchasing Card Application
  • Your supervisor, who is responsible for the assigned budget account number referenced on the Purchasing Card Application, must approve the Application.
  • Forward the signed Purchasing Card Application to Accounting & Financial Services.
  • Once the cards are received from the issuing bank the cardholder will be notify when they are available to be picked up.  First time cardholders must receive the purchasing card in person at the required training session and sign a Purchasing Cardholder Agreement.
  • Purchasing Cards are available on restricted accounts with appropriate approval.
  • The Grants Accountant, in the Accounting & Financial Services Department, will approve all card applications using a grant or contract account number. Upon each renewal of the grant, you must notify Procurement Services to provide the new account number. The appropriate changes will be made to your card. If the grant is not renewed, you must cancel the purchasing card.
2.1.15. Purchasing Card Audits
Accounting & Financial Services, and the University’s Internal Auditor will audit accounts to ensure reconciliations are completed in a timely manner and that cards are being used according to these procedures and University Discretionary Expenditure Regulations. Three audits are possible – daily audits, monthly audits, and audits by external auditors. Daily audits are transactions that get reviewed daily for sales tax, split purchases, and unallowable purchases. If there is a question in regard to a daily transaction, the cardholder will be contacted via e-mail.  A monthly audit consists of the purchases for multiple months being reviewed. These audits may either be mailed in or conducted in the cardholder’s office. Monthly audits are chosen at random, unless a specific audit request has been made. External auditors will randomly choose specific reconciliations to review during their annual audit.
2.1.16. Purchasing Card Procedures

Purchasing Cards supplied to those that need them on campus. There are rules and procedures however, to having the purchasing card. 

Click to view Purchasing Card Procedures (PDF)

2.1.17. Purchasing Card Record Keeping
As with any charge card, you must retain the sales slip, cash register receipt, invoice order form and packing slip for your protection.

Cardholders should always obtain an itemized receipt for each transaction. An itemized receipt is defined as an invoice, cash register receipt, sales slip, or packing slip which contains an itemized list of goods purchased, with dollar amounts, and the name and location of the supplier. An employee of the supplier must sign handwritten receipts. If a cash register tape does not have descriptions, write them on the tape. Any transaction without a properly substantiated receipt is subject to reimbursement of the university by the cardholder.

Only local meals are allowed on the Purchasing card and they must be an allowable expense per University Discretionary Expenditure Regulations. Receipts must be itemized and must include the group name, reason for the meeting and list of attendees. Credit card slips are not sufficient for audit purposes. You must also include these three things for any food/beverage purchase.

Travel related expenditures are allowed on the PCard, except for meals and mileage for personal vehicles. Receipts must be itemized, and a signed copy of the Travel Request must be attached to the expense report.

You will need to log onto the issuing bank’s website in order to print your statement every month.  The website address is https://access.usbank.com .

Reconciliations should be completed by the last day of the following month. The reconciliations, along with the appropriate receipts and other documentation, must be retained in the cardholders department.  A copy of your signed credit card statement must be sent to Accounting & Financial Services by the last day of the following month. The cardholder and account manager must sign the credit card report. If the reports are not sent to Accounting & Financial Services by the last day of the following month, your card account will be suspended. Any cardholder whose card is suspended for 3 months will have their card privileges revoked.

 

2.1.18. Purchasing Card Usage Instructions
The Purchasing Card Program provides for items costing less than $2,500. No single purchase is to exceed $2,500, including shipping and handling. Always use the Discretionary Expenditure Regulations first to determine what expenditures you can charge to which ledger account.  If it is allowed on the Discretionary Expenditure Regulations, then review the Purchasing Card Procedures to see if it is allowed on your PCard. 

The card is not to be used for the following commodities:
  • 1099 Reportable Payments
  • Alcoholic beverages
  • Cash advances
  • Gift Cards or Gift Certificates
  • Independent contractors
  • Individuals providing a service (i.e. game officials, speakers, consultants, farriers)
  • Insurance
  • On-campus purchases (i.e. University Store, Food Services, Printing Services, etc.,) should continue to be processed with an Inter-Account Bill.
  • Payments for legal services
  • Payments for medical services
  • Personal items
  • Prescription drugs and controlled substances
  • Radioactive and hazardous materials
  • Rental payments to an individual, sole proprietor, or partnership
  • Travel related expenditures for meals and mileage 

 

2.1.19. Travel Procedures, Requests and Vouchers

When an employee or group needs to travel, a Travel Request form is completed. The estimated cost of the trip is calculated here. This form will need to be completed for any trip outside of the state of Kentucky. 

There are some procedures that must be followed when traveling for the University. Before traveling, procedures must review our Travel Procedures, which are accessible below.

There are two types of travel requests:

1 - Travel Request - an individual uses this form to request an advance of funds for the trip. An estimated cost is calculated on the Travel Request Form and then if approved, the money is given to the traveler.

2 - Group Travel Request - if a group (three or more students and a faculty member) is going to travel together, then the Group Travel Request is completed. This form calculates an estimate for the entire group to travel on the trip. After the request is approved, the advance of the estimated amount is given to the group's coordinator/faculty member. 

After travel, whether individual or group, the Travel Voucher form (PDF) is completed. Here the total amount of the trip is calculated and then any extra money is returned to the University or issued to the traveler.

 

Contact Kay Graves (270-809-4128) with any questions regarding the Travel Procedures, Travel Request form or Travel Voucher.

 

For best results, clear your cache (Ctrl + Shift + Del) before opening any of these forms.

 Also, make sure you have the most current version of Adobe Reader - Version 11.0.10. 

 

Click to view the Travel Procedures Revised 11/1/2016 

Click to open the Travel Request Form

Click to open the Group Travel Request Form

Click to open the Travel Voucher Form Revised 11/1/2016

2.2. Admissions
2.2.1. Advanced Finds

Advanced finds can be wonderful tools for reporting, communications, identifying specific groups of applicants, and many other useful tasks.  

As helpful as they are, creating the filter and the fields used for your data can be quite tricky and misleading if not coded properly and can be your worst enemy with inaccurate data.  For this reason, we ask that you contact your Recruiter support staff to assist you with building your finds.  If you let us know what you are looking for and what information needs to be included in your results, we'll build a view to share with you/your area and let you know how it can be modified for future usage.

Basic custom finds for your area may already been shared with you, and can be used immediately.  To learn more about what you can be doing with advanced finds, check out the sub-articles listed in this section.

2.2.1.1. Running/Exporting Advanced Finds
Data from advanced finds can be saved as Excel files to your computer.  Click here for detailed instructions and additional information.
2.2.1.2. Sharing Advanced Finds
Advanced finds that have you have created or that have been previously shared with you can be shared with other users. Click here to learn more about sharing advanced finds.
2.2.2. Applications
2.2.2.1. Application Tips
Within this document, you will find tips for common things that are overlooked on the application and may cause trouble when you are ready to send to ERP.  
2.2.2.2. Checklist for Processing

This document is a quick processing checklist for Recruiter.  It's an outline of the basic steps of the system and processing an applicant, but may not include department-specific steps in the process.

Click here for the processing checklist.


2.2.2.3. Deactivating an Application

If you are needing to deactivate an application, please be sure you take the proper steps for the supplements and application folder for that specific application as well.

Click here for a step-by-step guide for this process.

2.2.2.4. ERP Help Guide
If you're having trouble with information sending from Recruiter to Banner, please refer to this document for help tips before contacting Recruiter support.
2.2.2.5. Processing Application Fee Waivers, Checks, and Cash Payments

When you receive an application fee waiver, a check, or cash for an application fee, please follow these procedures for processing this item.

*Please note: If you have additional steps your area takes when processing cash or checks (adding the transaction to a document for the Bursar's Office, etc) make sure you follow protocol in addition to the Recruiter steps.

2.2.2.6. Process for Application Fee Payments that are Unsuccessful
When the Bursar's Office contacts you to let you know a fee payment was not successful (due to insufficient funds, etc), they will give you the reference number for the application.  Use that number to search in the "Applications" section of Recruiter. Please follow these steps once you've found the application:

-Change the "Application Fee" supplemental item back to "Not Received"
-On the application, override the status back to "Started" and make a note at the bottom of the application. 

When the student logs back into their application, they will now be able to access the payment portion of the application again, then once payment has been made, the application will update back to "Submitted" status.

For fraudulent application fee charges, go through the full deactivation process for the application, then deactivate the Contact record as well.  Please make sure you make a note at the bottom of the application indicating a fraudulent charge was made.  Additionally, you can delete the External User ID for this student so they cannot log back into their inactive account.

 

2.2.2.7. Promo Code Usage

If you are needing a promo code set up, please open a ticket for Recruiter support and supply them with the follow information:

-Name of code
-Start Date
-End Date
-If there is a restriction on the number of uses

To check to see who has used the specific promo code, follow these directions.

Note:  When a student uses a promo code, their application does get changed to "Submitted", but their Application Fee supplemental item will still say "Not Received".  You can change the status to "Waived".

2.2.2.8. Re-Assigning an Application to a Previous Contact Record

If a student has been previously admitted through one account, but later applies (potentially as another student type) using a different account, their new application will need to be assigned to the initial Contact record that is associated with their M#.  Click here for more information about re-assigning the application.  

*Please note:  Just like any other duplicate (a student who has two Contact records), you will need to contact Recruiter support for their information to be merged after you've followed the steps listed in the above instructions. 

2.2.2.9. Re-Assigning Supplemental Items to Another Application
If you are needing to assign a specific supplemental item (or set of items) from one application to another application (they possibly include an attachment you need to keep, etc), follow these instructions.
2.2.2.10. Setting a Dashboard as your Default-First Time Use
If this is the first time you are using the Recruiter console, follow these steps to set up your default dashboard.
2.2.2.11. Students with Multiple Applications

If a student has started multiple applications, you can follow these steps to remove the extra applications from their record.

Remember, whichever application you are wanting to use and need to show on the Contact record will have to be set as the Primary Application.  

2.2.3. Helping Students with their Accounts
2.2.3.1. RAMP Process
The Recruiter Account myGate Portal (RAMP) is a way for students to instantly access their myGate, Racermail, and network accounts once they are admitted.  Click here for a walkthrough of the RAMP process for a student.
2.2.3.2. Resetting Passwords/Unlocking Accounts
If a student needs the password reset to their application account, or says they are locked out of their account, follow these steps to reset their information.
2.2.3.3. Uploading a Document
For admissions areas that have supplemental items that can be uploaded by the student, here is what the student sees when uploading the item within their account.
2.2.4. Looking up a Student's Information

If a student has a Contact record in Recruiter, they are in our system to receive recruiting communications, potentially have an application, and more.

The Contact record is the hub of the student's information.  From here, you can see if the student has an application, what's missing from their application, track transcript information and test scores, and view events they have attended among other things.  If you're wanting to find information on a student, this is where your search should begin.

IMPORTANT: If a student has STARTED an application, the most up to date information may not be displayed on the student’s Contact record.  Once the application is SUBMITTED, the information will feed onto the Contact record, overwriting the information that was there from being manually entered in from an information or visit card, import, previous application etc.  The Primary Application’s information (once submitted) will always take precedence on the Contact record, that is why information MUST be edited on the application.

2.2.4.1. Contact Record - Searching Tips and Section Breakdown

This article will guide you through how to search for a Contact record and will outline where specific information can be found on the record, section by section.

New users:  This article will be EXTREMELY useful for getting familiar with the system and to help you with a flow for processes. 

Current users: There will be information in this article that will potentially be new to you as well, this is one you'll want to read over carefully.

Click here for must-read information about the anatomy of the Contact record

2.3. Continuing Education
2.3.1. Online Course Survival Guide (for instructors)
MSU's Distance Learning - Online Course Survival Guide for Instructors (2014) (PDF)

In this document, instructors will find information on policies and procedures of MSU's Center for Continuing Education and Academic Outreach, and the Center for Teaching, Learning, and Technology. This is a familiarizing guidebook for faculty who are currently teaching or who plan to teach online.  

This guide includes information on payments and stipends, online courses, scheduling, FERPA, security, intellectual property, course promoting, resources, checklists, and using Canvas, Tegrity, and Collaborate.
2.4. Financial Aid

Disbursement, Refund, & FAFSA Requirement Information

Disbursement of federal/state aid and scholarships to eligible students will begin after the drop/add period, which is after the 5th day of classes.

  • For Spring 2017, refund checks (for students with credit balances after the disbursement of aid) should begin to be available beginning February 1st, 2017. Disbursements and refund checks will be processed on a weekly basis thereafter for late awards and/or adjustments.
  • Students are encouraged to sign up for direct deposit in order to receive refund checks in a timely manner. Direct deposit signup is available via myGate/Money Tab/Student Refunds/Direct Deposit Signup.
  • Murray State requires the completion of the Free Application for Federal Student Aid (FAFSA) for all undergraduate students receiving institutional aid.
  • The FAFSA can be completed at www.fafsa.gov. If the FAFSA is not completed, institutional aid will not be disbursed to the student's account.
  • If you have chosen to not submit or complete the FAFSA to be considered for institutional aid, please complete and send the Declination of Free Application for Federal Student Aid (FAFSA) Requirement form to the Financial Aid Office, using the contact information in the form.  
  • If you have additional questions, please contact us at msu.sfa@murraystate.edu.


Please note that financial aid forms can be found by going to 'Forms' and clicking on 'financial aid' 

2.4.1. Consumer Information
2.4.1.1. Accreditation

The names of associations that accredit, approve, or license Murray State University and its programs can be found online here.

If you wish to review documents describing Murray State's Institutional Accreditation and Professionally Accredited Programs, a written request should be submitted to the Office of the Provost and Vice President of Academic Affairs, 333 Wells Hall, Murray, Kentucky 42071

2.4.1.2. Athletic Program Participation Rates and Financial Support Data

For athletic compliance information, review the following links or contact Steve Harrell at 270-809-3430.

 

Athletic Program Participation Rates and Financial Support Data

Athletic Compliance Reports 

2.4.1.3. Campus Security Policy and Crime Statistics
Murray State University are committed to assisting all members of the MSU community in providing for their own safety and security. If you would like to receive the combined Annual Security and Fire Safety Report that contains this information, you can stop by the University Police Department at 101 Public Safety Building, Murray, KY, 42071 or you can request that copy to be mailed to you by calling 270-809-4810.

2.4.1.4. College Navigator
To compare Murray State University to other colleges/universities, visit the College Navigator.
2.4.1.5. Constitution Day
The Department of Political Science will organize our Constitution Day program to be held each year in September. For more information, please contact the department of Political Science and Sociology at 270-809-2661.
2.4.1.6. Drug Free Institution Policy
Murray State University is a drug free institution.  View our Drug Free Institution Policy.
2.4.1.7. Family Education Rights and Privacy Act (FERPA)

Institutional Policy


The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records, including:

 

 

1.   The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. A parent of a dependent student as defined in section 152 of the Internal Revenue Code may request permission to view a student’s educational records upon showing proof of dependency. Release of such information is at the discretion of the Registrar.

 

2.  The right to request the amendment of the student's education records that are believed to be inaccurate or misleading.  The student should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for an amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

 

3.   The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent, as follows: 

 

a) Disclosure without the student's consent is permissible to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); the University attorney; appropriate community safety and emergency personnel to whom information regarding students is to be provided pursuant to KRS 164.9495; a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a contractor, consultant, volunteer, or other person or entity to which the University has outsourced institutional services or functions, and who is limited as to use, maintenance, and re-disclosure of information; a person serving on the Board of Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.  In addition, the following groups are specifically recognized as “school officials” within the definition of FERPA for the limited purpose of receiving at any time listings of names and addresses of students, including in-coming students, and/or student directory information:  MSU Alumni Association; Murray State University Foundation, Inc; a person or company who performs a service for MSU that serves a legitimate educational interest; authorized representatives of federal or State supported education programs if disclosure is in connection with an audit or evaluation of supported programs or for the enforcement of or compliance with legal requirements that relate to those programs.

 

A school official has a legitimate educational interest if the official needs to review or receive any education record in order to fulfill his or her professional responsibility or if the service to or for MSU is of a type that MSU would normally perform itself including one which MSU has outsourced.


As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records - including your Social Security Number, grades, or other private information - may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("Federal and State Authorities") may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

 

b) FERPA allows the institution to routinely release information defined as "directory information." 

The following student information is included in the definition: 

  • the student's name
  • addresses
  • telephone listings
  • campus e-mail address
  • date and place of birth
  • fields of study
  • photograph
  • participation in officially recognized activities and sports 
  • weight and height of members of athletic teams
  • dates of attendance
  • enrollment status (including full-time, part-time, not enrolled)
  • degrees (pending and received)
  • awards or honors received and the most recent previous educational institution attended

 

When a student wants the directory information to remain confidential, an official request form must be completed in the Registrar’s Office within the first five days of class of the school term.  If a student requests directory information withheld during a term and does not return to Murray state after that term, that request remains in force until such a time as a formal written statement removing that hold is received from the student rescinding that request. Murray State will release directory information to school officials or others with a legitimate educational interest.

 

 

4.   The right to file a written complaint with the Family Compliance Office of the United States Department of Education concerning an alleged failure by MSU to comply with the provisions of FERPA.

 

a) The complaint must contain specific allegations of fact giving reasonable cause to believe that a FERPA violation has occurred. A complaint does not have to allege that a violation is based on a policy or practice at MSU. 

 

b) To be timely, a complaint should be submitted to the Family Compliance Office within 180 days of the date of an alleged violation. The Family Compliance Office may extend the time limit for good cause shown. 

 

c) The complaint may be filed at: Family Compliance Office, U.S. Department of Education, 400 Maryland Ave, S.W., Washington D.C., 20202. 

2.4.1.8. Loan Counseling
In order to receive a Direct Student Loan, students must complete entrance counseling. To complete the loan entrance counseling, visit Studentloans.gov by clicking on the following link: Entrance Counseling.

If a student has ever received federal loans and their enrollment drops below at least half time at Murray State University, they must complete exit counseling. To complete the loan exit counseling, visit Studentloans.gov by clicking on the following link: Exit Counseling.
2.4.1.9. Net Price Calculator
To calculate Murray State University expenses and financial aid eligibility, use our Net Price Calculator.
2.4.1.10. Non-Discrimination Policies
The Office of Institutional Diversity, Equity, and Access works to ensure that the university makes a good faith effort at providing a working and learning environment that is welcoming of diversity and  free from discrimination and harassment. Applicants for employment, employees, and prospective and enrolled students of the university are protected against discrimination on the basis of race, color, religion, sex, national origin, age, disability, veteran status, and sexual orientation.
2.4.1.11. Preferred Private Lender List

Murray State University does not use preferred lender lists for Private Loans.  We utilize a historical lender list using the tool Fast Choice. To access this list, please click on the following link: Fast Choice.

2.4.1.12. Refund of Tuition and Fees
Please visit the Bursar's Office for information regarding refunds of charges.
2.4.1.13. Retention, Completion, and Graduation Rates

For information regarding Murray State University's retention, completion, and graduation rates, please visit the Office of Institutional Research.

2.4.1.14. Student Complaints
  • Students should attempt to resolve issues through all means available at Murray State University, including published university grievance and appeal procedures.
  • If the issue cannot be resolved through these procedures, a complaint can be submitted to Murray State's accreditor at: Commission on Colleges, Southern Association of Colleges and Schools, 1866 Southern Lane, Decatur, GA 30033-4097.
  • Information concerning the process to follow and the forms to file can be found at SACSCOC Complaint Policy.
  • Students can also contact the Kentucky Council on Postsecondary Education at 1024 Capitol Center Drive, Suite 320, Frankfort, Kentucky 40601-7512 or the Office of the Attorney General, Consumer Protection Division, 1024 Capital Center Drive, Frankfort, Kentucky 40601 or by accessing the Office of the Attorney General’s website.
  • Students can also contact your home state representative.
2.4.1.15. Textbook Information

Looking for textbooks used in your classes?

Students can access online information regarding required textbooks, sale of textbooks, including book title, price, and ISBN information and other materials for all courses in a given semester by accessing this link or this link provided by the university bookstore. 


Charge now, pay later! 

Students who rent or buy from the University Store have the option to charge to their student account and pay later or make payments. Required textbooks, syllabus items, classroom supplies and backpacks are eligible to be charged to student accounts. A Student ID is required at the time of purchase.

Books may be purchased by using student’s refund, personal payment, or charging books to student account and that payment is made by student/parent/or student financial aid.


2.4.1.16. Transfer Student Services
For information on transferring coursework to MSU, please visit Transfer Center.
2.4.1.17. Tuition and Fees
Please visit the Bursar's Office for tuition and fee information.
2.4.1.18. Vaccinations
For information regarding the University’s vaccination policy, please contact Health Services at 270-809-3809. For information, please visit Health Services website.
2.4.1.19. Veterans and Their Families
For information regarding higher education at Murray State University for veterans, please visit Veteran Affairs.
2.4.2. Policies & Procedures
2.4.2.1. Census Date - Why the 5th day of Fall/Spring is important
Murray State University considers the end of the drop/add period for the fall and spring semesters (the 5th day of the semester) the census date.
  • This date is used to determine a student's enrollment level (full time, half time, less than half time).
  • A student's enrollment level determines the portion of their grant(s) and KEES scholarship they are eligible to receive.
  • As per federal policy, even if a student adds courses after the census date, they will not gain additional grant/KEES eligibility.
  • However, if a student drops a course(s) after census that has not yet started (for example, a second half semester course), a student will lose eligibility.

It is very important for a student to schedule all the necessary classes during the first 5 days of the semester.

Per federal regulations, there can be no exceptions to this regulation even if the class was closed and the professor later allows more students in the class, the student had to finish the first half semester class before scheduling for the second half semester class, or for any other reason.

Please contact a financial aid counselor for any additional questions regarding this policy. 


2.4.2.2. Classes Must Count Toward Degree to be Eligible for Financial Aid

Financial Aid may only be awarded to courses that apply toward a student's degree.

If it is determined that aid was provided for an ineligible course(s), the financial aid department is required to recover those funds and return them to the originating program (e.g. the Department of Education, Kentucky Commonwealth, etc.).

Any balance that is due to MSU as a result of the funds being recovered is the responsibility of the student and must be paid prior to enrollment in a subsequent semester.


2.4.2.2.1. Concurrent Enrollment

Students who are attending at least three (3) credit hours as a degree seeking student at Murray State University and are concurrently enrolled at another institution(s) may be able to receive federal aid for their combined enrollment.

  • To be eligible, the hours enrolled at other institutions must transfer in to MSU and count toward their degree.
  • Students must submit a completed Concurrent Enrollment form for each school in which they are enrolled to be considered for loan and Pell eligibility. 
  • If a student withdraws or ceases attendance of any course at any of the institutions, they may lose financial aid eligibility for that semester.
  • Students should speak with a financial aid advisor for additional guidance prior to dropping any course for which they are receiving aid. 

Concurrent Enrollment Form

2.4.2.3. Consent to Release Student Information to the Student and Others
 

Murray State University maintains full compliance with the Family Educational Rights and Privacy Act (FERPA).

Therefore, we are unable to provide student information to anyone other than the student unless they have given us express permission to do so.

If a student wishes to grant a parent, spouse, or other third party permanent permission to discuss detailed information with the financial aid (or any other) department, the student must first complete and submit a Consent to Release Student Information form.

Consent Forms must be accessed via your myGate account under either the Financial Aid tab or Academics tab.


2.4.2.4. Conviction of Possessing or Selling Drugs
If your FAFSA has been flagged by the Department of Education because you indicated that you have been convicted of possessing or selling drugs, you may still be eligible to receive federal student aid.

In order to determine eligibility, you must complete the Student Aid Eligibility Drug Worksheet. Based upon the answers you provide, the worksheet will guide you through the next steps you will need to take.

If you have any questions or need assistance in completing the worksheet, please contact a financial aid counselor.  

2.4.2.5. Defense of Marriage Act (DOMA)

On June 26, 2013 the Supreme Court struck down a section of the Defense of Marriage Act (DOMA), which resulted in the ruling that for purposes of federal programs, a marriage is no longer exclusively between one man and one woman.

In addition, for purposes of the Title IV HEA programs, a student or a parent is considered married if the student or parent was legally married in any domestic or foreign jurisdiction that recognizes the relationship as a valid marriage, regardless of where the couple resides.

The Department of Education is applying a “place of celebration” rule. Accordingly, it has determined that any legal marriage that is recognized by the jurisdiction in which the marriage was celebrated will be recognized for Title IV HEA program purposes without regard to whether the marriage is between persons of the same sex or opposite sex, and without regard to where the couple resides.

This determination applies only to marriages. It does NOT apply to registered domestic partnerships, civil unions, or similar formal relationships recognized under state law.

2.4.2.6. Disbursement, Refund, & FAFSA Requirement Changes

Beginning with the Fall 2016 semester, disbursement of federal/state aid and scholarships to eligible students will begin after the drop/add period, which is after the 5th day of classes.

  • For Fall 2016, the first set of refund checks (for students with credit balances after the disbursement of aid) should begin to be available beginning August 31, 2016. Disbursements and refund checks will be processed on a weekly basis thereafter for late awards and/or adjustments.
  • Students are encouraged to sign up for direct deposit in order to receive refund checks in a timely manner. Direct deposit signup is available via myGate/Money Tab/Student Refunds/Direct Deposit Signup.
  • In preparing for this change, students will be allowed to charge books to their student account at the Murray State University Bookstore. Students who live off campus may e-mail the Bursar at msu.bursar@murraystate.edu for an official letter, which can then be provided to landlords documenting the changes in the availability of refund checks.

An additional change includes the requirement of the completion of the Free Application of Federal Student Aid (FAFSA) for all undergraduate students receiving institutional aid.

2.4.2.7. Incarceration

Students incarcerated in federal and state penal institutions aren’t eligible  for Pell Grants, but those incarcerated in local and county penal institutions are potentially eligible for Pell.

A student confined or incarcerated in a juvenile justice facility is potentially eligible for Pell. Students incarcerated by jurisdictions defined as a state in the law, such as the District of Columbia, are considered to be in a state penal institution and aren’t eligible for Pell Grants.

A student isn’t considered incarcerated (and thus barred from potential Pell eligibility) if he or she is in a halfway house or home detention or is sentenced to serve only on weekends, or if he/she is confined in any sort of facility prior to the imposition of any criminal sentence or juvenile disposition while awaiting trial. (Federal Student Aid Handbook pg. 1-76)

As per the Federal Student Aid Handbook (pg.1-17), the definition for Incarcerated students is as follows:

A student is considered to be incarcerated if she is serving a criminal sentence in a federal or state penitentiary, prison, jail, reformatory, work farm, or similar correctional institution (whether it is operated by the government or a contractor).

A student is not considered to be incarcerated, and is still potentially eligible for Pell, FSEOGs and FWS, but not Direct Loans, if he or she is in a halfway house, juvenile justice facility, a local or county jail, a local or county penitentiary or correctional facility, or is subject to home detention or is sentenced to serve only weekends.

 

A parent is not eligible for a PLUS loan if the federal government holds a judgment lien on her property or if she is incarcerated.

 

2.4.2.8. Limit on Subsidized Loan Eligibility

As per the Department of Education, new borrowers "cannot receive subsidized loans for more than 150 percent of the published length of the borrower’s educational program".(FSA Handbook Apr 2015 pg.1-79)

This means, for example, that students in a Bachelor program that is meant to be completed in 4 years, cannot exceed 6 years worth of Subsidized loan usage.

  • A first-time borrower is considered one of the following:
      • Has no balance on any FFEL or Federal Direct Loan as of July 1, 2013,
    • OR
      • Receives their first Direct Loan (any type) on or after July 1, 2013
  • When a student has received Federal Direct Subsidized loans for a period of time that is equal to 150% of the published length of the student’s current academic program, the student may no longer receive subsidized loans for enrollment in that program or any program of equal or lesser length.
  • A student’s maximum time to receive subsidized loans is established based upon the length of the program in which the student is enrolled.
  • Remaining subsidized eligibility is calculated by subtracting the time the student has already received subsidized loans from maximum eligibility for the program in which the student is currently enrolled.

For a more in-depth understanding of this regulation and the impact to loan eligibility, please refer to this document.

2.4.2.9. Loan Code of Conduct

 

Murray State University Student Loan Code of Conduct

 

The belief that no student should be denied an education because of financial need is the cornerstone of the student financial aid program at Murray State. Upon this cornerstone is built a foundation of financial opportunities which include grants, loans, part-time employment and scholarships. This foundation supports Murray State’s desire to provide educational opportunities for all qualified students.

 

It is critical that students and their families have confidence in the assistance provided to them by Murray State University. This Code of Conduct is intended to foster that confidence.

 

  1. Code of Conduct

 

  1. Ban on revenue-sharing arrangements.

 

  1.  Prohibition

 

Murray State University (MSU) will not enter into any revenue-sharing arrangement with any lender.

 

  1.  Definition

    For purposes of this Code, the term “revenue-sharing arrangement” means an arrangement between MSU and a lender under which--

 

(i) a lender provides or issues a loan that is made, insured, or guaranteed under Subchapter IV of 20 USC and Part C of subchapter I of chapter 34 of Title 42 to students attending MSU or to the families of such students; and

 

(ii) MSU recommends the lender or the loan products of the lender and in exchange, the lender pays a fee or provides other material benefits, including revenue or profit sharing, to MSU, or an officer, employee, or agent of MSU.

 

  1. Gift ban.

 

  1.  Prohibition

 

No officer or employee of MSU who is employed in the MSU Student Financial Aid Office, and no officer, employee, or agent of MSU who has responsibilities with respect to Title IV loans (“education loans”), shall solicit or accept any gift from a lender, guarantor, or servicer of education loans.

 

  1.  Definition of gift

 

(i) In general

 

As used here, “gift” means any gratuity, favor, discount, entertainment, hospitality, loan, or other item having a monetary value of more than a nominal amount. The term includes a gift of services, transportation, lodging, or meals, whether provided in kind, by purchase of a ticket, payment in advance, or reimbursement after the expense has been incurred.

 

(ii) Exceptions

 

The term “gift” shall not include any of the following:

 

(I) Standard material, activities, or programs on issues related to a loan, default aversion, default prevention, or financial literacy, such as a brochure, a workshop, or training.

 

(II) Food, refreshments, training, or informational material furnished to an officer, employee, or agent of MSU as an integral part of a training session that is designed to improve the service of a lender, guarantor, or servicer of education loans to MSU, if such training contributes to the professional development of the officer, employee, or agent.

 

(III) Favorable terms, conditions, and borrower benefits on an education loan provided to a student employed by MSU if such terms, conditions, or benefits are comparable to those provided to all students at MSU.

 

(IV) Entrance and exit counseling services provided to borrowers to meet MSU’s responsibilities for entrance and exit counseling as required by law as long as-

 

(aa) MSU staff are in control of the counseling, (whether in person or via electronic capabilities); and

 

(bb) such counseling does not promote the products or services of any specific lender.

 

(V) Philanthropic contributions to MSU from a lender, servicer, or guarantor of education loans that are unrelated to education loans or any contribution from any lender, guarantor, or servicer that is not made in exchange for any advantage related to education loans.

 

(VI) State education grants, scholarships, or financial aid funds administered by or on behalf of a State.

 

(iii) Rule for gifts to family members

 

For purposes of this Code, a gift to a family member of an officer, employee, or agent of MSU or to any other individual based on that individual's relationship with the officer, employee, or agent, shall be considered a gift to the officer, employee, or agent if-

 

(I) the gift is given with the knowledge and acquiescence of the officer, employee, or agent; and

 

(II) the officer, employee, or agent has reason to believe the gift was given because of the official position of the officer, employee, or agent.

 

  1.  Contracting arrangements prohibited

 

  1.   Prohibition

 

An officer or employee of the MSU Student Financial Aid Office or who otherwise has responsibilities with respect to education loans, or an agent of MSU who has responsibilities with respect to education loans, shall not accept from any lender or affiliate of any lender any fee, payment, or other financial benefit (including the opportunity to purchase stock) as compensation for any type of consulting arrangement or other contract to provide services to a lender or on behalf of a lender relating to education loans.

 

  1. Exceptions

 

Nothing in this subsection shall be construed as prohibiting--

 

(i) an officer or employee who is not employed in the MSU Student Financial Aid Office and who does not otherwise have responsibilities with respect to education loans, or an agent who does not have responsibilities with respect to education loans, from performing paid or unpaid service on a board of directors of a lender, guarantor, or servicer of education loans; or

 

(ii) an officer or employee who is not employed in MSU Student Financial Aid Office but who has responsibility with respect to education loans as a result of a position held at MSU, or an agent who has responsibility with respect to education loans, from performing paid or unpaid service on a board of directors of a lender, guarantor, or servicer of education loans, but such officers, employees, or agents must recuse themselves from participating in any decision of the board regarding education loans at MSU.

 

(iii) an officer, employee, or contractor of a lender, guarantor, or servicer of education loans from serving on the Board of Regents but the Regent must recuse him/herself from any decision regarding education loans.

 

 

  1.  Interaction with borrowers

 

MSU shall not

 

  1. for any first-time borrower, assign, through award packaging or other methods, the borrower's loan to a particular lender; or

 

  1. refuse to certify, or delay certification of, any loan based on the borrower's selection of a particular lender or guaranty agency.

 

  1.  Prohibition on offers of funds for private loans

 

  1. Prohibition

 

MSU shall not request or accept from any lender any offer of funds to be used for private education loans, including funds for an opportunity pool loan, to students in exchange for MSU’s providing concessions or promises regarding providing the lender with-

 

(i) a specified number of loans made, insured, or guaranteed under  Subchapter IV of 20 USC and Part C of subchapter I of chapter 34 of Title 42;

 

(ii) a specified loan volume of such loans; or

 

(iii) a preferred lender arrangement for such loans.

 

  1. Definition of opportunity pool loan

 

In this Code, the term “opportunity pool loan” means a private education loan made by a lender to a student attending MSU or the family member of such a student that involves a payment, directly or indirectly, by MSU of points, premiums, additional interest, or financial support to such lender for the purpose of such lender extending credit to the student or the family.

 

  1. Ban on staffing assistance

 

  1. Prohibition

 

MSU will not request or accept from any lender any assistance with call center staffing or financial aid office staffing.

 

  1. Certain assistance permitted

 

Nothing in the preceding sentence shall be construed to prohibit MSU from requesting or accepting assistance from a lender related to--

 

(i) Professional development training for financial aid administrators;

 

(ii) providing educational counseling materials, financial literacy materials, or debt management materials to borrowers, provided that such materials disclose to borrowers the identification of any lender that assisted in preparing or providing such materials; or

 

(iii) Staffing services on a short-term, nonrecurring basis to assist MSU with financial aid-related functions during emergencies, including State-declared or federally declared natural disasters, federally declared national disasters, and other localized disasters and emergencies identified by the Secretary of the United States Department of Education.

 

  1. Advisory board compensation

 

  1. Prohibition

     

    Any employee who is employed in the MSU Student Financial Aid Office or

who otherwise has responsibilities with respect to education loans or other student financial aid of the institution, and who serves on an advisory board, commission, or group established by a lender, guarantor, or group of lenders or guarantors, shall be prohibited from receiving anything of value from the lender, guarantor, or group of lenders or guarantors, except that the employee may be reimbursed for reasonable expenses incurred in serving on such advisory board, commission, or group.

 

  1. Reasonable Expenses

     

    To be considered reasonable, such expenses must meet the standards of and be paid in accordance with expense reimbursement policies of Murray State University.


  1. Implementation of Code of Conduct

 

  1. This Code of Conduct will be published prominently on the Murray State

University website at the site for Student Financial Aid and at such other locations as deemed necessary by the Administration.

 

  1. All of MSU’s officers, employees, and agents with responsibilities for educational loans will annually be informed of the provisions of this Code of Conduct.

     

  1. Each such employee will acknowledge in writing receipt of this Code of Conduct.

     

  2. Violation of this Code of Conduct by any of MSU’s officers, employees, and agents with responsibilities for educational loans will result in discipline up to and including termination of employment depending upon the facts and circumstances.

     

  1. The President of the University, upon the recommendation of the Vice President for Student Affairs, is authorized to revise and/or amend this Code of Conduct in order for it to remain compliant with or to reflect changes in the law.

 

 

 

 

 

 

 

 


 

2.4.2.10. Pell Grant Recipients

Pell Grant Lifetime Eligibility Usage (LEU)

The Department of Education limits the amount of time a student may receive a Pell Grant. The maximum duration of Pell eligibility is 6 Scheduled Awards (600% of eligibility).

Once a student has exceeded this eligibility, they will no longer be awarded a Pell grant - even if their EFC indicates they would otherwise be eligible.

Usage is tracked by the Department of Education and the total includes all Pell grants that have been given to a student from all colleges/universities they have attended.

 

2.4.2.11. Repeated Courses

Federal regulations limit financial assistance given for repeated classes.

Financial aid can only be awarded for one additional attempt for a course that a student successfully completes with a passing grade.

For example, if a student gets an E the first time he takes a course and then passes the course with a D, the student can receive federal aid to improve their D grade one more time after that.

The course may have been taken at Murray State University or transferred as an acceptable course from another institution.

2.4.2.12. Satisfactory Academic Progress (SAP) - Financial Aid

Financial Aid Satisfactory Academic Progress (SAP)

The Department of Education and Kentucky Commonwealth each require students to meet Satisfactory Academic Progress (SAP) requirements in order to maintain eligibility for federal and state loans and grants. Failure to meet the standards as discussed below could lead to loss of eligibility for both federal and state financial assistance.

This policy applies to all students even if the student is not receiving financial aid for the period currently being monitored.

Effective July 1, 2016 for the 2016-2017 aid year.

Students who are not meeting the Financial Aid Policy will be notified via Murray State University email and can review their status on their myGate account.

Please note: The Admissions, Bursar, and Housing appeals are separate application processes. Decisions of these appeals are independent of each other.

How SAP is Determined

Qualitative and Quantitative requirements for SAP include:

  • A minimum cumulative GPA (earned at Murray State University and all transferred credits)
  • A maximum amount of time allowed to complete all degree requirements
  • A minimum percentage of completed hours earned

Qualitative Standard

Minimum GPA

The minimum GPA requirements for Murray State University (as shown in the chart below) are determined by the number of credit hours the student has attempted. Once the Academic probationary period leads to Academic suspension, you will also be suspended for Financial Aid.

GPA Hours Attempted Cumulative GPA required
1 - 32 1.5
33 - 64 1.7
65 - 79 1.9
80 + 2.0

Quantitative Standard

Maximum Timeframe

The longest time you can take to complete your degree is 1½ times the length of the published program length as shown below:

Degree type Published Program Length Maximum Attempted Hours
Associate 60 90
Baccalaureate 120 180
Post-Baccalaureate seeking an Associate* 180 270
Post-Baccalaureate seeking a Baccalaureate* 240 360
Graduate/Masters 36 54
Doctoral 79 119

* - These hours reflect first Baccalaureate attempted hours

 

Completion Rate

You must earn a minimum of 67% of the total number of hours you have attempted during your entire college career after high school. To determine if you are meeting this requirement, multiply the total cumulative hours you have attempted times .67.

Example: 95 cumulative hours x .67 = requirement of 64 hours earned

Actions impacting course completion when calculating attempted and earned hours: 

 Action Counts toward Attempted Counts toward Earned 
 Audited, Withdrawn or Incomplete course  Yes  No
 Transfer, or Remedial course  Yes  Yes
 Repeat or Non-degree related course  Yes  Yes - but only the last time attempted

Semester Withdrawal

More than two (2) official academic and/or administrative withdrawals from a semester while attending Murray State University will prevent you from meeting SAP.

Additional Information

  • The same timeframe to completion requirements apply even if changing majors.
  • Financial Aid reviews SAP at the end of each spring semester and covers the preceding summer, fall, and spring terms.
  • Financial Aid SAP requirements are not the same as the Academic SAP regulations – each requires a separate appeal process.
  • You may review your SAP status on your myGate account.

Impact of not Meeting SAP

Failure to meet any of the SAP requirements will result in a Financial Aid suspension and make you ineligible to receive any additional federal or state financial aid.

Official notice of suspension will be sent to you via your Murray State University email account.

 

What to do if you are Suspended

If you receive a financial aid suspension, you may want to consider filing an appeal if you believe you have mitigating circumstances.

All appeals must be received within 30 days of the start of the semester for which you are appealing. Appeals received after this timeframe will be administratively denied for that semester. However, you can request to have the appeal filed for the following semester.

To initiate a Financial Aid SAP appeal, you must complete a SAP Financial Aid appeal form and provide supporting documentation as outlined below. The form may be obtained from within your myGate account under the Financial Aid Forms link.

Appeals may fall into one of the following categories and appropriate supporting documentation must be provided:

Medical

  • Broken bone
  • Cancer
  • Catastrophic health or mental illness 

    Documentation needed 

    • Official documentation from medical provider reflecting confirmed diagnosis and dates of illness or injury
    • If recurring illness or other health issue, please provide a statement explaining what has changed to enable you to perform better going forward.
    • Provide additional documentation if there is a change in medication for recurring illness which addresses your ability to improve performance.

Severe personal or family problems

  • Death of immediate family member (parent/guardian, sibling, child, spouse)
  • Divorce
  • Accident
  • Incarceration 

   Documentation needed (depending upon circumstance)

    • Death certificate or copy of obituary and documentation reflecting family connection
    • Divorce decree or letter confirming separation from objective third party (representative of the court, pastor, counselor, social worker, etc.)
    • Copy of police report
    • If accident resulting in injury, official documentation from medical provider reflecting confirmed diagnosis and dates of illness or injury
    • Court documentation reflecting period of incarceration for self or immediate family member and documentation reflecting family connection
    • If court documentation is unavailable, must provide other documentation substantiating arrest and/or period of incarceration. 

 Academically Related

  • Seeking additional degree
  • Change of major
  • Failed to apply myself to my studies

    Documentation needed

    • Must provide completed “Financial Aid academic plan form" signed by academic advisor.
    • Click here to access the form
    • Please provide a statement explaining what has changed to enable you to perform better going forward.

 Extenuating Circumstances

  • Work conflict
  • Financial emergency 
  • Technology issue 
  • Transportation issue 

    Documentation needed

    • Written statement explaining what has changed to enable you to perform better going forward. 
    •  Other supporting documentation depending on situation. 

* Please note that additional supporting documentation may be requested after initial review.*

 

Next Steps

Once a completed appeal and all supporting documentation is received by the Financial Aid Department, a review of your individual circumstance will be conducted and a determination will be made.

Decisions will fall into one of four potential categories.

  1. Approved without Academic Plan
  2. Approved with Academic Plan
  3. Denied
  4. Administratively Denied 

Decisions will be communicated to the student via their Murray State University email. All decisions are final.

If your appeal is approved, you will be placed on probation for a minimum of one (1) semester or for the length of the academic plan. At the end of the probationary term, you must meet all requirements of the Satisfactory Academic Progress Policy.

If your appeal is denied, you may continue enrollment without federal financial aid assistance and attempt to meet all requirements and regain eligibility.  You may also seek a private loan to fund educational costs.

 

General Information

If you do not meet SAP requirements, to allow consideration for financial aid in future terms, you must still complete the Free Application for Federal Student Aid (FAFSA) in a timely manner.

  • The Admissions, Academic Standing, Bursar, and Housing appeals are separate application processes. Decisions of these appeals are independent of each other.
  • If you have additional questions, please contact the Financial Aid office at 500 Sparks Hall, 270-809-2546 or 800-272-4678 option 3, or msu.sfa@murraystate.edu.

 

 

 

2.4.2.12.1. Prior Satisfactory Academic Progress (SAP) Policies

Policy Effective Beginning With 2011-2012

Policy Effective Beginning With 2013-2014

Policy Effective Beginning With 2014-2015 

2.4.2.12.2. Satisfactory Academic Progress (SAP) Codes-What Do They Mean

SAP Status Codes-What Do They Mean?

  • A, NS, S=Satisfactory Academic Progress Appeal Approved - Your Satisfactory Academic Progress appeal to reinstate financial aid eligibility has been approved.

  • GP=Meeting the Academic Plan for Satisfactory Academic Progress - You are on an academic plan and are meeting the plan.

  • NP=Not Meeting the Academic Plan for Satisfactory Academic Progress - You are on an academic plan but are not meeting the plan

  • D=Academic Standing -- You have not met Satisfactory Academic Progress due to your academic standing. You may contact the Registrar’s Office for details. An appeal must be filled with the University Registrar’s Office. Once resolved with the Registrar’s Office, you must follow the Financial Aid appeal procedures. 

  • G, X=Making Satisfactory Academic Progress –You must have met Satisfactory Academic Progress.

  • M=Maximum Semesters/Hours Exceeded
  • The policy permits the following maximum attempted hours:

    • 90 hours – Associate Degree
    • 180 hours – Baccalaureate Degree
    • 270 hours -  Post-Baccalaureate Associates Degree
    • 360 hours - Post-Baccalaureate Baccalaureate Degree
    • 54 hours – Graduate Degree
    • 119 hours -  Doctoral Degree

    If you are graduating from an undergraduate program and are admitted into graduate program beginning with the previous summer of the upcoming academic year, you must contact our office regarding financial aid eligibility. If you wish to appeal, you must follow the Financial Aid appeal procedures.

  • N=Completion Rate  – You did not complete the required minimum hours for what you started. You are required to complete 67% of all attempted hours to remain eligible for future financial aid.  If you wish to appeal, you must follow the Financial Aid appeal procedures.

  • W=Withdraw Count Exceeded – The policy states if you have more than two (2) official academic and/or administrative withdrawals white attending Murray State University, you will no longer be considered as maintaining Satisfactory Academic Progress. If you wish to appeal, you must follow the Financial Aid appeal procedures.
2.4.2.13. Terms & Conditions and Accepting Awards

In order to accept your financial aid awards online, you must accept the Terms and Conditions on myGate.  

 PROCEDURES FOR ACCEPTING TERMS & CONDITIONS AND FINANCIAL AID AWARDS

 Log into your myGate at myGate.murraystate.edu using your Murray State user id and password

  • Click on the financial aid tab located toward the upper right hand corner of the page
  • Click on the link ‘Your Financial Aid/Scholarship Awards’ located toward the upper right hand corner of the page
  • Click on the dropdown and chose the Aid Year you wish to review
  • Click ‘Submit’

To Accept Electronic Participation

  • Click on the Terms and Conditions Tab
  • Review the terms and conditions

Once you have scrolled to the bottom of the Terms and Conditions Tab, you will have the choice to ‘Accept’ or ‘Do Not Accept’. If you choose the ‘Do Not Accept’, you will receive a pop-up box indicating that you will not be eligible to receive aid.

  • Click ‘OK’ to choose and Click ‘Accept’

Once you click ‘Accept’, you must scroll to the bottom.

You have successfully accepted Terms and Conditions once the message is displayed as:

You have accepted the Terms and Conditions

Accepting Awards

After you have successfully accepted the Terms and Conditions

  • Click on the ‘Accept Award Offer’ tab.

All financial aid you are eligible to receive will be listed. You will be able to accept or decline each loan or grant award listed. (Please note that although you will see the scholarship awards in an offered status, you must go to the scholarship tab to accept them.)

  • If you wish to accept all awards at one time, click ‘Accept Full Amount of Awards’.
  • If you do not wish to accept all awards, click on the dropdown to the right of each award and choose ‘accept’ or ‘decline’.
  • If you do not wish to accept the entire amount of the award, enter the amount you are choosing in the ‘Accept Partial Amount’ box.

Once you have selected the awards amounts to accept or decline,

  • Scroll to the bottom and choose either ‘Accept Full Amount All Awards’ or ‘Submit Decision’.

To print your awards

  • Click on the ‘Print’ link at the top of the ‘Accept Award Offer’ tab.

Instructions for accepting terms and conditions on myGate

2.4.2.14. Verification

The Department of Education (ED) often requires Universities to review information families have provided on the FAFSA for accuracy. The process for verifying this information is called verification. 

The ED typically selects approximately 30% of all FAFSAs submitted nationally for this process.

MSU also selects students for verification if their sibling or other family member is already selected and enrolled at Murray State University.

Verification must be completed

before most federal and state grants and loans can be awarded and disbursed to a student's account.

MSU uses the Kentucky Higher Education Assistance Authority (KHEAA) to process student's verification documents. Items that may be requested to complete the process include (but are not limited to):

  • Adjusted gross income (AGI)

  • U.S. income tax paid

  • Education credits

  • Untaxed IRA distributions

  • Untaxed pensions

  • IRA deductions and payments

  • Tax-exempt interest

  • Other untaxed income

  • Income earned from work

  • Household size

  • Number in college

  • Supplemental Nutrition Assistance Program (SNAP) benefits

  • Child support paid

  • High school completion status

  • Identity/statement of educational purpose

 

2.4.2.15. Withdrawing or no longer Attending Classes for the Semester (R2T4)

If a student withdraws from Murray State University (MSU) either formally or simply by no longer attending all classes, the school, the student, or both may be required to return some or all of the federal funds awarded to the student for that semester.

A student who withdraws from all classes prior to completing 60% of the semester is subject to having financial aid eligibility adjusted based on the percentage of the semester completed.

The funds that are impacted by this policy are federal grants and loans - referred to as Title IV funds. 

Title IV federal aid funds include:

  • Direct Stafford Loans (Subsidized and Unsubsidized),
  • Perkins Loan,
  • Direct PLUS Loans (Parent and Graduate),
  • Pell Grant,
  • Supplemental Education Opportunity Grant (SEOG),
  • Academic Competitiveness Grant (ACG),
  • National SMART Grant, 
  • TEACH Grant.

It is possible that the returning of these funds will result in an outstanding balance with MSU. This balance is the responsibility of the student and must be repaid prior to re-enrolling in classes. 

Students contemplating withdrawal from all classes, prior to completing 60% of the semester, should discuss their options with the Financial Aid Office to determine how withdrawal will potentially impact their financial aid.

To determine how much money a student may owe, they must contact the Bursar’s Office. The Bursar’s Office will automatically use any credit on the student’s account as payment toward an R2T4 calculation.

For a full description of the Return to Title IV Policy, please click on the following link: Policy


 

2.4.3. Financial Aid Contact Information

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

2.5. Human Resources
2.5.1. Administrative Clarification Regarding Holiday Pay
Administrative Clarification Regarding Holiday Pay
2.5.2. Statement of Ethical Principles and Code of Conduct

Statement of Ethical Principles & Code of Conduct (updated February 2016) (PDF)

2.6. Payroll
2.6.1. Benefit Calculation Chart FY18
Click to view the Benefits Calculation Chart for FY 2018
2.6.2. Benefit Calculation Chart FY17

Click to view the Benefits Calculation Chart for FY 2017.

 

2.6.3. Cellular Services Stipend & Information
Cellular Services Stipend Procedures



1. Purpose
Cell phones have become a common business tool, and employees required to travel and work outside the office need to be accessible for business reasons. The Internal Revenue Service Notice 2011-72 indicates that when an employer provides an employee with a cell phone primarily for noncompensatory business reasons, the business and personal use of the cell phone is generally nontaxable to the employee. The IRS will not require recordkeeping of business use in order to receive this tax free treatment. Therefore, the University will provide a stipend to defray the business-related costs of a personal cell phone to those employees determined to have a University business need for cellular service. The stipend is not intended to cover the entire cost of cellular services and is designed to cover approximately 75% of the cost of a basic plan.


2. General Provisions
For purposes of this procedure, cell phone service is any service used to make or receive wireless voice or data calls or interactions on the public cellular telephone networks and cell phones are any device capable of using the services provided by these networks. Devices include:

a. telephones allowing calls to be made and received with additional features including phone number directory, appointment calendar and calculator;

b. more complex devices allowing calls to be made and received while additionally providing text messaging, computer-synchronized directory and calendar data;

c. devices with telephone features and smart phone capabilities including fully synchronized contact databases, calendars, email and web browsing; and

d. computers with cellular phone network cards.


3. Determination of Eligibility

a. An employee’s need for a cell phone stipend will be determined based on the following criteria:

i. The employer needs to contact the employee at all times for work-related emergencies.

ii. The employer’s requirement that the employee be available to speak with students/other employees at times when the employee is away from the office.

iii. The employee needs to speak with students/other employees located in other time zones at times outside of the employee’s normal work day.

b. The University will provide a base reimbursement rate for cellular services at $30.00 per month for voice service only, $64.00 per month for voice and data services. This covers basic plan minutes and coverage.
Additional coverage beyond a basic plan requires justification as to the need for more minutes or coverage. Base reimbursement amounts will be reviewed annually.

c. To qualify for a cell phone stipend, an employee must complete the Cellular Services Stipend Authorization Form clearly detailing why a cell phone is a necessity in adequately performing his or her job duties. The
form must be approved by:

i. Employee’s direct supervisor

ii. Vice President for the employee’s department

d. Once approved, Payroll will notify the employee of the approved monthly stipend and will prepare the necessary payroll documents to initiate the payment.

e. Any additional coverage beyond the authorized coverage requires further justification as to the employee’s need for more minutes or coverage to meet his or her work obligations. If an employee can document that
he or she has for three consecutive months exceeded the approved stipend, the stipend plan for that individual will be adjusted.

f. Employees use their own equipment and select their carrier and plan. The University has a preferred vendor, but employees are not required to use that vendor.

i. The cell phone contract is in the employee’s name.

ii. Payment of the cell phone charges is the sole responsibility of the employee.

g. In rare cases, cell phone services can be directly paid by University funds(contact Procurement Services), if:

i. Devices are shared among individuals in a department and are not assigned to any one individual.

ii. Devices are turned in to the department at the end of work each day.

iii. Devices are not used for personal calls.


4. Payment of Stipend

a. All stipends will be added to the employee’s regular paycheck. Cell phone stipend payments are not paid retroactive. Cell phone stipends will be canceled when an employee changes position numbers. A new
authorization form will need to be completed, if the cell phone stipend is required for the new position. If your cell phone is paid with grant funds, a new application must be done each grant year.

b. The cell phone stipend must not exceed the plan price that the employee pays for the cell phone or the stipend becomes taxable.

 

5. Use of Device
a. The employee must retain an active cell phone contract as long as the cell phone stipend is in place. 

b. Use of the phone in any manner contrary to local, state or federal laws constitutes misuse and will result in immediate termination of the employee’s cell phone stipend.

c. Employees are advised to use discretion when relaying information via cell phone as these wireless communications are not secure.


6. Documentation and Review
a. A copy of each employee’s approved Cellular Services Stipend Authorization Form and the employee’s related cell phone contract must be kept on file in the employee’s University departmental central office. These
files are subject to audit at any time by the Accounting Department or Internal Audit.

b. The Dean, Director, or department administrator is responsible for an annual review of employee business-related cell phone use to determine if each existing cell phone stipend should be continued, amended or
discontinued.


7. Contract Changes or Cancellations
a. If for any reason an employee’s cell phone contract is changed or cancelled, the employee will bear the cost of any associated fees. This includes an individual’s decision to cancel the contract if his or her
employment with the University ends.

 

To apply for a Cellular Phone Stipend, open the following file and complete it. Send the completed file to the Payroll Office, 2nd floor of Sparks Hall. 

Click to open the Cellular Phone Authorization Form.

Please call the Payroll department at (270) 809-4129 with any questions regarding the Cellular Phone Stipend form.

 

Related Article: Dec 2011 Campus Communication - Cell Phone

2.6.4. Departmental Query Request form for HR/Payroll Access

The Departmental Query Request Form for HR/Payroll Access (PDF) is completed when an employee needs to view HR/Payroll data available for all employees assigned to specific ORG codes. The requesting person knows the confidential nature of the information they are requesting to view and agrees by signature to not in any manner, directly or indirectly, make known any confidential information to anyone or permit any person(s) to have access to confidential information that is not authorized.

The form is completed and sent to the Payroll office. 

Please call 270-809-4129 with any questions regarding this request form.

 

Click to open the Departmental Query Request Form for HR/Payroll Access.

2.6.5. Direct Deposit Instructions
2.6.6. Holiday Compensatory Time - Time Reporting
Click to view the Holiday Compensatory Time - Time Reporting
2.6.7. K-4 Kentucky Income Tax Deduction Form

The K-4 is the KENTUCKY DEPARTMENT OF REVENUE

EMPLOYEE’S WITHHOLDING EXEMPTION CERTIFICATE

When completing the form, use your M number as the Payroll number. Remember, Page 2 is a worksheet to help you find the answers you wish to report on Page 1. After completion, send to the Accounting & Financial Services Department on the second floor of Sparks Hall.

For questions regarding the K-4 Kentucky Income Tax Deduction Form (PDF) please call 270-809-4129.

 

Click to open the K-4 Kentucky Income Tax Deduction Form.

2.6.8. Leave Reporting
2.6.8.1. Leave Report Approval Instructions

Click for instructions on approving a monthly leave report in myGate.

2.6.8.2. Leave Report Submission

Click to view instructions on how to submit a monthly leave report

2.6.8.3. Late Leave Report Penalties and Time Reporting Forms

Time Reporting Forms

The Late Leave Report (PDF) is completed by employees that are on monthly payroll. After completing the form, there is a section on the bottom to choose why your time was not submitted. Please choose an answer here. Click to open the Late Leave Report Form.

The Late Time Sheet (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has not been reported for some reason, and there is a section to select that reason. Click to open the Late Time Sheet Form.

The Time Sheet Correction Request for Previously Reported Time (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has been reported, but must be corrected. Click to open the Time Sheet Correction Request for Previously Reported Time Form.

The Leave Report Correction form (PDF) is completed when the original leave report is incorrect. The Reported time is listed then the Corrected.  The date must be listed, as well. Click to open the Leave Report Correction Form.


Late Leave and Time Reporting Penalties

As a result of actions taken by the Board of Regents at the February 25, 2011, quarterly meeting related to the accurate reporting of time worked and leave taken, a schedule of penalties for late leave and time reporting will be implemented beginning with the July 2 to July 15 bi-weekly pay period to be reported by July 19, and the monthly leave reports that are due August 5.  These penalties are intended to encourage all faculty, staff and student workers to report leave and time worked in a timely manner. The monies generated by the penalties will be dedicated to a student support fund for scholarships and assistance with the related costs of attendance.

For years, time and leave reporting was handled via paper reports sent to the Payroll Office.  In January 2009, time and leave reporting began being submitted electronically via myGate.  Since that time, a large number of faculty, staff and student worker reports are being submitted late.  This new process should result in fewer late reports and raise awareness for the need to promptly report leave and time worked.  It will also assist in accountability for the sick leave credit / buy back plans.  In addition, it will allow us to take advantage of the efficiencies that are available with the new ERP system.  The accountability schedule and a set of scenarios are on the HR web site, and a summary is below.

For the first late leave report for monthly-paid faculty and staff, $10 will be charged to the employee’s home department if the employee did not submit the report before the deadline and $20 will be charged to the department for each leave report that is not submitted by the approver before the deadline. For hourly employees submitting a late time report (including student workers), $5 will be charged to the employee’s home department if the employee did not submit the report before the deadline and  $10 will be charged to the department  for each time report that is not submitted by an approver before the deadline.  These fines will continue to increase by $5, $10 and $20 respectively for each successive deadline the reports are outstanding.

For the second consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the sick leave that he or she would have accrued during the period that the leave or time was reported late.  For monthly-paid faculty and staff, this is one day.  For hourly-paid staff, this is slightly less than 4/10 of a day.  If the approver is late, the only penalty is the incremental fine to the department. 

For the third consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the opportunity to receive institutional support for travel. If the approver is late, the only penalty is the incremental fine to the department.

For the fourth consecutive late leave report or late time report, all of the aforementioned penalties will continue and a new penalty will be added: loss of the next merit pay increase to the employee not submitting a time or leave report.  The faculty or staff member will not be eligible to receive a pay increase when it is next implemented.  If the approver is late, the only penalty is the incremental fine to the department.

Please call the Payroll department with any questions - (270) 809-4129

2.6.8.4. Reporting "No Leave/Time Taken" - Instructions
Faculty and exempt staff members are required to report their leave time each month.  For more information about Leave Reporting for faculty, visit the FAQ.

1.  To report monthly leave as "No Leave/Time Taken" log in to myGate

2.  Click on the Employee Tab

3.  In the Time Reporting channel, click on the appropriate reporting month.  You may have to click More to see all available months.

4.  Click on the first Enter Hours link next to No Time Taken on the first day of the reporting month.

 

 

5.  If you have no leave time to report, enter a "1" in the text box next to Hours.

6.  Click the Save button.

 

 

7.  When you are ready to submit your report, click the Submit for Approval button at the bottom of the screen.

2.6.8.5. Reporting "No Leave Taken" - FAQ
FREQUENTLY ASKED QUESTIONS

There have been continuing questions regarding faculty leave reporting through the myGate system.  To clarify the process, the following are responses to some of our most frequently asked questions:

Do I have to submit my own leave reports even if I do not take leave for a reporting period?

Yes, the deadline for reporting leave time or no leave taken for October is by 9:00 a.m. on November 5, 2009.  All exempt (non-hourly) employees have recorded leave time taken in myGate.  The change made beginning in August was to also report zero leave time taken if no leave was taken during the month.  Since many questions arose, the implementation deadline was adjusted to reflect that all exempt employees must report their own zero leave time taken via myGate beginning with the October 09 reporting period which is due in early November.  While employees with no leave to report were encouraged to report no leave taken for the month of September, reporting of no leave time taken will be required for the month of October.

What exactly do faculty have to report?

While faculty leave may have been reported in the past by proxy, with the myGate implementation, faculty now control their own sick and other leave reporting using the conventions applicable in their department.  Faculty will report their own sick leave and, if applicable, vacation leave via myGate whether or not any leave has been taken for the month.

For faculty reporting purposes, what "counts" as sick leave?

The new myGate reporting practice has not changed what "counts" as sick time - it only affects how it is reported.  The Provost's office is working with Faculty Senate and others to develop guidelines to help clarify what should be considered sick leave for faculty.  All employees can see the definition of sick leave in the MSU Personnel Policies and Procedures Manual, Policy Number IV C.

How do I get help?

Training has been offered for all users on each aspect of myGate with additional training being scheduled.  The myGate support site contains step-by-step instructions and videos for using many facets of myGate.  Links to this site are on the myGate login page and inside myGate on the Support icon which is at the top of every myGate page. Additional support venues will be forthcoming.

While these questions seem to be the norm, there may be others.  Please feel free to contact the Human Resources Office 270-809-2146 for other questions that have not been addressed here.
2.6.8.6. Online Time Card/Leave Reporting FAQ
Online Time Card/Leave Reporting Frequently Asked Questions

Who will this affect?
All employees who currently report their time or leave using a paper-based system. This includes all hourly employees who currently submit time cards, and all monthly employees who currently report leave time. Employees who use the Kronos system will not report time or leave using this system.

How will supervisors approve the time?
Supervisors must approve the hourly time and monthly leave reported using the myGate Luminis system This does not apply to Kronos users.

What happens if my supervisor does not approve my time?
The system can be accessed and the time approved from anywhere. Every employee has a primary approver and an alternate approver (all departments have submitted this information). The time must be approved for the employee to be issued a paycheck.

What happens if I forget to do this or my supervisor forgets?
If the employee/supervisor do not complete pay documents by published deadlines and as a result manual intervention from Payroll is required, a late fee may be charged to your vice president. Specifics of this procedure have not been finalized but all departments will be notified when they are complete.

How do I log on to the new system to report or approve time?
All employees will be issued a special logon for the  myGate system. This will ultimately be the only logon that will be needed for students, faculty or staff. Because important FERPA-protected as well as employment and financial information will be entered, viewed and edited using this system, these login accounts must be transmitted and treated with high security.

How will I learn my unique log-in user ID and Password?
Contact the Service Desk at 270-809-2346.

I keep hearing about the M-Number. What is that?
You may be aware that the university will no longer use social security number as a university ID. The social security number will be replaced by your Murray Number (MNumber). This number will be used in place of the social. It isn’t a password or a login ID – it is just a unique way of identifying all employees. Your M-Number will be printed on all of your paystubs.
2.6.9. Time Reporting
2.6.9.1. Late Leave Report Penalties and Time Reporting Forms

Time Reporting Forms

The Late Leave Report (PDF) is completed by employees that are on monthly payroll. After completing the form, there is a section on the bottom to choose why your time was not submitted. Please choose an answer here. Click to open the Late Leave Report Form.

The Late Time Sheet (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has not been reported for some reason, and there is a section to select that reason. Click to open the Late Time Sheet Form.

The Time Sheet Correction Request for Previously Reported Time (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has been reported, but must be corrected. Click to open the Time Sheet Correction Request for Previously Reported Time Form.

The Leave Report Correction form (PDF) is completed when the original leave report is incorrect. The Reported time is listed then the Corrected.  The date must be listed, as well. Click to open the Leave Report Correction Form.


Late Leave and Time Reporting Penalties

As a result of actions taken by the Board of Regents at the February 25, 2011, quarterly meeting related to the accurate reporting of time worked and leave taken, a schedule of penalties for late leave and time reporting will be implemented beginning with the July 2 to July 15 bi-weekly pay period to be reported by July 19, and the monthly leave reports that are due August 5.  These penalties are intended to encourage all faculty, staff and student workers to report leave and time worked in a timely manner. The monies generated by the penalties will be dedicated to a student support fund for scholarships and assistance with the related costs of attendance.

For years, time and leave reporting was handled via paper reports sent to the Payroll Office.  In January 2009, time and leave reporting began being submitted electronically via myGate.  Since that time, a large number of faculty, staff and student worker reports are being submitted late.  This new process should result in fewer late reports and raise awareness for the need to promptly report leave and time worked.  It will also assist in accountability for the sick leave credit / buy back plans.  In addition, it will allow us to take advantage of the efficiencies that are available with the new ERP system.  The accountability schedule and a set of scenarios are on the HR web site, and a summary is below.

For the first late leave report for monthly-paid faculty and staff, $10 will be charged to the employee’s home department if the employee did not submit the report before the deadline and $20 will be charged to the department for each leave report that is not submitted by the approver before the deadline. For hourly employees submitting a late time report (including student workers), $5 will be charged to the employee’s home department if the employee did not submit the report before the deadline and  $10 will be charged to the department  for each time report that is not submitted by an approver before the deadline.  These fines will continue to increase by $5, $10 and $20 respectively for each successive deadline the reports are outstanding.

For the second consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the sick leave that he or she would have accrued during the period that the leave or time was reported late.  For monthly-paid faculty and staff, this is one day.  For hourly-paid staff, this is slightly less than 4/10 of a day.  If the approver is late, the only penalty is the incremental fine to the department. 

For the third consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the opportunity to receive institutional support for travel. If the approver is late, the only penalty is the incremental fine to the department.

For the fourth consecutive late leave report or late time report, all of the aforementioned penalties will continue and a new penalty will be added: loss of the next merit pay increase to the employee not submitting a time or leave report.  The faculty or staff member will not be eligible to receive a pay increase when it is next implemented.  If the approver is late, the only penalty is the incremental fine to the department.

Please call the Payroll department with any questions - (270) 809-4129

2.6.9.2. Online Time Card/Leave Reporting FAQ
Online Time Card/Leave Reporting Frequently Asked Questions

Who will this affect?
All employees who currently report their time or leave using a paper-based system. This includes all hourly employees who currently submit time cards, and all monthly employees who currently report leave time. Employees who use the Kronos system will not report time or leave using this system.

How will supervisors approve the time?
Supervisors must approve the hourly time and monthly leave reported using the myGate Luminis system This does not apply to Kronos users.

What happens if my supervisor does not approve my time?
The system can be accessed and the time approved from anywhere. Every employee has a primary approver and an alternate approver (all departments have submitted this information). The time must be approved for the employee to be issued a paycheck.

What happens if I forget to do this or my supervisor forgets?
If the employee/supervisor do not complete pay documents by published deadlines and as a result manual intervention from Payroll is required, a late fee may be charged to your vice president. Specifics of this procedure have not been finalized but all departments will be notified when they are complete.

How do I log on to the new system to report or approve time?
All employees will be issued a special logon for the  myGate system. This will ultimately be the only logon that will be needed for students, faculty or staff. Because important FERPA-protected as well as employment and financial information will be entered, viewed and edited using this system, these login accounts must be transmitted and treated with high security.

How will I learn my unique log-in user ID and Password?
Contact the Service Desk at 270-809-2346.

I keep hearing about the M-Number. What is that?
You may be aware that the university will no longer use social security number as a university ID. The social security number will be replaced by your Murray Number (MNumber). This number will be used in place of the social. It isn’t a password or a login ID – it is just a unique way of identifying all employees. Your M-Number will be printed on all of your paystubs.
2.6.9.3. Reporting "No Leave/Time Taken" - Instructions & Video
Faculty and exempt staff members are required to report their leave time each month.  For more information about Leave Reporting for faculty, visit the FAQ.

1.  To report monthly leave as "No Leave/Time Taken" log in to myGate

2.  Click on the Employee Tab

3.  In the Time Reporting channel, click on the appropriate reporting month.  You may have to click More to see all available months.

4.  Click on the first Enter Hours link next to No Time Taken on the first day of the reporting month.

 

 

5.  If you have no leave time to report, enter a "1" in the text box next to Hours.

6.  Click the Save button.

 

 

7.  When you are ready to submit your report, click the Submit for Approval button at the bottom of the screen.

2.6.9.4. Reporting "No Leave Taken" - FAQ
FREQUENTLY ASKED QUESTIONS

There have been continuing questions regarding faculty leave reporting through the myGate system.  To clarify the process, the following are responses to some of our most frequently asked questions:

Do I have to submit my own leave reports even if I do not take leave for a reporting period?

Yes, the deadline for reporting leave time or no leave taken for October is by 9:00 a.m. on November 5, 2009.  All exempt (non-hourly) employees have recorded leave time taken in myGate.  The change made beginning in August was to also report zero leave time taken if no leave was taken during the month.  Since many questions arose, the implementation deadline was adjusted to reflect that all exempt employees must report their own zero leave time taken via myGate beginning with the October 09 reporting period which is due in early November.  While employees with no leave to report were encouraged to report no leave taken for the month of September, reporting of no leave time taken will be required for the month of October.

What exactly do faculty have to report?

While faculty leave may have been reported in the past by proxy, with the myGate implementation, faculty now control their own sick and other leave reporting using the conventions applicable in their department.  Faculty will report their own sick leave and, if applicable, vacation leave via myGate whether or not any leave has been taken for the month.

For faculty reporting purposes, what "counts" as sick leave?

The new myGate reporting practice has not changed what "counts" as sick time - it only affects how it is reported.  The Provost's office is working with Faculty Senate and others to develop guidelines to help clarify what should be considered sick leave for faculty.  All employees can see the definition of sick leave in the MSU Personnel Policies and Procedures Manual, Policy Number IV C.

How do I get help?

Training has been offered for all users on each aspect of myGate with additional training being scheduled.  The myGate support site contains step-by-step instructions and videos for using many facets of myGate.  Links to this site are on the myGate login page and inside myGate on the Support icon which is at the top of every myGate page. Additional support venues will be forthcoming.

While these questions seem to be the norm, there may be others.  Please feel free to contact the Human Resources Office 270-809-2146 for other questions that have not been addressed here.
2.6.10. NBAPBUD - Position Budget

NBAPBUD enables you to view the status of the budget for a position that has been set up under a specified FOAPAL.

For questions regarding NBAPBUD please call Shamira French at 270-809-4214.


Click to view myGate Instructions for Position Budget - NBAPBUD

2.6.11. NBIJLST - Employee Job List
NBIJLST enables you to view an employee’s position for a given date. For assistance with NBIJLST please call Shamira French at 270-809-4214.


Click to view myGate Instructions for Employee Job List - NBIJLST

2.6.12. NBIPORG - Position List by Organization
NBIPORG enables you to view a list of the positions that have been set up for a specified organization. For assistance with NBIPORG please call Shamira French at 270-809-4214.


Click to view myGate Instructions for Position List by Organization - NBIPORG

2.6.13. Payroll Calendars - Biweekly - 2015, 2016 and 2017

Click to view the Payroll Calendar - Bi-weekly 2015 (PDF) 

Click to view the Payroll Calendar - Bi-weekly 2016 (PDF) 

Click to view the Payroll Calendar - Bi-weekly 2017 (PDF) 

   

2.6.14. Payroll Calendars - Monthly - 2015, 2016 and 2017

Click to view the Payroll Monthly Calendar for 2015 (PDF) 

Click to view the Payroll Monthly Calendar for 2016 (PDF) 

Click to view the Payroll Monthly Calendar for 2017 (PDF) 

2.6.15. Payroll Labor Redistribution Form

The Payroll Labor Redistribution form (PDF) is to transfer university and/or grant salary expenses that have been paid, to a different FOAPAL(s). No PA Form is required.

This form cannot be used when Foundation FOAPAL's are involved.


For assistance with the Payroll Labor Redistribution Form please call Shamira French at 270-809-4124 or Heather Macha (if a Grant) at 270-809-6190.

 

Click to open the Payroll Labor Redistribution Form.

2.6.16. PEALEAV - Employee Leave Balances

PEALEAV allows authorized users to view annual leave balances for a specified employee.

Click to view the Instructions for PEALEAV - Employee Leave Balances 

2.6.17. POIIDEN - Employee Search Form

POIIDEN enables you to search for employees in order to obtain their M number.

Click to view the Instructions for POIIDEN - Employee Search Form 

2.6.18. Position Number Definitions

For assistance with the Position Number Definitions or with a position number, please call Shamira French at 270-809-4214.

Click to view myGate Banner Position Number Definitions



2.6.19. PPAIDEN - Person Identification Form

PPAIDEN enables you to view basic biographic/demographic data (full name, address, telephone, email, and

emergency contact) about employees. This becomes especially beneficial when preparing Personnel Action

Forms or other similar documents.

Click to view the Instructions for PPAIDEN - Person Identification Form

2.6.20. Student EPAFs (Electronic Personnel Action Forms)

Starting the Fall semester of 2014, the student Electronic Personnel Action Forms (EPAF) will take the place of the paper forms. EPAFs are completed for the school year (fall and spring semesters) and then again for the summer. 

For any questions regarding the student EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.1. EPAF FAQ

The EPAF FAQ (PDF) document contains the top 15 frequently asked questions and answers regarding electronic personnel action forms (EPAF) for students. 

 

Click to view the EPAF FAQ.

 

For further assistance with the EPAF, please contact Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.2. EPAF Originator Instructions for Student - First Hire

The EPAF Originator Instructions for Student - First Hire (PDF) document contains step-by-step instructions for the originator completing the EPAF for a student that has never worked for Murray State University before. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.

 

Click to view the EPAF Originator Instructions for Student - First Hire to learn the step-by-step instructions on creating an EPAF for a first hired student.


For questions with EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.3. EPAF Originator Instructions for Student Job

The EPAF Originator Instructions for Student Job (PDF) document contains graphic step-by-step instructions for completing a student EPAF for students that who have worked for Murray State University in a previous position. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.

 

Click to view the EPAF Originator Instructions for Student Job to learn how to create a student EPAF.


For questions with EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.
2.6.20.4. EPAF Originator Instructions for Graduate Assistant

EPAF Originator Instructions for Graduate Assistant (PDF) document contains graphic step-by-step instructions on completing an electronic personnel action form for graduate assistants. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.


Click to view the EPAF Originator Instructions for Graduate Assistants to learn how to complete an EPAF for a Graduate Assistant.


For questions regarding EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.5. EPAF Instructions for Approver
The EPAF Instructions for Approver (PDF) contains step-by-step instructions for those that have to approve EPAFs. 

The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.

Click to view the Instructions for Approving EPAFs


For further assistance with EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.6. EPAF Instructions for Approving as a Proxy


The EPAF Instructions for Approving as a Proxy gives instructions for approving student EPAFs as a Proxy. 

Click to view the EPAF Instructions for Approving as a Proxy

Please call Tina Sharp (270-809-4129) or Michelle Clark (270-809-4175) with any questions. 

2.6.20.7. EPAF Originator Instructions for Pay Change

The EPAF Originator Instructions for Pay Change (PDF) contains step-by-step instructions for completing the EPAF when a pay change has occurred.  The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms.


Click to view the EPAF Originator Instructions for Pay Change.


For assistance with EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.8. EPAF Instructions for Viewing Originator Summary

The EPAF Instructions for Viewing Originator Summary (PDF) shows step-by-step instructions for viewing an originator summary. Originators can view all EPAFs they have originated along with the EPAFs current status in the Originator Summary. The Originator Summary contains all EPAFs the Originator has started and saved, submitted, and those returned for correction in the Originator Summary. The Electronic Personnel Action Form, or EPAF, will take the place of paper Personnel Action Forms. 

 

Click to view the EPAF Instructions for Viewing Originator Summary.

 

For assistance with EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.20.9. EPAF Originator Instructions for Creating Default Routing Queue
The EPAF Originator Instructions for Creating Default Routing Queue (PDF) shows step-by-step instructions for setting up default routing queues. 
Routing Queues must be defined for every EPAF entered into the system. Setting up a pre-defined Default Routing Queue will save time by automatically populating the Routing Queue fields.


Click to view the EPAF Originator Instructions for Creating Default Routing Queue.


For assistance with EPAFs please call Tina Sharp at 270-809-4129 or Michelle Clark at 270-809-4175.

2.6.21. Stop Payment Form

The Stop Payment Form (PDF) is needed when payment on a check needs to be stopped. The form is used when a person has not received their payroll check, a student has not received his refund check, etc. The form has to be completed and turned in to Accounting & Financial Services. After the form is received, bank records are checked to make sure the check has not been cashed or deposited already. If it has not been cashed or deposited then the check is stopped and another can be issued or not. If the check it not 30 days old then there will be a $10 stop fee deducted from the amount of the check. 

If the check has indeed been cashed then the person contact the police department because his money has been stolen.

For assistance with the Stop Payment Form (PDF) please call Kay Graves at 270-809-4128.

Click to open the Stop Payment Form.

2.6.22. Taxable Payments or Reimbursements to Employees

Also known as the Fringe Benefit Form


All Departments must complete this form, when a taxable fringe benefit is received by an employee. This form must be

completed within 15 days of receiving the benefit. Please send the form to the Payroll Office 2nd Floor of Sparks Hall.

Please call the Payroll department at (270) 809-4129 with any questions regarding the Fringe Benefit Form.

 

Click to open the Taxable Payments or Reimbursements to Employees Form.

 

2.6.23. Time Sheet Training-General Session Slides


Click to view the Time Sheet Training - General Sessions slides.

Please call Payroll at 270-809-4129 with any questions. 

2.6.24. Tuition Waiver Tax Procedures

For assistance with Tuition Waivers or Tax Procedures please contact the Payroll Department at (270) 809-4129.

 

Click to view the Tuition Waiver Tax Procedures

2.6.25. University Weather Notification / Payroll Procedures
Click to view the University's Weather Notification and Payroll Procedures.
2.6.26. W-2 Forms, Instructions and Electronic Consent

Click to view information (instructions to complete form) posted to Employees.

Click to view instructions on how to print your W-2.

Click to view instructions for receiving your W-2 electronically.

 

For assistance with the W-2 forms please call the Payroll department at (270) 809-4129.

 

2.6.27. W-4 Federal Income Tax Deduction Form

Click to open the W-4 Federal Income Tax Deduction Form 

 

For assistance with the W-4 form, contact the Payroll office at (270) 809-4129. 

2.6.28. Weather Procedure Summary

Below are three broad categories of inclement weather related actions for the campus. For all three, the President will make the decision on the appropriate action to take, if any. When inclement weather is present in the region, all faculty are expected to work with students in regards to class attendance and assignments. Supervisors are also expected to work with staff within existing policies and procedures.

University Weather Advisory: Rather than deciding to close the university or to cancel classes, the President may authorize the issuance of University Weather Advisory. This will be a safety advisory only and will not entail the cancellation of classes or closure of the campus.

University Weather Cancellation of Classes: The President may authorize the cancellation of classes or a delayed starting time for classes. This scenario does not include the closure of the campus. The campus will remain open and all personnel are expected to report to work.

University Campus Closure: The President may authorize the closure of campus. A closure time will be declared. All events will be cancelled and facilities, with the exception of residence halls and the Winslow Cafeteria, will be closed.

Weather notifications will be communicated via (1) All user email (2) University Facebook account (3) University Twitter account (4) MSU Home page and (5) WKMS-FM. In addition, when the classes are cancelled or delayed, communication will be released through (1) University text message for those opting in to text services (2) WPSD-TV and (3) The MSU News.

Please click here for more detailed information and procedures regarding these possible actions. (PDF updated 01-04-2017)

Mobile Alerts

If the university campus is closed or classes are cancelled or delayed, mobile alerts will be sent to notify campus personnel. Visit http://www.murraystate.edu/mobilealerts to sign-up. Anyone may sign up and opt-in for mobile alerts.

2.6.29. Web Time Entry Instruction Manual


Click to view the Web Time Entry Instruction Manual.

Please call Payroll at 270-809-4129 with any questions. 

2.7. Procurement Services
All information for Procurement Services is now located on the Procurement Services website at http://campus.murraystate.edu/administ/procurement/
2.8. Registrar's Office
2.8.1. Academic Bulletin

The Academic Bulletin is a guide for Murray State students, faculty, and staff that outlines many important policies and provides information regarding degree and course requirements. Each year, Murray State publishes an Academic Bulletin. Students are assigned to the Bulletin based on the version available when they enroll at Murray State. It may be possible to change the Academic Bulletin you are assigned to; contact your academic advisor for more information. Beulletins expire after 8 years. If you are needing information from an expired Bulletin, contact the Office of the Registrar at msu.registrar@murraystate.edu.

Visit the Office of the Registrar's webpage and view links to PDF documents of all of our active catalogs.


2.8.2. Academic Regulations

These policies are effective as of Fall 2009 grades.

Grade Point Average
To calculate a cumulative grade point average, divide the total number of quality points earned by the total hours attempted. Transfer credit is included in the cumulative GPA. Grades of AU, CR, P, R, W or WP do not affect GPA calculations.

Dean's List Honors (Undergraduate Students Only)
Full-time (courses in which a grade of P is received will not count toward full-time status for this purpose) undergraduate students who have attained a term grade point average of 3.50 or above in either a spring or fall semester will be placed on the "Dean's List" for that semester and the Dean's List designation will appear on the student's record. This requirement must be met at the time grades are posted. Grades of I may prevent a student from being placed on the Dean's List. Dean's List information is also displayed under the Academics tab on myGate. University Communications sends all of the Dean's List information to students' local media outlets following the posting of final grades. For more information, please call 270-809-2198.

Students are expected to maintain at least a 2.0 cumulative grade point average (GPA). The conditions and actions described below pertain to students whose GPA's fall below 2.0.

Academic Warning
A student will be on academic warning when his or her cumulative GPA is less than 2.0 but is at or above the values listed below for the number of hours the student has attempted. A student on academic warning may enroll for a maximum of 16 credit hours during a fall or spring term.

Academic Probation
A student will be on academic probation when his or her cumulative GPA is less than the value listed below for the number of hours the student has attempted.

Hours Attempted   Cumulative GPA 
1-32   1.5
33-64   1.7
65-79  

1.9 

80 or more   2.0

An undergraduate student will be placed on academic probation at the end of the first grading period in which her/his cumulative GPA falls below the appropriate threshold listed above.  A student on probation may register for a maximum of 16 hours in a regular semester.

Removal from Probation
A student will be removed from probation after the probationary semester by reaching or exceeding the appropriate cumulative GPA threshold listed above. Failure to do so will result either in a status of "continued on probation" or "academic suspension."

Continued on Probation
A student who does not meet the cumulative GPA threshold for his/her hours attempted, but earns a term GPA of at least 2.0 for the probationary semester will remain on probation and may register for a maximum of 16 hours in a regular semester.

Academic Suspension
An undergraduate student will be suspended from the university following a probationary semester in which he or she does not meet the criteria for continued on probation or removal from probation (see above).  A student suspended for the first time may not re-enroll until one succeeding (fall or spring) term has passed.

Note: A student who feels there are extenuating circumstances may appeal for special consideration in writing to the Registrar, no later than seven days prior to the beginning of classes.

Academic Dismissal
An undergraduate student who receives a second academic suspension may not re-enroll for two calendar years. An undergraduate student who receives a third academic suspension will be indefinitely dismissed from the university.

Reinstatement after Suspension
A student suspended for 2 or more academic years must submit an application for readmission. Students who are reinstated are readmitted on probation. A student who has been suspended for a third time may not re-enroll at Murray State.

Appeals
A student who has been academically suspended or dismissed may appeal in writing to the Registrar's Office for special consideration when a repeated or lengthy illness or family emergency has been the cause of excessive absences from class and when the absences have been beyond the control of the student. All appeals must be on file at least 14 days before the first day of class of the relevant term.

2.8.3. Academic Second Chance

Request for Academic Second Chance  

Academic Second Chance (ASC) is an appeal procedure for an undergraduate student to request academic forgiveness for their courses. It applies to a single semester or series of semesters (as of Fall 2014, semesters are not required to be continuous) within which a student earned grades lower than a C. If approved, those terms would be excluded when calculating the student’s grade point average. No courses taken during the semesters approved for ASC would apply toward requirements for a degree.

A student who wishes to petition for ASC must have been separated from all institutions of higher learning for a minimum of two consecutive calendar years.  If a student withdrew from a semester and the withdrawal appears on their transcript, the student is considered “enrolled” during that term.

An ASC request form may be submitted by an enrolled student after the student has reentered Murray State University and has earned a minimum of 12 new degree credit hours at Murray State University with a minimum GPA of 2.50 on all hours since re-enrolling. ASC requests are only valid for the student’s first baccalaureate degree.  The ASC request form must be submitted to the Registrar’s Office, specifying the terms for which ASC is requested.

ASC courses remain a part of the transcript with a notation that academic second chance has been applied and that grades are not included in GPA calculations. If a course excluded by ASC was used as a repeat of an earlier course, the original course which had been excluded from grade point average consideration due to the repeat policy will be added back into the GPA as though it had never been repeated.

The new GPA is the official GPA of the university. Students need to be aware that some schools, agencies, academic areas, organizations, and scholarship programs may not recognize or allow ASC. ASC may be declared only once and may not be revoked.

Students may apply for academic forgiveness by printing and completing the Request for Academic Second Chance form. The form should be mailed to:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY 42071-3312

2.8.4. Academic Suspension Appeals Hearing

Academic Appeal Hearing form

A student who has been academically suspended or dismissed from the university and feels it was due to circumstances beyond his/her control may appeal in writing to the Registrar for special consideration. If the Registrar desires, the student’s request can be forwarded to the Academic Appeals Committee for dispensation. This committee is composed of nine members; two student members, the Retention Services Director, and one faculty member from each of the academic colleges; the School of Agriculture; and the School of Nursing and Health Professions. The committee reviews each case and makes decisions based on information provided to them by the student or other individuals. The student may be present for the hearing or may present his case in writing only. The student comes before the committee alone. Guests are not able to speak or be present.

The completed form, with attached documentation, should be returned to the Registrar’s Office. All appeal forms must be on file in the Registrar’s Office no later than seven (7) days prior to the beginning of the relevant semester. After three (3) suspensions, a student is not eligible to return to Murray State.

Completed forms should be **mailed/faxed/emailed to the following address:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY 42071-3312
Fax: 270-809-5727
Email: msu.registration@murraystate.edu

**Due to the time sensitive nature of these documents, the Office of the Registrar recommends fax, email, or personal delivery. 

Tentative Academic Suspension Appeal Form Submission Deadlines:

May 22, 2017 for Summer 2017 semester

August 7, 2017 for Fall 2017 semester

January 8, 2018 for Spring 2018 semester 

May 21, 2018 for Summer 2018 semester

August 6, 2018 for Fall 2018 semester

January 7, 2019 for Spring 2019 semester

May 20, 2019 for Summer 2019 semester

August 12, 2019 for Fall 2019 semester 


Academic Appeal FAQ

Q. Do I have to be present?
A.
No. You have the right to be present at the hearing, but you are not required to attend. You can submit everything you want the committee to know and they will base their decision on that information plus any additional information supplied by the Registrar’s Office.  It is to your advantage to attend the meeting so that you may provide additional information and answer any questions, if necessary.

Q. When and where are the meetings held?
A
. The meetings are normally held the week before the semester begins. Once a meeting has been scheduled, you will be notified of the date, time, and location.

Q. What kind of documentation do I need?
A.
You may provide any information that you feel will be relevant to your case. For example, if your grades are low due to frequent absences, you may wish to provide additional information regarding the reason for your absences.

Q. How will I know the decision of the committee?
A.
If you are present at the meeting, you will be told the decision then. If not, you will be notified in writing.

Q. What kinds of cases are heard by this committee?
A.
The most common cases consist of individuals who have been dropped or suspended from the university. Grade appeals are also reviewed, but must be presented on the grade appeal form.

2.8.5. Access to Student Data in myGate or Banner
Faculty or Staff who need access to Student-related data in Banner or my Gate must complete the Request for Access to Student Data form.

You will need to complete the online FERPA Training & exam

Once the form has been completed, please fax it to The Office of the Registrar (fax: 270-809-3777).
2.8.6. Advising Holds
Each semester, prior to advance scheduling, undergraduate, degree seeking students, and some specific graduate programs have an advising hold placed on their file. This hold prevents student from registering for the upcoming semester. To clear this hold, the student must see their academic advisor prior to scheduling. Once advising has taken place, the academic advisor will remove the Advising Hold through their myGate and the student can then register for the upcoming semester. 
2.8.7. Audit/Time Conflict/Permission Form

Audit/Time Conflict Permission Form

What is an AUDIT?
To audit means to attend and participate in class without earning a regular letter grade. Audited classes are listed on a student’s permanent record with a grade of AU and no credit hours. Instructors have the authority to fail a student from an audited course if he or she does not do the required work, and/or fails to attend the class. Attendance is required of an auditing student.

How to Audit a Class
To AUDIT a class, a student must request to audit the class from the instructor.  If the instructor approves, he/she must sign the audit permission form. This approved form must be submitted to the Registration Office, Basement, Sparks Hall, to tag the approved class for audit on the student's registration before the deadline to audit a class.  See the Calendars website for audit deadline dates.

Will an Audit Affect My Financial Aid?
Students who choose to audit a class will NOT receive credit, which may affect current and future aid eligibility.  Contact the Student Financial Aid Office, msu.sfa@murraystate.edu, 270-809-3546, for additional information. 

NOTE: Student Athletes must discuss auditing a class with Athletics before submitting an approved audit form to the Registration Office.  International students should also contact the International office prior to auditing a class. 



2.8.8. Calendars and Scheduling

Click here to view Murray State's academic calendar

Don't forget to add Murray State's calendar to your own personal Google calendar! 

 

2.8.9. Changing Your Address on myGate

Click here to view PDF instructions on how to change and manage your addresses through myGate.

2.8.10. Commencement Information

Commencement

Murray State University degrees are conferred at the end of the Spring, Summer, and Fall terms. Commencement ceremonies are held twice a year; in the Spring and in the Fall.

Names of May graduates will be printed in the Spring Commencement program and names of December graduates will be printed in the Fall Commencement program. All graduates are encouraged to attend the exercises. August graduates are listed in both the Spring and Fall Commencement programs of the same year. August graduates are encouraged to participate in the December graduation ceremony of the same year.

A meeting of all degree candidates is held at 12:30 p.m. in the CFSB Center the Wednesday immediately preceding the ceremony. Instructions are provided at that time. Caps, gowns, hoods, stoles, and honor cords are available for purchase at the University Store. Invitations may also be ordered. For additional information regarding prices, availability dates, etc., contact the University Store.

For additional commencement information, contact Mary Ann Gardner in the Office of Academic Affairs or the Graduation Office.

2.8.11. Consent to Release Student Information

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. Directory information may be released without the student’s written consent unless a “Non-Disclosure of Directory Information” form is on file in the Registrar’s Office. Students wishing to release confidential information to others or to communicate with MSU faculty or staff via the phone or email may give their authorization online in myGate.  

Here's how:

1.  Log into myGate
2.  Go to the Academics tab
3.  Click on the "Consent to release student information" link in the Student Links channel
4.  Complete the online form and click Update Consent

Consent details can be viewed or revoked at any time from the "Consent to release student information" link.

See the Consent to Release - More Details PDF for more detailed explanations.

If you need assistance, please contact the Office of the Registrar at (270) 809-5630 or the Service Desk at (270) 809-2346
2.8.12. Data Research Request

Complete the Request for Student Lists, Emails, Address Files, or Data form and submit the completed form to the Office of the Registrar. Please allow 2-3 weeks (minimum) for the completion of small requests and additional time for larger projects.

2.8.13. Departmental Challenge Examination

Procedure for Departmental Challenge Request:

  1. The student must contact the appropriate department for the exam they are requesting before registering and paying for the exam.  The department will make sure the exam is available and that the student is qualified to take the exam.
  2. By clicking on the Departmental Challenge link on the Academics tab or accessing the Departmental Challenge page directly, the student selects the link (below) with the exam(s) they wish to register for and pays for the exam(s) with a debit or credit card through the Marketplace Store.
  3. An email request is sent to the department.  
  4. The department contacts the student to schedule the exam(s).
  5. If the student successfully passes the challenge exam(s), the department chair/representative will send notification to the Office of the Registrar.
  6. Credit will be posted to the student's academic record if the student is currently enrolled.

Register & Pay for Departmental Challenge Exams













 

FAQs 

Q. Does the person who wishes to take a challenge exam have to be a student at Murray State?

A. No. They could be planning to enroll at Murray State and already working with the department to receive challenge credit. If they do not have a myGate account, there will be a link on the Office of the Registrar website where they can access the Marketplace store site. However, departmental challenge credit will not be posted to a student's transcript until they are enrolled at MSU.
 

Q. Does the person have to pay for the challenge exam?

A. Yes, payment is required at the time of request. The email request will not be sent to the department until payment is completed.
 

Q. Does the person have to register for the exam before they take it?

A. Yes, page 41 of the 2013-14 Bulletin states "All costs connected with a particular examination must be met by the student prior to the testing date." The same is true when a person registers for the AP or CLEP exams. They must register and pay for before taking the exam. Taking the exam does not guarantee the student will receive credit.
 

Q. Can students challenge a graduate-level course?

A. No, page 40 of the 2016-17 Bulletin states "Graduate students may not obtain graduate credit through testing" and "Graduate Students - Murray State University does not grant credit for correspondence courses, portfolio-based experiential learning, or for the completion of a challenge examination or any national testing-for-credit in any courses."
 

Q. Can the exam be taken more than once?

A. No, page 40 of the 2016-17 Bulletin states "A departmental challenge examination may only be taken once."
 

Q. Can the exam credit mark off a previous passing or failing grade earned for the same course?

A. No, page 40 of the 2016-17 Bulletin states "Departmental challenge credit may not be used as a repeat of a course taken earlier. A grade received in a regular course may not be changed by departmental challenge examination."
 

Q. What if a student wants to challenge a course but it is not listed on Marketplace?

A. The student should contact the department to see if a challenge exam is offered for that course. If so, the department representative should contact the Office of the Registrar to get it added to the Marketplace store.
2.8.14. Dropping/Adding a Class

All registration and drop/add processing must be done through myGate.

Students choose their classes from the Look Up Classes link on their Academics tab in myGate.

For information on specific deadline dates for drop/add/audit refer to the Calendars webpage or myGate Academics tab, Deadlines Channel.

For information concerning auditing, please see Audit/Time Conflict Permission article. 

To ADD a closed class, a student must contact the instructor of the class. If approved, the instructor will give the "Closed Course" override through their myGate. After the closed course override is given, the student MUST add the class by entering the CRN through their Academics tab by the published add deadline.  For semester deadlines, please check the Calendars webpage.

 

Drop/Add Frequently Asked Questions


How do I add classes?
Students add/register for classes on their myGate Academics tab.

How do I drop one or more of my classes?
Students must drop classes through their Academics tab on myGate.  Choose Add or Drop Individual Classes link under Registration Tools. For drop deadlines, see the Calendars webpage.

NOTE: Student athletes and international students must contact their athletic advisor and/or international advisor, respectively, prior to making any changes to their schedules.

How do I drop ALL my classes for the current semester?
Students dropping all classes may do so by accessing the "Withdraw From All Courses" link under the Student Links channel on their Academics tab on myGate.  Date restrictions apply for dropping and withdrawing from the semester.  See Calendars for drop/withdrawal deadlines.
You will not be withdrawn from the semester until you complete this electronic process.  All library books must be returned before a withdrawal form can be processed. Email confirmation to your MSU email address will be sent when you have submitted your withdrawal request and again after your request has been processed. Any further questions, contact the Registration Office, 270-809-2394 or msu.registration@murraystate.edu.

How do I take an overload of classes?
A minimum of sophomore standing is required in addition to a minimum of a 3.0 GPA for undergraduate students.  Graduate students require a minimum of a 3.0 GPA.  For the full policy refer to the Undergraduate Bulletin or Graduate Bulletin for overload requirements.  If requirements are met, submit an approved overload form to the Registration Office, basement of Sparks Hall, for processing.  For further questions, contact the Registration Office, 270-809-2934 or msu.registration@murraystate.edu

How do I add an upper level course if I am classified as a freshman or sophomore?
Contact the Registration Office, 270-809-2394 or msu.registration@murraystate.edu for assistance.  Refer to the Undergraduate Bulletin.

What does it mean to "audit" a course?
To audit means to attend and participate in class without earning a regular letter grade. Audited classes are listed on a student’s permanent record with a grade of AU and no credit hours. Instructors have the authority to fail a student from an audited course if he or she does not do the required work, or fails to attend the class. Class attendance is required.

How do I audit a course?
To AUDIT, a student must have a permission form approved with full signatures of the instructor of the course. This form must be submitted to the Registration Office, basement, Sparks Hall, for processing before the deadline to audit. Instructors have the authority to fail a student from an audited course if he or she does not do the required work, or fails to attend the class.
NOTE: Student athletes must discuss auditing a class prior to submitting an approved audit form to the Registration Office.  Date restrictions apply for dropping and withdrawing from the semester.  See Calendars for audit deadlines.

How do I repeat a course? What effect does a repeat have on my permanent record?

The student registers for the class to be repeated through their myGate Academics tab. The myGate system automatically recognizes the class as a repeated class. The last attempt is calculated into the G.P.A. All other attempts remain on the transcript as part of your academic history, but are not calculated into the GPA.

How do I view and print a copy of my schedule?
Students can view and print their class schedule through their Student Links channel on their myGate Academics tab.


Will I receive a refund?
A student who completes a schedule change may receive a reduction in charges for tuition and/or course fee(s) if the student (1) drops below full-time, (2) is part-time and drops a class, or (3) is full-time and drops a class with a refundable course fee.  All types of refunds, if applicable, will be in accordance with the refund table listed in the current Schedule of Fees.
Students who wish to appeal their tuition refund amount must do so in writing to the Withdrawal Appeals Committee, Bursar's Office, Murray State University, 200 Sparks Hall, Murray, KY 42071-3312.  For a link to the appeal form, click here.

 

 

 


2.8.15. Duplicate Diploma Request

You can now order duplicate diplomas online to be mailed to you. 

Complete the duplicate diploma request form and use a debit/credit card for payment. Cost of duplicate diplomas are $15 ea.

Note: All degrees will be verified for accuracy. Please do not request that your duplicate diploma contain a "nickname". Those requests cannot be honored - only official names will be printed. 
2.8.16. Enrollment Verification
Murray State University processes many enrollment verifications for loans through the National Student Loan Clearinghouse. Student enrollment data is reported to the clearinghouse three times during the semester; after the last day to enroll, mid-semester, and at the end of the semester.

Students may need verification of their enrollment status for other purposes such as eligibility for insurance coverage, etc.. Enrollment will be verified for the official dates of each semester once a student has completed the registration process. 

Undergraduate students will be certified as full-time if they are registered for 12 or more credit hours each semester. Those with fewer than 12 credit hours will be certified as part-time. Graduate students will be certified as full-time if they are registered for 9 or more credit hours each semester. Those with fewer than 9 credit hours will be certified as part-time.

Enrollment Verifications may be requested through myGate on the Academics tab. Once a verification has been submitted, it will be processed through the Office of the Registrar on the next business day.
2.8.17. Family Education Rights and Privacy Act (FERPA)

Institutional Policy


The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records, including:

 

 

1.   The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. A parent of a dependent student as defined in section 152 of the Internal Revenue Code may request permission to view a student’s educational records upon showing proof of dependency. Release of such information is at the discretion of the Registrar.

 

2.  The right to request the amendment of the student's education records that are believed to be inaccurate or misleading.  The student should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for an amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

 

3.   The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent, as follows: 

 

a) Disclosure without the student's consent is permissible to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); the University attorney; appropriate community safety and emergency personnel to whom information regarding students is to be provided pursuant to KRS 164.9495; a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a contractor, consultant, volunteer, or other person or entity to which the University has outsourced institutional services or functions, and who is limited as to use, maintenance, and re-disclosure of information; a person serving on the Board of Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.  In addition, the following groups are specifically recognized as “school officials” within the definition of FERPA for the limited purpose of receiving at any time listings of names and addresses of students, including in-coming students, and/or student directory information:  MSU Alumni Association; Murray State University Foundation, Inc; a person or company who performs a service for MSU that serves a legitimate educational interest; authorized representatives of federal or State supported education programs if disclosure is in connection with an audit or evaluation of supported programs or for the enforcement of or compliance with legal requirements that relate to those programs.

 

A school official has a legitimate educational interest if the official needs to review or receive any education record in order to fulfill his or her professional responsibility or if the service to or for MSU is of a type that MSU would normally perform itself including one which MSU has outsourced.


As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records - including your Social Security Number, grades, or other private information - may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("Federal and State Authorities") may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

 

b) FERPA allows the institution to routinely release information defined as "directory information." 

The following student information is included in the definition: 

  • the student's name
  • addresses
  • telephone listings
  • campus e-mail address
  • date and place of birth
  • fields of study
  • photograph
  • participation in officially recognized activities and sports 
  • weight and height of members of athletic teams
  • dates of attendance
  • enrollment status (including full-time, part-time, not enrolled)
  • degrees (pending and received)
  • awards or honors received and the most recent previous educational institution attended

 

When a student wants the directory information to remain confidential, an official request form must be completed in the Registrar’s Office within the first five days of class of the school term.  If a student requests directory information withheld during a term and does not return to Murray state after that term, that request remains in force until such a time as a formal written statement removing that hold is received from the student rescinding that request. Murray State will release directory information to school officials or others with a legitimate educational interest.

 

 

4.   The right to file a written complaint with the Family Compliance Office of the United States Department of Education concerning an alleged failure by MSU to comply with the provisions of FERPA.

 

a) The complaint must contain specific allegations of fact giving reasonable cause to believe that a FERPA violation has occurred. A complaint does not have to allege that a violation is based on a policy or practice at MSU. 

 

b) To be timely, a complaint should be submitted to the Family Compliance Office within 180 days of the date of an alleged violation. The Family Compliance Office may extend the time limit for good cause shown. 

 

c) The complaint may be filed at: Family Compliance Office, U.S. Department of Education, 400 Maryland Ave, S.W., Washington D.C., 20202. 

2.8.18. Family Education Rights and Privacy Act (FERPA) for Faculty, Staff, and Student Employees


The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  This includes but is not limited to Social Security numbers, class rolls, advising files, tests, degree audits, and a student’s class schedule.  These rights are listed below.  As an employee of Murray State University you are expected to comply with this federal law.  The Registrar’s Office is the official source for all student data, and the Registrar is the authorized party to determine right of access to student data.  Murray State identifies faculty members as school officials with a right to access certain specified student records based on an appropriate “need to know.” 


Before an employee can gain on-line access to data he/she must participate in FERPA training provided online by the Registrar’s Office.  
Key points to keep in mind when working with students or student records are:  
  • do not post grades;
  • do not post or share your password with anyone;
  • unless you are positive of a student’s identification, ask for an ID with photo before discussing or releasing any information about that student to that student;
  • keep all confidential documents in a secure location;
  • refrain from discussing confidential information in public places such as hallways, restaurants, classrooms, common areas and office spaces that are not secure;
  • do not let other students or employees see information for which they have not been authorized;
  • do not allow students to look through a stack of tests or degree audits for their specific documents;
  • get signed permission forms before preparing letters of recommendation, and keep those forms for at least one year after the student has left the University or one year after the letter was written, whichever is later;
  • include confidentiality/FERPA issues in the training or performance evaluations for any student workers or employees that you supervise;
  • since you are given access to student data only for your professional needs, refer third-party requests for student data  to the Registrar; and
  • when in doubt contact the Registrar for guidance on issues that relate to confidentiality of student records. 
2.8.19. Family Education Rights and Privacy Act (FERPA) Training (Online)

This tutorial is a learning tool designed to equip faculty, staff and students with a better understanding of the Family Educational Rights and Privacy Act of 1974.


The tutorial is not an exhaustive study of the topic of FERPA, but it does address the essential elements of the law.  It is not intended to be a substitute for legal advice.  Specific questions regarding FERPA should be answered by the Registrar's Office.

Once you have finished the tutorial,  you will be prompted to complete a quiz over the tutorial material.  Completion of this quiz with a score of 100% will create a record that you have successfully completed FERPA training.

Questions regarding the interpretation and implementation of FERPA may be directed to:

University Registrar
msu.registrar@murraystate.edu
2.8.20. Family Education Rights and Privacy Act (FERPA) Request for Non-Disclosure

The following items are considered to be directory information and, by law, can be released to anyone:
  • Name
  • Local and Permanent Addresses
  • E-Mail Address
  • Telephone Numbers
  • Areas/Majors/Minors
  • Photograph
  • Participation in Officially Recognized Activities and Sports
  • Weights and Heights of Athletes
  • Dates of Attendance
  • Degrees and Awards
  • Most Recent Previously Attended Institution
  • Classification
Any student who objects to the release of his/her directory information on file may request non-release of this information by submitting the request for non-release of directory information in person to the Registrar's Office. An ID with photograph is required.

This request will be honored and all of the information which the student requests to be withheld will be held confidential by the Registrar’s Office from the date the request is received, until the student requests in writing for the non-disclosure request to be removed. The right to opt out of directory information disclosures may not be used to allow a student to remain anonymous in class.

All questions regarding non-release of directory information should be sent to the Registrar's Office.
2.8.21. Grades

Grade Posting 
Midterm grades are available for viewing as soon as the instructor submits their grades on myGate.  Final grades are available on myGate the day after grades are due.

Financial Holds
Final grades will not be available for any student who has unpaid charges or library fines. Direct questions about financial holds to msu.bursar@murraystate.edu or (270) 809-4227.

Grading Scale
The following system of grades is used for the evaluation of course work, with a 4.0 grading scale used to determine grade point average:

A ....... Exceptionally high quality; valued at four points for each credit.

B ....... Good; valued at three points for each credit.

C ....... Satisfactory; valued at two points for each credit.

D ....... Poor; valued at one point for each credit.

E ....... Failure, no credit; valued at no points and no hours earned. This grade affects the gpa negatively.

P ....... Pass; credit valued at no points and no hours attempted. (Used only for departmental challenge and officially approved pass/fail courses as stipulated in the course description section of the University Bulletin)

AU .... Audit; no credit. (Requires instructor's approval)

I ......... Incomplete; Non-punitive until the deadline for each semester.  This grade is assigned when, for reasons beyond a student's control, students engaged in passing work are unable to complete all class assignments. If work is not completed the I grade will convert to an E grade.  GPAs will then be recalculated.  

R ........ A grade to be used in restricted instances for specific approved courses to denote either that credit is deferred until additional course work is completed, or that the course must be repeated.

W ....... Withdrawn; no hours and no quality points. (Only may be assigned to eligible students who have officially dropped courses or withdrawn from MSU by published deadlines)

NR ...... Not reported; grade used when the instructor has not submitted final grades by the deadline. No credit is given and is not computed as hours attempted.

IP ....... In progress; grade used in restricted approved instances. Computed as non-punitive.

Students  may  not submit missed work, make changes to already submitted work, nor complete additional assignments in order to change a grade of  A, B, C, D, or E once the grade has been recorded.

Beginning Fall 2011, a student who receives an I grade must complete the work and the instructor must submit the grade by mid-term of the fall or spring term immediately following the term in which the I was received.  I grades received in the fall must be rectified and grades submitted to the Registrar's Office by March 15th of the following spring term; spring and summer I grades, by October 15th of the following fall term.

(Degree pending students should see the note below.)  Students completing class assignments with the intent to change the I to a passing grade should not re-register for the course.  Should the student fail to complete the course within the designated time period, the I will be converted to a grade of E and the GPA will be recalculated.  This may change the academic standing, including dean's list honors.

Once a grade of I has been converted to an E, the grade will not be changed to a passing grade.  After the grade of E has been assigned, the student must register and pay for the course in a future semester in order to receive the credit.  Re-registering for the course will not prevent the original I grade from being changed to an E after the deadline has passed.

NOTE: If a student is pending a degree, incomplete grades must be changed within five (5) weeks after the semester ends; otherwise the I will be converted to an E and the GPA will be recalculated.  (See the Graduation Requirements section in Chapter 5 for additional information). 

Calculating your GPA
For all courses where grades were received (except "AU", "P", "R", "W", "NR", and "IP"), you multiply the credit hours for each course by the number of points appropriate for the grade you received in that course. For Example:           

Grade  Quality Point Average Course Credit Hours Quality Points
 A  4  3  12
 B   3  3  9
C  2  3  8
 D  1  3  3
 E, WE, I, X  0  3  0
 AU, P, R, W, WP, NR, IP  0  0 No effect
Divide "Points" by "Hours Attempted": 32/16 = 2.00 GPA (a minimum of a 2.00 GPA is required for graduation).

Truncate (do not round) the GPA: a 2.9999 GPA is still a 2.99 GPA not a 3.00

A grade of "P" has no GPA effect, so course hours are not included in attempted hours. This is why it’s possible to have more earned hours than you have attempted hours on your transcript.

A grade of "AU" also has no GPA effect. An auditor is one who enrolls and participates in a course without expecting to receive academic credit. An audited course is not applicable to any degree or certificate program. A student who arranges to audit a class must have written permission from the instructor before they can enroll and must complete all requirements and tests specified by the course instructor. The signed permission must be submitted to the Registration Office for processing, Basement, Sparks Hall. Audit courses are considered load credit so students need to know that failing grades can be given to students who do not complete the course requirements. A student may take a class for credit after having audited it or may audit a class after having received credit but an "AU" grade will not replace any earlier grade.

Repeating Courses
An undergraduate student may, for the purpose of raising a grade, repeat a course for credit no more than three times, unless otherwise noted in the course description. Only the last attempt will be calculated in the cumulative GPA and count toward hours earned. Grades of "AU", "R", or "W" do not count towards repeat attempts. Transfer credit will be subject to the same policy as Murray State work. Therefore, an equivalent transfer course could mark off an MSU course. Note: We do NOT keep the BESTgrade--we keep the second grade. It is possible that you could replace a passing grade with a failing grade—this means you would have to take the course again to receive credit.

To see how a repeat changes your GPA, you delete any points and hours from the first time you took the course and add in the new hours and points. If a course with a "D" on page 1 is repeated and an "A" is earned, then the hours would be unchanged and only the equivalent points would change. You can determine your new GPA by using the "calculating your GPA" above.

Graduate Credit
Graduate course repeats will not remove prior attempts. All graduate credit remains on the transcript.

Dropping Classes
You may want to consider dropping a class if you are not going to receive a passing grade. Be absolutely certain to check the drop deadlines and to discuss any possible repercussions with your advisor, the student financial aid office, and your insurance company if dropping a course will put you below 12 hours.  

Once you Graduate
No courses taken before a baccalaureate degree is completed will be marked off after graduation and no grades are changed once the degree is conferred. The grade point average at graduation is frozen and will not be changed when additional courses are added to the transcript.

Official University Policies
Complete university policy information can be found in the Undergraduate and Graduate Bulletins. Be sure to consult the bulletins for more information. Lack of knowledge about university policies is not an acceptable basis for appeal. The bulletins can be found on-line at the Registrar's Website.

 

Grade Information for Faculty
Midterm and final grades are submitted through the instructor's myGate, Teaching/Advising tab, beginning one week prior to the final due date.

Final grades must be submitted by each individual faculty person 48 hours after each exam, through the instructor's myGateTeaching/Advising tab. Contact the Registration Office for assistance, (270) 809-2394.

If you have any questions, contact Registration.

2.8.22. Grade Appeal

Grade Appeal Form

Murray State University recognizes that differences of opinion or interpretation may arise between students and faculty members regarding the assignment of course grades. The university urges the student to first seek resolution through informal discussion with the appropriate faculty member.

It should be noted that situations involving academic misconduct should be directed to the University Judicial Board.

The student initiates a meeting with the instructor of the class. The meeting must take place within the first twenty (20) days of the semester immediately following the term during which the incident of grievance is alleged to have occurred, exclusive of summer session.

If the matter is not resolved satisfactorily at the instructor level, meetings with the chair and dean must follow within ten (10) days of the initial discussion with the instructor. At the time of each meeting, the instructor, chair and dean must sign and date the grade appeal form.

Once all means of informal resolution on the collegiate level have been exhausted the student must submit a completed grade appeal form with supporting documentation to the Office of the Registrar within fifteen (15) days of the initial discussion with the instructor if the matter is not resolved satisfactorily.

The chair of the Academic Appeals Board shall convene that committee within twenty (20) days of the receipt of the grade ap­peal form and supporting documentation.

Copies of the recommendation and final decision by the provost shall be sent to the appropriate academic dean, the student, and the instructor, within ten (10) days of the completion of the hearing, unless notified otherwise. The text of the recommendation and all pertinent testimony and gathered data shall be kept in confidence.

NOTE: If at any point in this process, the student alleges that actions have taken place that may be in violation of the Murray State Univer­sity Non-Discrimination policy this process must be suspended and the matter directed to the Office of Institutional Diversity, Equity and Access.

Under no circumstances will an appeal of a grade be accepted after one year from the end of the semester in which the grade was received.

For the full policy, go to the current University Bulletin: http://www.murraystate.edu/academics/RegistrarsOffice/index.aspx

2.8.23. Graduation Information Change

Students wishing to change their graduation date should complete the graduation information change form. Upon receipt of this form, the Registrar’s Office will make the requested changes to the student’s graduation file.

Students wishing to make changes to commencement information should complete the bottom portion of the above form. If this form is not completed, the student’s name will be placed in the commencement program according to information on file in the graduation folder.

The form may be mailed or faxed to the following address:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY  42071-3312
-OR-
Fax: 270/809-3050
Attn: Graduation
2.8.24. Military Activation Withdrawals
Students need to provide the Registration Office with a signed statement requesting to be withdrawn. Students must also provide the Registration Office with a copy of their orders or an official letter from the 1st Sergeant/Unit Commander on unit letterhead in order to receive 100% refund. If in person, complete top portion of withdrawal form.
 
If not available, fax or mail letter. If the student cannot send a letter him/herself, MSU will accept an official statement from the Unit, which must include the student’s name, social security number and date of activation. (The Registrar must approve any questionable documentation before processing of withdrawal begins.)

Official withdrawal will be as of the date orders/letters are received. If orders are received after the date for students to drop a class with a grade of "W", the withdrawals will be back-dated to that date in order for the students to receive grades of ‘W’. For courses that are largely complete or that can be completed from a distance (directed studies, etc.), students may choose to work with faculty to take grades of "I" to give more time to complete the course. Students need to know that these grades do calculate into the gpa as failing grades until they are completed. If circumstances don't permit the student to complete the incomplete grades, the student and faculty member can work with the Registrar to process a later withdrawal.

The Registration Office will forward a copy of the orders/letters to Financial Aid Office. The Registration Office will also forward a copy of the orders/letters to Student Loans in the Bursar's Office to process paperwork for students to receive a 100% refund. (Any necessary return of Title IV Funds must be calculated and if this calculation results in the school being required to return funds to a Title IV program, then the student will be charged for what has to be returned.)

If the student lives in University Housing, the Registration Office will forward a copy of his/her orders to the Housing Office unless the student is able to take care of checking out of the residence halls him/herself.

If the student has any library books checked out, they must return them to the library in order to avoid any charges. The Registration Office will work with students who are unable to return their books immediately.
 

People To Contact:

Registration Office – (270) 809-3762

Registration Office – FAX – (270) 809-3050

Bursar’s Office –  (270) 809-2318

Financial Aid –  (270) 809-2546/2547

Student Loans – (270) 809-2690

Registrar – (270) 809-3759

Toll Free – 1-800-272-4678


Military Activation Withdrawals FAQ
Q. How do I withdraw from my classes?
A. Students wanting to withdraw from all of their classes need to come to the Registration Office in Sparks Hall to complete a withdrawal form. Those who are unable to visit the Registration Office should fax to (270) 809-3050 a signed letter stating his/her intent to withdraw. Students must also provide the Registration Office with a copy of their orders or an official letter from the 1st Sergeant/Unit Commander on unit letterhead containing the student’s name, social security number and activation date. Also, anyone with a power of attorney that allows him/her to transact all business can initiate a withdrawal for a student.

Q. How will withdrawing affect my grades?
A. All students withdrawing from the University due to military activation will receive grades of ‘W’ on their transcripts. This will not affect the grade point average in any way.

Q. Is withdrawing from classes the only option I have?
A. Not all students affected may decide to withdraw from their classes. Depending on the time of withdrawal, some students may want to work out a way to finish their courses with a grade. Others may want to receive an ‘I’ for the semester. Students will need to coordinate with their professors on an individual basis as each situation and course will differ. Some of those taking an "I" due to military activation may wish to change the grade to "W" due to the circumstances they encounter when activated. In the event that this is desired or that an extension is needed by these students on the time required to complete an incomplete grade, the faculty member should work with the student and the Registrar to facilitate the grade changes on an as-needed basis.

Q. What if I want to register for classes in the next semester?
A. If students are planning to attend the next semester, they can register as if they were still attending. Those out of school for two or more semesters should contact Admissions Services.

Q. Will I receive a refund for the semester?
A. All students withdrawing from the University due to military activation will receive a 100% tuition refund of personal payments with approved documentation. (Any necessary return of Title IV Funds must be calculated and if this calculation results in the school being required to return funds to a Title IV program, then the student will be charged for what has to be returned.)

Q. Will withdrawing affect my financial aid?
A. If students decide to return for future semesters, they need to contact the Student Financial Aid Office to verify their current and future eligibility.

2.8.25. Pre-Registration Verification

Students are required to update and complete pre-registration verification prior to each advance scheduling period.

 

2.8.26. RACR (Degree Audit)
Undergraduate, first time degree-seeking students are able to view their RACR (Racer Academic Completion Report) through their student myGate account.  This report will assist students in selecting their class schedule and measuring their progress toward degree completion. 

Click here to view the RACR Advisor User Guide.

Click here to view the RACR Student User Guide.

Click here for the Student Guide to Understanding RACR Training video.

Click here for the Understanding Degree Works (RACR) Training video.

2.8.27. Registration Agreement (effective 4/2/2014)
Effective April 2, 2014-

By registering for classes for this semester, I acknowledge that I am entering into a legally binding educational contract with MSU to pay all tuition, room, board, parking citations, library fines, Bookstore charges, class fees and other charges assessed by MSU (“Balance Owed”) by the semester due date.  See Schedule of Fees for full listing of fees.

 In the event that I do not pay the entire account balance in full by the semester due date, I understand and agree that I will not be able to schedule for future semester or receive transcripts until my debt is paid in full. 

I am responsible for fees associated with class drop/add if I fall below full-time status or completely withdraw from the University.  In addition, if MSU is required to return Federal Title IV funds (“Federal Aid”) or federal Veteran benefits as a result of my dropping of classes or withdrawal (official or unofficial), I acknowledge and agree that I am responsible for the repayment of the Federal Aid to the University. 

If I leave the university with an outstanding debt, I understand and agree that my account may be assigned to MSU Internal Collections due to non-payment and that in such event that I shall be responsible for and agree to pay, in addition to any Balance Owed, MSU’s Internal Collection Fee which amounts to 15% of the Balance Owed.  Further, I agree to pay and/or reimburse MSU any external collection fees of any collection agency and/or the Kentucky Department of Revenue, (“External Collection Fee”) which may be based on a percentage at a maximum of 33.3% of the combined total of the Balance Owed plus the Internal Collection Fee and further agree to pay all other  costs of collection, fees,  and expenses, including but not limited to reasonable attorney’s fees and court costs, incurred by MSU in any collection efforts along with interest as may be allowed by law.

I further acknowledge and agree that:

Any monies owed to MSU under a payment plan constitute an educational loan that cannot be discharged in bankruptcy under 11 U.S.C. 523(a)(8).

I have reviewed and understand the refund deadlines found at Refund Policies and Procedures prior to dropping a class.

If I am unable to attend MSU for any reason, I must officially withdraw online through the Registrar’s Office.


Registration Agreement effective for Summer 2014
2.8.28. Registering for Classes
All students on and off campus, must schedule through myGate. Before scheduling you must consult with your academic advisor about your class selections. Students choose their classes from the Schedule of Classes viewed through myGate.  It is your responsibility to be aware of and comply with all university, college, department and program requirements and regulations. Those participating in athletics and/or the honors program, also must have the approval of the advisors for those programs.

All financial obligations to the university must be cleared before a student will be permitted to schedule. Students may make payment via their myGate account or by mailing a check to Murray State University, 200 Sparks Hall, Murray KY 42071-3312. In addition there is a payment drop box on the east side of Sparks Hall. Please allow 24 hours for processing time for payments placed in the drop box.

Any questions concerning payments should be directed to msu.bursar@murraystate.edu or to the Office of the Bursar at (270) 809-4227.  

Advance Scheduling
Advance scheduling will take place through myGate only. Priority for advance scheduling is based on a Timetable for Advanced Scheduling (found on the University's Academic Calendar page).



Late Registration
All late scheduling will be done through myGate. For further information contact the Registration Office, call 270-809-2394, or email msu.registration@murraystate.edu. When late registration begins for the spring, summer or fall term, a late registration fee will be assessed for everyone scheduling for the first time or rescheduling after their original schedules have been removed from the system. See the University Calendar for late registration dates.

Registration FAQ
Q. How many hours do I need to become a sophomore, junior, or senior?

A.
30 earned hours = Sophomore
60 earned hours = Junior
90 earned hours = Senior

Q. I tried to register and was not able to due to a hold. What do I do?
A. Go to your myGate Academics tab.
Click "holds" in your Student Links channel.
You then will need to contact the appropriate department that the hold is with. Ex:
  • Bursar’s: 4227
  • Collections (ECSI): 3473 or 2669
  • Incoming freshman admission: 3741
  • Incoming transfer admission: 3350
  • New student advisor: see advisor (viewable on myGate and RACR audit)
  • Other academic holds (Registrar’s): 2394
Q. If I make changes to my schedule, how do I get a revised copy?
A. 
Go to your Academics tab Student Links box
Click on “view/print my schedule”

Q. How do I drop my only class or all my classes? 
A. You cannot drop your only class or all of your classes on myGate. Withdrawals are done through myGate.
Go to Registration Tools channel and click on "withdraw from all courses" and follow the prompts.  This will submit your request to withdraw from all classes for a semester electronically.

Any further questions contact Registration, 270-809-2394 or msu.registration@murraystate.edu.

Q. myGate won’t let me schedule for a class that I have permission to take. What do I do?
A. First, verify that the instructor has given the appropriate override by going to your academics tab on your myGate account. Click on Registration status.
If the override has been given you will be able to view the override here.
Verify the override the instructor gave matches the error message you are getting when registering for the class.  
Instructor overrides must coordinate with the registration error message. For example: Closed override for a closed class.
NOTE: If a closed override has been given, you must register for the class by typing in the 5 digit CRN through the Add/Drop Class link in your Academics tab.

Q. What do I do if I have permission from an instructor to take a class as an audit or a class has a time conflict with another class?
A. You will need to get a permission form from the Registration Office or online (here) in order to audit a class or have a time conflict.
The time conflict can be no more than 15 minutes.
The form must be signed by the instructor and submitted to the Registration Office in the basement of Sparks Hall by the posted deadlines per the university calendar for processing.
2.8.29. Registration Holds

These holds can be placed on the student's account because of a balance due with the university, missing admission forms, an unmet academic requirement (for example: failure to complete required training via Canvas), etc.

Students can determine if they have an active hold on their account by:
1. logging into their myGate and clicking on the Academics tab.
2. In the box labeled Registration Tools click the link, Registration Status.
3. Following this link, students may click on the appropriate term they will be registering for from the drop down menu. If the term selected is open for registration (please note that if a term is selected before it is open for registration a message will be shown that explains that the term is unavailable for registration) a page will pull up that will show any hold that is present on the student account.
4. Scroll to the bottom of this page and click view holds for detailed information regarding current holds. If a message appears that a financial hold has been placed on the account (even if the amount reflects $0.00) - you may wish to access the student billing website.  Other holds may have information related to them such as phone numbers or office names.  If you have questions about the hold, please use that information to contact the appropriate office to inquire about removing the hold.

Financial holds can be cleared by submitting payment to the University.  This can be done by
1. returning to the myGate home page,
2. selecting the MONEY tab, and
3. following the link that says My Account/View E-Bill viewing any current charges that have been added.

When students acquire charges throughout the semester (items such as books charged at the book store, course fees or parking tickets) they can cause a financial hold to be placed on the account if these items are unpaid. The Bursar's Office always encourages students to check their current account status before the registration period begins in order to make any correction or clear any outstanding balance to the student account. Contact the Bursar's Office with questions concerning Bursar holds.

 

 

2.8.30. Residency for Tuition Purposes
INITIAL DETERMINATION OF RESIDENCY STATUS
The initial determination of residency status is made by the institution during the admission process, and is based on information available in the admission records. A review of the initial determination of residency status may be requested by the student, the institution, or the Council on Postsecondary Education.

In making decisions, a determination is made as to whether a person is financially dependent on, or independent of, his or her parent(s). If a student is determined to be dependent, the student takes the residency status of the parent(s). If the student is determined to be independent, the student is responsible for establishing residency in his or her own right, pursuant to the residency regulation, 13 KAR 2:045.

CHANGING RESIDENCY CLASSIFICATION
WHY FILE FOR A CHANGE IN RESIDENCY CLASSIFICATION?
Normally, admissions information is limited to academic credentials and may not include complete evidence of residency and domicile.

The tuition differential for residents and nonresidents is significant and can impact a student’s financial resources.

University officials wish to properly classify students for admission and tuition purposes, and procedures are in place to do this when sufficient information and documentation are available. If you feel your residency classification is in error, or your status has changed, and you meet the qualifications for residency pursuant to 13 KAR 2:045, you may appeal your current residency determination by completing the residency affidavit.

Students are responsible for providing clear and convincing evidence of residence and domicile.

Every relevant factor is considered in determining a residency status.

All facts of residency and domicile must be documented and verifiable.

STEP-BY-STEP GUIDE
1. The only form that needs to be printed is the Residency affidavit; all other forms can be viewed online or printed for personal use.

2. Review the state policy on residency classification. 

3. Review Murray State’s policy on residency classification. 

4. Review Frequently Asked Questions about residency classification (related article). 

5. Read all the instructions carefully.

6. Make sure you know what documentation is needed for your specific situation. 

7. Make copies of all the supporting documentation.

8. Fill out the residency affidavit and attach all the supporting documentation to it.

9. Make sure you have your affidavit notarized (The Office of the Registrar has a notary on-site).

10. Turn the affidavit and documentation in to the Office of the Registrar before the given deadline. See the university calendar for appropriate deadlines. 

IMPORTANT NOTES
Before you apply
  • Know the tuition deadline. Filing a residency appeal does not count as payment.                 
  • Please allow two (2) weeks between filing and the tuition deadline, if the outcome of your appeal makes a difference in your enrollment. If you apply for residency within ten (10) business days of the tuition deadline, you need to be aware that your appeal may not be reviewed prior to tuition being due and you are responsible for your full balance.                 
  • If you choose to stay in courses past the 100% refund deadline and your appeal is denied, this is not a reason for a 100% refund from your courses.
 
After you apply
  • Pay your tuition by the tuition deadline.
  • If additional information is needed, the Residency Officer will contact you via your MSU email. Please respond to any inquiries about your residency appeal within five (5) business days. If the Residency Officer does not hear from you, this may be reason for automatic denial.
  • You will be notified of the official decision by mail.
  • Every student has the right of appeal through the Residency Review Committee. This is a formal hearing process that is outlined to you, if denied.

 

DEADLINE
Applications for review of residency must be filed in a timely manner. Applications will not be treated retroactively. Applications must be filed no later than thirty (30) calendar days from the first day of the semester for which the application is being filed. The University has four academic semesters – spring, summer, fall, and winter; residency will not be reviewed during the winter term. Deadlines are published on the university calendars. Although the summer semester has many individual parts of terms, the deadline applies to the first day of class for the summer semester only, not the term. Applications received later than thirty (30) calendar days after the first day of class will not be considered for that semester.


CAUTION: To avoid missing the deadline, do not leave your affidavit and documentation with an office other than the Office of the Registrar. The affidavit and ALL required documentation must be submitted before the end of our business day on or before the deadline date. 

Submit the completed and notarized residency affidavit and ALL supporting documentation to:

Office of the Registrar
113 Sparks Hall
Murray, KY 42071

Phone: (270) 809-3380

APPEAL PROCESS
Request for Appeal of Residency Status 

There are three steps in the appeal process to allow for due process;

1. The appeal of the initial determination of residency is reviewed by the University Registrar.
 If the decision is Kentucky, or appropriate region/state and county, the appeal is finalized.
 If the decision is nonresident, the student may submit a written request, within fourteen (14) calendar days, to further appeal to the Residency Review Committee. 
 

2. The Residency Review Committee reviews the determination made by the University Registrar.
 If the decision is Kentucky, or appropriate region/state and county, the appeal is finalized.
 If the decision is nonresident, the student may submit a written request, within fourteen (14) calendar days, to further appeal the determination made by the Residency Review Committee to the Office of the Provost for a formal institutional hearing. 
 

3. The Provost shall appoint a hearing officer. The student is guaranteed due process, may attend the formal hearing, may provide documentation and testimony, and may be represented by legal counsel. After the formal hearing, the hearing officer will provide the Office of the Provost with his/her recommendation. The Provost will issue a final written decision to the student. The case is closed.

WHO TO CONTACT
If you are an incoming or readmitting Murray State student, residency questions should be directed to the appropriate Admissions Office.If you are a current Murray State student, questions should be directed to the University Registrar at (270) 809-3380.

 

 

2.8.31. Residency for Tuition Purposes FAQ
RESIDENCY FAQ: ESTABLISHING RESIDENCY

Q. How long do I have to live in KY to get instate residency? (I've been living in Kentucky for 1 year.  Do I qualify for instate residency?)
A. Mere physical presence in KY doesn't automatically qualify someone for instate residency. There are many factors the State of Kentucky requires in order to establish residency for tuition purposes.  Many people live in Kentucky, including students from other countries, while going to school but have not established permanent residency in the state.  Please read the state regulations and the other FAQs carefully.
 

Q. What are the requirements for becoming a KY resident?
A. The State of KY regulates the determination of residency status for admission and tuition purposes for all public colleges and universities in the state. All persons seeking a change in residency status should read this regulation (13KARs:045). KY residency requires a preponderance of evidence supporting permanent residency in the state. State-supported postsecondary education institutions were established and are maintained by the Commonwealth of Kentucky primarily for the benefit of qualified residents of Kentucky. The substantial commitment of public resources to postsecondary education is predicated on the proposition that the state benefits significantly from the existence of an educated citizenry.

Q. How is a determination of residency made?
A. Residency determination is based on the student's (1) financial independence or dependence on parents/guardian, spouse, or other financial resources (aka loans, grants, financial aid), and (2) a preponderance of evidence supporting the permanent domicile of the student or parent/guardian or spouse.

New Admissions or Readmissions - For a newly admitted or readmitted student, residency status is determined by information provided on the admissions application, documents supplied, and other available information. The student should ensure that all pertinent information has been provided. The university will review the available information and determine the student's reisdency status based on the state regulation. If the student then wishes to appeal thaat determination, a completed residency affidavit and required documentation must be submitted to the Office of the Registrar. 

Enrolled Student - A currently enrolled student who wishes to petition for Kentucky residency status must complete the official residency affidavit and provide all necessary documentation to the Office of the Registrar. See the Academic Calendar for deadlines. 

Q. I have not yet been admitted to the University. How do I find out whether or not I will be considered a resident for tuition and admission purposes?
A. The first step is to apply for admission to the University. If you are admitted, you will be notified of your residency classification on your admission letter. The university may request additional information to make the determination of residency. If you are classified as a nonresident, and wish to appeal this determination, a completed residency affidavit and required documentation must be submitted to the Office of the Registrar. A pre-applicant will benefit from reading the residency regulation.

Q. What is the deadline to file a request for residency change?
A. The residency affidavit and supporting documentation should be submitted to the Office of teh Registrar no more than thirty (30) days after the first day of class for the term for which the person is requesting a change in residency status. Tuition bill deadlines will be enforced. Classes could be purged for non-payment. Residency determination may be made after tuition is due. If residency is changed, the student's tuition bill will be adjusted and refunds may be generated, if applicable.

Q. What type of evidence is necessary to establish domicile or residency?
A. Each claim made in support of a request for residency should be supported with written documentation. The affidavit identifies several areas that are to be supported by documentation; as much documentation should be provided to support a residency claim. The required documentation is listed at the end of the residency affidavit.


RESIDENCY FAQ: RESIDENCY FOR REGIONAL STATES

Q. Can I apply for residency for other states besides Kentucky?
A. Yes. Murray State offers tuition discounts to students whose residency is in one of our regional states - IL, IN, MO, and TN.  The same rules and regulations apply to determining regional state residency as it does to determining Kentucky residency.  The same residency affidavit and supporting documents must be provided.


RESIDENCY FAQ: DEPENDENT STUDENT

Q. What is the residency of a dependent student?
A. A dependent person’s residency is that of the parent(s)/legal guardian or spouse.

Q. My parents are divorced (or separated) and one parent lives in Kentucky. Although I was in custody of the parent living out of state, I would like to attend Murray State University as a Kentucky resident. Is this possible?
A. If you are a dependent student, you may take the resident status of either parent, regardless of which parent claims you for income tax purposes or has official custody. In this situation, it will be necessary for you to provide documentation to verify that your parent living in Kentucky is a resident according to Section 10 of the residency regulation.

Q. I'm a currently enrolled student and my parents are moving out of KY. Will my residency change?
A. A student's residency doesn't change as long as the student maintains continuous enrollment at the same degree level. Once continuous enrollment is broken and must be readmitted to the university or if the student changes degree levels, residency is reassessed.

Q. I am married to a KY resident. How do I change my residency to instate?
A. Complete the residency affidavit and supply the required documentation based on your spouse's residency by the deadline.

 

RESIDENCY FAQ: INDEPENDENT STUDENT

Q. What must I do in order to be considered an independent person who can establish residency in Kentucky?
A. The student must submit documentation showing ability to provide the necessary financial resources to provide their own sustenance, as defined in Section 1 of 13 KAR 2:045, without dependence on student financial aid (grants, loans, federal work study, or aid) or financial help for any other person (except a spouse) and proof of not being claimed by a parent or other person (except for a spouse) as a dependent or as an exemption for federal and state tax purposes. The conditions for independence are included in the residency regulation along with definitions for “independence” and for “sustenance”.


RESIDENCY FAQ: DOCUMENTATION

Q. If I have a driver’s license, vehicle registration, voter registration, and a lease, will I be considered a KY resident?
A. Although they are required as part of the supporting documentation for residency, due to the ease and convenience in completing these acts, they have limited value in a determination that a person is domiciled in and is a resident of Kentucky.

Q. If an affidavit is refused by the institution due to lack of necessary documentation, and the complete file is not resubmitted until after the thirty day deadline, should the institution accept the application for that term?
A. No. However, the student should be informed that the application can be accepted for the following term.

Q. Is there a deadline for a student to submit additional documentation?
A. Yes. A student may supply additional documentation within five (5) business days after being contacted by the Residency Officer for more information. If the Residency Officer does not hear from the student, this may be reason for automatic denial.


RESIDENCY FAQ: EMPLOYMENT

Q. What is the definition of full-time employment?
A. At least 48 weeks a year, with an average of at least 30 hours a week, constitutes full-time employment for tuition residency purposes in KY.

Q. What is the residency status of a student if the student, or parents of the student, recently moved to Kentucky for employment reasons?
A. If there is documented evidence that the person received a job transfer to Kentucky, or came to Kentucky because of the acceptance of full-time employment and is financially independent, the student is eligible for residency.


RESIDENCY FAQ: FINANCIAL AID

Q. For financial aid eligibility purposes, the definition of independent status may be different from that for residency. Which definition is to be used for residency determination?
A. In cases where student financial aid information differs from that required for residency, follow the KY residency regulation in making residency determinations. The federal financial aid residency definition may differ from the state of KY regulation.


RESIDENCY FAQ: MILITARY

Q. What is the residency of a person (or parent or spouse) in the military?
A. Residency information for members of the armed forces can be found in section 7 of the state regulation.

Q. How is residency status assessed for civilian employees of the military?
A. Residency guidelines for active military personnel do not apply to civilian employees of the military. Their residency is assessed the same as any other non-military individual.

Q. Is a member of a foreign military who is on temporary assignment for special training at a Kentucky military base eligible for residency?
A. No. 13 KAR 2:045 Sec. 7 refers to a member of the Armed Forces of the United States. Residency status for a member of a foreign military is to be assessed in the same manner as a non-military person.


RESIDENCY FAQ: MOVING FROM KENTUCKY

Q. How long after moving from Kentucky does it take to lose Kentucky residency status?
A. A person is presumed to lose Kentucky residency when steps are taken to establish domicile and residency in another state and/or after a one-year absence from the state, unless the person can prove that Kentucky domicile and residency have been attained.

Q. How is it determined that a person has established domicile in another state?
A. The facts and conditions presumed in establishing domicile in Kentucky are the same as determining domicile elsewhere.

Q. What is the residency of a high school student whose parent is transferred out of state but the student remains in Kentucky to finish high school and attend college?
A. A recent high school graduate is presumed to be dependent, and has the domicile and residence of the parent. Therefore, the student entering college under these circumstances is presumed to be a nonresident.


RESIDENCY FAQ: MOVING TO KENTUCKY

Q. How long do I have to live in Kentucky to become a resident for tuition purposes?
A. Although certain presumptions about residency refer to a period of twelve (12) months, there is no specific time limit for establishing residency and domicile for tuition and admission purposes. The student is responsible for providing convincing evidence that residency and domicile have been established pursuant to Section 10 of 13 KAR 2:045. All information submitted will be reviewed in terms of compliance with the residency regulation, and a written decision will be issued to the student.

Q. If a student attends a Kentucky high school but parents have resided in Kentucky less than one year, what is the residency status of the student?
A. This depends on the reason the parents moved to Kentucky. The dependent student’s residence is the parent’s, and the parent must demonstrate residency according to the regulation.

Q. What is the residency status of the student if the student, or parents of the student, recently moved to Kentucky for employment reasons?
A. If there is documented evidence that the person received a job transfer to Kentucky, or came to Kentucky because of acceptance of full-time employment, the person(s) is eligible for residency.

Q. What is the residency status of a student who graduated from an out-of-state high school, is independent of parents, and has resided in off-campus housing for at least 12 months?
A. If independent status has been documented, the student’s residency must be evaluated on the individual’s circumstance. The reason for coming to Kentucky, full-time attendance at a higher institution, and other facts must be considered.

Q. Can a person be a resident of Kentucky if they have resided in the state less than one year?
A. Yes, depending on the reason for coming to Kentucky. The status of the person as a full-time or half-time student and other facts are considered, not necessarily the length of stay in KY. Mere physical presence in the state for one year is not sufficient evidence to establish domicile and residency for tuition purposes.


RESIDENCY FAQ: PROPERTY OWNERSHIP

Q. Does owning property, purchasing property for my child to live in while enrolled at MSU, owning a business, or working in Kentucky qualify a person for resident classification for tuition purposes, although the person has not been residing in Kentucky?
A. Owning property, operating a business in Kentucky, or working in Kentucky does not qualify a person as a resident for tuition and admission assessment purposes. “Domicile” means a person’s true, fixed, and permanent home and is the place where the person intends to remain indefinitely.


RESIDENCY FAQ: VISA HOLDERS

Q. How is residency assessed for an applicant for admission who graduated from a Kentucky high school, lived in Kentucky for at least twelve months, and holds a visa for which residency may be established?
A. Persons holding one of the visas for which residency may be established are able to establish residency the same as other individuals. If the person meets these criteria, they may be assigned KY residency. For a recent high school graduate who is presumed to be a dependent, residency is based on that of the parent.

Q. According to the previous interpretations, a non-citizen (resident alien) cannot extend residency to a non-resident spouse who is here under the F – Nonresident Alien Visa. Does this change in fact of marriage to a Kentucky resident override this fact?
A. No.  The holder of an F Visa cannot obtain Kentucky residency by this means.

2.8.32. Second Baccalaureate or Associate Degree

Second baccalaureate degree
Students who have earned or are seeking a baccalaureate degree may earn a second baccalaureate degree in a different major or area. The student must complete a minimum of 32 semester hours in residence at Murray State University, exclusive of hours taken toward requirements of the first degree, including any specific departmental requirements, pre-requisites, and co-requirements. A student completing a new major toward a second degree is not required to complete a new minor. Fifteen semester hours of upper-level courses must be earned in completion of the new area or major.  The student may be required to complete additional University Studies courses if they are specifically required for the intended second major or area. A minimum grade point average of 2.00 or above must be earned for all coursework presented in the new program. (Some areas or majors may require a higher GPA for graduation.) Cumulative GPAs are not posted to the transcript of a student completing a second baccalaureate degree or any other work subsequent to the first degree. 


All students seeking a second degree must be appropriately admitted/re-admitted to Murray State University and must get a specific program plan pre-approved by the department chair and dean of their new area or major and by the Registrar's Office. Failure to seek approval in advance from these three parties will likely result in a second degree not being awarded as not all areas and majors will be possible for those seeking the second degree.

Students seeking an honors designation for their second degree must additionally follow the honors requirements for a first degree, including the completion of a total of 45 new hours, 32 of which must be upper-level.  Be sure to see the "Academic Honors for Graduation" listing for complete information. Since a second degree is not possible without the first degree, all undergraduate hours completed (including transfers) will be included in the GPA calculations for the second degree honors notation.

Second associate degree
A student who has earned or is seeking an associate degree from Murray State may earn a second degree in a different planned specialty program upon meeting course requirements for that degree and upon completing at least 24 additional hours in residence at Murray State, over and above requirements for the first degree. The student may be required to complete additional University Studies courses if they are specifically required for the intended second degree. Nine hours must be completed toward a new planned specialty program and a 2.00 grade point average must be earned for all course work presented for the degree. 

All students seeking a second degree must apply for admission/re-admission to Murray State University and must get a specific program plan pre-approved by the department chair and dean of their new area or major and by the Registrar's Office. Failure to seek approval in advance from these three parties will likely result in a second degree not being awarded as not all areas and majors will be possible for those seeking the second degree. 



Note: Graduation honors are not posted for associate degrees
2.8.33. Submitting Grades on myGate (for instructors)

See the PDF tutorials below for information on how instructors should submit both final grades and incomplete ("I") grades on myGate.

 

Final Grade Submission Tutorial

Incomplete Grade Submission Tutorial 


2.8.34. Transcripts (Ordering)

(SSN or MSU M# required)

 

Murray State University is excited to offer faster service and more delivery options. ALL transcripts will be requested online through the National Student Clearinghouse. There is a small service charge per address for using the online service.

For more information please visit our website.       
2.8.35. Undergraduate Course Overload Form

Since the maximum load without special approval for other undergraduate students is 19 semester hours, it is not possible to schedule for more than 19 hours via myGate. If an exception is to be made the following criteria must be met:

 

  1. The undergraduate student must be at least sophomore standing.
  2. The undergraduate student must have an overall GPA of at least 3.00 or have earned at least 12 hours with a 3.0 for the previous semester. 
  3. The undergraduate course overload form must be signed by the student's advisor, college dean and chair.
  4. The signed form must be submitted to the Registration Office in Sparks Hall prior to registration add deadlines. 
Under no circumstances may an undergraduate student enroll in more than 22 semester hours without approval and a letter of justification from the student's dean along with the Provost and Vice President for Academic Affairs.

 

2.8.35.1. Undergraduate Degree Application and Graduation Requirements

Applying for Graduation

Instructions for applying on myGate

•Log on to myGate

•Select the Academics tab

•Select the Apply to Graduate link in the Student Links Channel

•Follow the prompts and at the end of the application you will pay the application fee.

Degrees are awarded in December, May and August. Students must apply for graduation and pay a degree fee via myGate. If the student does not meet graduation requirements, the application will automatically be moved to the next graduation term. Should the student fail to meet the degree requirements by the deadline for that graduation term, the student’s name will be removed from the pending graduation list. It will then be the student’s responsibility to submit a new Graduation Application via myGate by the deadline for the term in which the student plans to graduate. The new application will result in another. All communication regarding graduation status and outstanding degree requirements will be sent to the student through MSU email only.

Undergraduate Students

All undergraduate students (those applying for a baccalaureate or associate degree) are expected to apply for graduation by the dates given below. To apply, a student must complete the graduation application on the Academics tab in myGate. Late applications are accepted at the discretion of the Graduation Office. Please complete the Undergraduate Late Application (available on Marketplace).

Deadlines for Completing Undergraduate Graduation Applications

May Graduation - Approximately Nov. 1
August Graduation - Approximately March 1
December Graduation - Approximately April 1

**All dates are approximate. The actual date will be given on the university calendar.

All degree applications are checked to make sure the student is taking or planning to take all courses needed for graduation. A RACR (degree audit) is "frozen" and made available to both the student and advisor by following the appropriate Degree Works link. It is the student’s responsibility to follow all instructions given on the degree application. Failure to do so could result in a delay of graduation. Any questions regarding degree application completion, etc., may be directed to the Graduation Office staff.

The Registrar’s Office must be notified in writing if a change in graduation date is expected.


Undergraduate General Requirements

A minimum of 120 semester hours are required for a Baccalaureate degree. Sixty semester hours are required for an Associate degree. Some degree programs may require more.

The minimum number of semester hours required for a baccalaureate degree depends on your catalog declared. The range is between 120 - 128.

MAT 095, MAT 096, MAT 100, MAT 105, ENG 095, ENG 109, ENG 110, GUI 096, GUI 097, INT 110, MAT 118, REA 095, REA 100, and ENG 100 are remedial courses at MSU and do not count toward graduation. Please refer to the academic Bulletin for a complete list of remedial courses. Any student having these courses must take additional credit hours to make up for each one of these courses taken. For example, a student who has taken MAT 100 will need to take another 3 credit hour course.

Forty-two upper level hours (300 level or above) are required.

An overall gpa of 2.0 is required for graduation. Students must also have a 2.0 GPA in courses taken at Murray State.

Students must maintain at least a "C" average (2.0 on a 4.0 scale) in courses used in the major and in the minor.

Students must have completed 40 semester hours at MSU.

Grade changes will not be made after conferral of a degree.

Graduating seniors have five weeks to change an "I" after the end of the graduating semester. Otherwise, graduation will be delayed until the next semester. If the course is not needed for graduation, the "I" may be changed to an "E" and the degree may be conferred.


2.8.36. Undergraduate Graduation

Undergraduate Graduation

Honors

Honors apply only to undergraduate degrees. Students who have achieved a grade point average overall in one of the following categories may be eligible for honors. This GPA must be maintained in Murray State coursework as well. In addition, honors recipients must have earned a minimum of 40 semester hours at MSU. If one of these categories is deficient, the student will not receive honors.

3.40 - 3.59 Cum Laude*
3.60 - 3.79 Magna Cum Laude
3.80 - 4.0 Summa Cum Laude

*Previous to Fall 2015, 3.30 is the minimum GPA for cum laude honors.

It is important to note that if the overall GPA falls in one category and the GPA at MSU falls in another category, the grade point average in the lowest category will be the deciding factor (assuming that all other criteria have been met).

Undergraduate Certificates 

Undergraduate Certificate Program Form


Diplomas

Diploma Format

The size of all undergraduate diplomas is 11 x 14 inches. The degree title will appear in the center of the diploma beneath the name. Majors and minors are not listed on the diploma. Degree honors, if applicable, are printed below the degree title.

Names will be printed on the diploma as they are listed on the application. The general format is first name, middle name, last name. Nicknames will not be printed.

Diplomas will be mailed to the address entered on myGate approximately 6-8 weeks after graduation. The address should be maintained and updated by the student.


Duplicate diplomas

You can NOW order duplicate diplomas online to be mailed to you.

Complete the Duplicate Diploma Request, using a debit/credit card for payment. Cost of duplicate diplomas is $15 ea.

Note: All degrees will be verified for accuracy. Please do not request that your duplicate diploma contain a "nickname". Those requests cannot be honored - only official names will be printed.

For additional information, please contact the Graduation Office at msu.graduation@murraystate.edu.

2.8.37. Veterans Affairs: Getting Started at MSU

Eligibility for veteran and dependent education benefits is determined by the US Department of Veterans Affairs (DVA). The MSU Veteran Affairs Office can help you complete forms and can certify you to the DVA so you can receive benefits.

A student must be admitted to MSU and registered for courses in a degree-seeking program in order to be certified for veteran's and dependent education benefits.

Each semester after registration, students eligible for benefits must complete the Certification Request Form (PDF). Students receiving any chapter of benefit, other than Post 9/11 GI Bill, will also need to complete the Statement of Understanding (SOU). Post 9/11 GI Bill recipients will need to complete the Post 9/11 Statement of Understanding (Post 9/11 - SOU). Both of these forms are MSU forms and not VA forms. A student will be certified during a semester only after he or she completes the above documents. Generally, it takes the MSU VA office up to a week to submit a certification to the Department of Veterans Affairs. It takes the Department of Veterans Affairs 9 to 12 weeks to process that certification.

Eligible veterans, service members, and dependents will need to follow the checklist for the chapter for which they are going to be receiving benefits to ensure timely payment of benefits.

For Benefits Checklists and Welcome Packet Information, please visit the "Getting Started at MSU" website by clicking here.
2.8.38. Withdrawal From Murray State
Students dropping all classes may do so by accessing the "Withdraw All Courses" link under the Academics tab on their myGate. Students will not be withdrawn from the semester until they have completed this electronic process.  All library books must be returned before a withdrawal form can be processed.  Deadlines apply. View the University Calendar for deadlines.

Withdrawal FAQ

Q. Will I receive a refund?
A. Refund dates are listed in the Refund Table. There is an appeals process to request a refund if there are extenuating circumstances, and it is past the deadline for a specific refund. To appeal for a refund, contact the Bursar's Office for additional information, msu.bursar@murraystate.edu, 270-809-4227.

Q. What if I just quit going to class and do not officially withdraw from school?
A. If you stop attending class and do not officially withdraw for the semester, you will receive failing grades in your courses, which negatively impacts the gpa.

Q. Is there a deadline for withdrawing from the semester?
A. Yes, there is a deadline. The dates to withdraw are listed in the University Calendars. Information on refunds are listed in the Refund Table.

Q. What will show on my transcript when I withdraw from the semester?
A. If you are enrolled in full semester classes only and withdraw during the 1st five days of the semester, your record will indicate only a withdrawal date, with no grades.  Beginning the 6th day of the semester, there will be "W" grades, non-punitive, on your academic record.  Students can withdraw from full semester classes approximately 3 weeks prior to the last day of the semester.  For more detailed information consult the University Calendar.  NOTE: Other sessions within the full semester have separate drop/withdraw deadlines. 

Q. What do I need to do if I am withdrawing from Murray State University?
A. If you are withdrawing from the current semester, you must submit your withdrawal request through your myGate Academic Tab, "Withdraw from all Courses" link.  You will receive an email confirmation to your MSU email account when you have successfully submitted your request and a second email when your request has been processed.  If you do not plan to enroll after the current semester is completed, you will not register for the upcoming semester. Contact the Student Financial Aid Office for more information if you currently have aid. If currently living in University Housing, contact Housing Office for additional information. For further instructions contact Registration at 270-809-2394 or by email at msu.registration@murraystate.edu.

Q. How is my Financial Aid affected?
A. Refer to Return of Title IV Student Aid.

Q. Will I be able to receive financial aid in the future if I withdraw?
A. Any questions regarding future financial aid should be directed to  Student Financial Aid, msu.sfa@murraystate.edu or 270-809-2546.
2.9. Scholarships
2.9.1. Service Hour Log Approver Guide
This document has the instructions for how to use the service hour log and approve students' submitted hours.  You can also locate the link for the service hour log in this document.
2.9.2. Service Hour Supervisor Policies
The Scholarship Service Worker Supervisor Policies (PDF) provides information regarding the policies that we ask faculty/staff to use when serving as a scholarship service hour supervisor.
2.10. Telecommunications
2.10.1. Basic Phone System Features - Cisco IP Phones
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22445
2.10.2. Cisco VOIP Phone Service Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=15846 

2.10.3. MeetMe Teleconferencing Instructions
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22500
2.10.4. Using People Finder for Contact Information
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16477
3. Akindi
3.1. Getting Started with Akindi

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22417.

3.2. Importing Student Names into Akindi

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22417.

3.3. What is Akindi?

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22417.

4. Canvas

This is MSU's learning management system. Faculty members can elect to present some or all of a course's materials through this online system. 

https://murraystate.instructure.com

4.1. Copying content from one course to another

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22436.

4.2. Instructor Resources
4.2.1. TurnItIn Originality Reports

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22443.

4.2.2. Enabling the MSU Grading Scheme in a Canvas course

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22458.

4.2.3. Allowing Extra Time or Attempts for Quizzes

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22460.

4.2.4. Viewing Instructor Comments

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22516.

4.2.5. Known Issue with restricting online submission file types

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22517.

4.2.6. Understanding Module Prerequisites and Requirements

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22510.

4.2.7. Instructor FAQs

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22471.

4.2.8. Using the Canvas Help Site to Ask Questions and Make Suggestions

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22515.

4.2.9. Respondus

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22519.

4.3. Known Issues

These are the known issues:

4.3.1. Known Issue with assignment submissions

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22520.

4.3.2. Known Issue with restricting online submission file types

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22517.

4.4. Respondus, LockDown Browser, Monitor
4.4.1. Getting Started with LockDown Browser

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22522.

4.4.2. Respondus Monitor

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22523.

4.4.3. Respondus

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22519.

4.4.4. Computer Requirements, Supported Browsers, and Plugins for Academic Systems

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22424.

4.5. Tegrity

Tegrity is Lecture Capture software that records the content shown on the computer screen, such as a PowerPoint presentation, along with the instructor's audio. Tegrity captures, stores, and indexes this content online for students to access at their convenience.

It can be an unobtrusive way to record your presentation in the classroom so students can review it at a later time, or to record you presenting in your office to share with an online class (or in a flipped classroom model). 

For help with Tegrity, please visit http://help.tegrity.com/

For additional help, please call the Service Desk at 270-809-2346.

Best Practices: Move recordings rather than copy when moving between semesters.  A copy is actually a duplicate and takes up MSU recordings hours (which are limited).  Moving a recording deletes it from the previous semester course and moves it to the new semester course.

NOTE:  Check your version in the system tray by right clicking on the Tegrity icon and choose About from the menu.  The newest PC version is 7.5.2.2432. For Mac users it is 2.0(3047).

4.5.1. Add Closed Captioning (CC) to Tegrity Recordings

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22524.

4.5.2. Installing the Tegrity Recorder

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22525.

4.5.3. Uploading Past Tegrity Recordings

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22531.

4.5.4. Linking Tegrity to Your Canvas Course

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22508.

4.5.5. Computer Requirements, Supported Browsers, and Plugins for Academic Systems

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22424.

4.5.6. Clear a Browser's Cache

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=13620.

4.6. Allow Extra Time or Attempts for Quizzes

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22460.

4.7. Big Blue Button (BBB web-conferencing)

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22462.

4.8. Canvas Calendar and Google Calendar

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22466.

4.9. Canvas page load issues due to browser privacy settings

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=23279.

4.10. Clear a Browser's Cache

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=13620.

4.11. Computer Requirements, Supported Browsers, and Plugins for Academic Systems

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22424.

4.12. Create a User-Group Course in Canvas

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22468.

4.13. Create or Reset Your Canvas Password

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22868 

4.14. Customize (hide) courses from Courses list

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22469.

4.15. Enabling the MSU Grading Scheme in a Canvas course

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22458.

4.16. Getting Started with Canvas - Help Guides, Tutorials, etc

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22471.

4.17. IASystem Course Evaluation Tool

Instructors needing to add the IASystem course evaluation tool to their Canvas course will need to use the steps below. This will allow students to complete the course evaluations directly from Canvas.

  1. Once inside your course, click on "Modules" – More information on using Modules in Canvas are in the Canvas Instructor Guides
  2. Add a new item to a current module or you can create a new module and then add a new item
  3. On the pop up dialog box, select "Add External Tool"
  4. Find "IASystem" on the list of external tools
  5. Click "Add Item"
  6. Make sure that the module that contains your course evaluation is published.
  7. Done. 

 

4.18. Instructor FAQs

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22471.

4.19. Linking McGraw-Hill Campus/Connect to Your Canvas Course

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22507.

4.20. Linking Tegrity to Your Canvas Course

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22508.

4.21. Module Prerequisites and Requirements

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22510.

4.22. MSU General Policies/Procedures

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22511.

4.23. Student FAQs

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22512.

4.24. Turnitin

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22513.

4.25. TurnItIn Originality Reports

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22443.

4.26. Understanding Course Availability in Canvas

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22514.

4.27. Using the Canvas Help Site to Ask Questions and Make Suggestions

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22515.

4.28. Viewing Instructor Comments

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22516.

4.29. YuJa
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=30428
5. Forms
5.1. Academic Affairs
5.1.1. Academic Affairs Forms
Academic affairs related forms:

  • Schedule correction forms
  • Graduate teaching assistant schedule assignment
  • Textbook order forms
  • Institutional Animal Care and Use Committee (IACUC) forms
  • Adjunct faculty teaching evaluation form
  • Application for faculty leave
  • Faculty credential certification
  • Faculty/Professional staff employment data sheet
  • Promotion packet forms
  • Recommendation for graduate faculty appointment
  • Tenure packet forms
  • Honors Day forms
  • Academic change form
  • Proposal for Revisions of Faculty Handbook
  • Application summary for graduate assistants
http://www.murraystate.edu/HeaderMenu/Administration/Provost/AcademicAffairsForms.aspx 
  • Course syllabus outline
http://www.murraystate.edu/HeaderMenu/Administration/Provost/AcademicCouncil/CourseSyllabusOutlines.aspx
  • Program Proposal Form
  • Course Proposal Form 
http://www.murraystate.edu/HeaderMenu/Administration/Provost/AcademicCouncil/Forms.aspx
  • Graduate program form
  • Graduate program course substitution form
  • Change of program/adviser form
  • Request for time extension of graduate program
  • Guidelines for thesis preparation
  • Comprehensive examination application form
  • Application for degree form (apply for graduation)
  • Application for graduate certificate completion
http://support.murraystate.edu/default.asp?SID=&Lang=1&id=1958&Lang=1&SID=
  • Graduate Thesis
http://www.murraystate.edu/finishyourthesis
5.2. Accounting
5.2.1. Agency Payment Request Form, Procedures, and Agreement

The Agency Account Fund Procedures and Agreement document contains the procedures for setting up an agency account, depositing funds into the account and making disbursements from the account. Page 2 of the document is the Agreement, which will need to be completed and signed by the Faculty/Staff sponsor. After the Agreement is signed and in place, the Agency may begin making deposits and disbursements.

Click to view the Agency Fund Procedures and Agreement.

For questions regarding Agency accounts, procedures and the Agreement, please call Tony Barron at 270-809-4173.

 

The Agency Payment Request Form is used when an Agency account wishes to make a payment from their funds. Complete the form and be sure to mark whether you wish to pick the payment up or have it mailed. After completing the form, have the Faculty Advisor sign the form and bring it to the Accounting and Financial Services department on the second floor of Sparks Hall. 

Click to open the Agency Payment Request Form.

For questions completing the form, please call Kay Graves (270-809-4128).

 

 

 

5.2.2. Alternate Approver Form

The Banner Finance Request for Alternate Approver is used for assigning a person to be able to approve in Banner requisitions, direct pays and budget transactions on another's behalf. Both the originator and the alternate approver will have to sign the form. The form may then be either mailed to 200 Sparks Hall or faxed to 270-809-3014.

For assistance with the form please call Tina Sharp at 270-809-4129.

 

Click to open the Banner Finance Request for Alternate Approver form.

5.2.3. BTR - Budget Transaction Form

The Budget Transaction Form (BTR) is where transactions pertaining to departmental budgets are made. The form will have to be completed and then sent to Accounting and Financial Services, along with pertaining documents. 

Please call Shamira French at 270-809-4214 with any questions pertaining to this form.

 

Click to open the Budget Transaction Form (XLS).

5.2.4. Cash Transmittal Instructions and Form

The Cash Transmittal Form (PDF) is completed when a department or agency would like to deposit money into its account in the Cashier's office. Click to view the Instructions for Preparing Cash Transmittals and Web Deposits

Click to open the Cash Transmittal Form.

After completing the form, complete the information on a deposit bag, take it to the second floor of Sparks Hall and drop the bag in the drop box at the Cashier's office. They will in turn send you a receipt through campus mail, as soon as your transmittal is processed.


Please call 270-809-2691 with any questions regarding Cash Transmittals and Web Deposits.


 

 

5.2.5. Cellular Services Stipend & Information
Cellular Services Stipend Procedures



1. Purpose
Cell phones have become a common business tool, and employees required to travel and work outside the office need to be accessible for business reasons. The Internal Revenue Service Notice 2011-72 indicates that when an employer provides an employee with a cell phone primarily for noncompensatory business reasons, the business and personal use of the cell phone is generally nontaxable to the employee. The IRS will not require recordkeeping of business use in order to receive this tax free treatment. Therefore, the University will provide a stipend to defray the business-related costs of a personal cell phone to those employees determined to have a University business need for cellular service. The stipend is not intended to cover the entire cost of cellular services and is designed to cover approximately 75% of the cost of a basic plan.


2. General Provisions
For purposes of this procedure, cell phone service is any service used to make or receive wireless voice or data calls or interactions on the public cellular telephone networks and cell phones are any device capable of using the services provided by these networks. Devices include:

a. telephones allowing calls to be made and received with additional features including phone number directory, appointment calendar and calculator;

b. more complex devices allowing calls to be made and received while additionally providing text messaging, computer-synchronized directory and calendar data;

c. devices with telephone features and smart phone capabilities including fully synchronized contact databases, calendars, email and web browsing; and

d. computers with cellular phone network cards.


3. Determination of Eligibility

a. An employee’s need for a cell phone stipend will be determined based on the following criteria:

i. The employer needs to contact the employee at all times for work-related emergencies.

ii. The employer’s requirement that the employee be available to speak with students/other employees at times when the employee is away from the office.

iii. The employee needs to speak with students/other employees located in other time zones at times outside of the employee’s normal work day.

b. The University will provide a base reimbursement rate for cellular services at $30.00 per month for voice service only, $64.00 per month for voice and data services. This covers basic plan minutes and coverage.
Additional coverage beyond a basic plan requires justification as to the need for more minutes or coverage. Base reimbursement amounts will be reviewed annually.

c. To qualify for a cell phone stipend, an employee must complete the Cellular Services Stipend Authorization Form clearly detailing why a cell phone is a necessity in adequately performing his or her job duties. The
form must be approved by:

i. Employee’s direct supervisor

ii. Vice President for the employee’s department

d. Once approved, Payroll will notify the employee of the approved monthly stipend and will prepare the necessary payroll documents to initiate the payment.

e. Any additional coverage beyond the authorized coverage requires further justification as to the employee’s need for more minutes or coverage to meet his or her work obligations. If an employee can document that
he or she has for three consecutive months exceeded the approved stipend, the stipend plan for that individual will be adjusted.

f. Employees use their own equipment and select their carrier and plan. The University has a preferred vendor, but employees are not required to use that vendor.

i. The cell phone contract is in the employee’s name.

ii. Payment of the cell phone charges is the sole responsibility of the employee.

g. In rare cases, cell phone services can be directly paid by University funds(contact Procurement Services), if:

i. Devices are shared among individuals in a department and are not assigned to any one individual.

ii. Devices are turned in to the department at the end of work each day.

iii. Devices are not used for personal calls.


4. Payment of Stipend

a. All stipends will be added to the employee’s regular paycheck. Cell phone stipend payments are not paid retroactive. Cell phone stipends will be canceled when an employee changes position numbers. A new
authorization form will need to be completed, if the cell phone stipend is required for the new position. If your cell phone is paid with grant funds, a new application must be done each grant year.

b. The cell phone stipend must not exceed the plan price that the employee pays for the cell phone or the stipend becomes taxable.

 

5. Use of Device
a. The employee must retain an active cell phone contract as long as the cell phone stipend is in place. 

b. Use of the phone in any manner contrary to local, state or federal laws constitutes misuse and will result in immediate termination of the employee’s cell phone stipend.

c. Employees are advised to use discretion when relaying information via cell phone as these wireless communications are not secure.


6. Documentation and Review
a. A copy of each employee’s approved Cellular Services Stipend Authorization Form and the employee’s related cell phone contract must be kept on file in the employee’s University departmental central office. These
files are subject to audit at any time by the Accounting Department or Internal Audit.

b. The Dean, Director, or department administrator is responsible for an annual review of employee business-related cell phone use to determine if each existing cell phone stipend should be continued, amended or
discontinued.


7. Contract Changes or Cancellations
a. If for any reason an employee’s cell phone contract is changed or cancelled, the employee will bear the cost of any associated fees. This includes an individual’s decision to cancel the contract if his or her
employment with the University ends.

 

To apply for a Cellular Phone Stipend, open the following file and complete it. Send the completed file to the Payroll Office, 2nd floor of Sparks Hall. 

Click to open the Cellular Phone Authorization Form.

Please call the Payroll department at (270) 809-4129 with any questions regarding the Cellular Phone Stipend form.

 

Related Article: Dec 2011 Campus Communication - Cell Phone

5.2.6. Change Fund Form & Policies

CHANGE FUND POLICIES

Change Funds consist of coins and/or small denomination currency, kept on hand by departments or areas receiving payments, and used for returning the correct amount of change to persons making payments, e.g. for library fines and changers, copies, parking fines, course fees, food service, testing fees, campus event admission tickets, summer programs, etc.

Change funds may be permanent (library, copy center, food services, etc.) or temporary (summer programs, athletic event admission, etc.) in nature. The established amount of funds will vary depending on the estimated volume of transactions. (Food Service would normally be expected to require more change than the Testing Center, for example.)

Any area or department receiving money may request the establishment of a change fund. It is the responsibility of each Department Chair, Dean, Director and fund custodian to be aware of and to comply with these policies and related procedures.

I.  ESTABLISHING A FUND
  • Requests for change funds will be reviewed and approved by the Director, Office of Accounting and Financial Services or his/her representative.
  • The amount of the fund will be determined based on estimated need on an individual bases.
  • The Department Chair, Dean, or Director may, at his discretion, appoint a fund custodian to administer the fund; however the budget unit head is ultimately responsible for all cash assigned to his department.
  • In the event that the responsible budget head is transferred to another position with in the University or is terminated, the fund will be closed. The incoming budget head may request a change fund at his/her discretion.

II.  USE OF FUND
  • Change funds will be used only for returning the proper change to patrons making payments. Change funds will not be used as petty cash funds and will not be mingled with any other funds – either departmental or personal. Checks will not be cashed from these funds. Loans will not be made from these funds. Expenditures will not be paid from these funds.

III.  ACCOUNTABILITY

  • The actual cash in the fund should at all times equal the established amount of the fund.
  • At least annually the need for and the amount of the fund will be reviewed, and confirmation of the fund balance will be made.
  • In the event of a shortage in a change fund, the budget unit may be held liable for the shortage.
  • At the discretion of the Director of Accounting and Financial Services, change funds may be terminated for misuse of the fund, including but not limited to:
    1. Fund Shortages 
    2. Mingling Funds 
    3. Using fund for unauthorized purposes.


CHANGE FUND PROCEDURES

The following procedures should be followed by areas or offices using change funds. It is the responsibility of all fund custodian and Department Chairs, Deans or Directors with change funds to be aware of and comply with these procedures and related policies.

I.  ESTABLISHING FUND
  • A Change Fund Request (form CHGFND) should be completed and forwarded to the Director of Accounting and Financial Services for review.
  • When the request is approved, a ledger account number will be assigned, and a check cut to the fund custodian.

II.  FUND CUSTODIAN

  • Large bills and necessary coin amounts may be exchanged at the University Cashier’s Office during normal working hours, Monday-Friday 8:30 A.M. to 4:00 P.M. (Fall/Spring), and 8:00 A.M. to 3:30 P.M. (Summer).
  • If there are any questions regarding the above, please contact the Bursar’s Office at 270-809-2318.

Last updated March 1, 2006

5.2.7. Departmental Query Request form for HR/Payroll Access

The Departmental Query Request Form for HR/Payroll Access (PDF) is completed when an employee needs to view HR/Payroll data available for all employees assigned to specific ORG codes. The requesting person knows the confidential nature of the information they are requesting to view and agrees by signature to not in any manner, directly or indirectly, make known any confidential information to anyone or permit any person(s) to have access to confidential information that is not authorized.

The form is completed and sent to the Payroll office. 

Please call 270-809-4129 with any questions regarding this request form.

 

Click to open the Departmental Query Request Form for HR/Payroll Access.

5.2.8. EPAF Access Request Form

Payroll Electronic Personnel Action Form (EPAF) Access Request

Click to complete the Payroll Electronic Personnel Action Form (EPAF) in order to have payroll access to EPAFs.

5.2.9. IAB - Inter-Account Bill

The Inter-Account Bill is used for the transfer of actual revenues and/or expenses. Actual revenues and expenses are considered "real" revenues/expenses which have already occurred and have been posted to the ledger. These DO NOT include budget transactions or funds encumbered for future use. Also, this form may NOT be used to transfer salary and wage expenses. DEBITS MUST EQUAL CREDITS.

For assistance with the Inter-Account Bill please contact Tony Barron at 270-809-4173.

 

Click to open the IAB - Inter-Account Bill Form.

5.2.10. K-4 Kentucky Income Tax Deduction Form

The K-4 is the KENTUCKY DEPARTMENT OF REVENUE

EMPLOYEE’S WITHHOLDING EXEMPTION CERTIFICATE

When completing the form, use your M number as the Payroll number. Remember, Page 2 is a worksheet to help you find the answers you wish to report on Page 1. After completion, send to the Accounting & Financial Services Department on the second floor of Sparks Hall.

For questions regarding the K-4 Kentucky Income Tax Deduction Form (PDF) please call 270-809-4129.

 

Click to open the K-4 Kentucky Income Tax Deduction Form.

5.2.11. Late Leave and Time Reporting Forms and Penalties

Time Reporting Forms

The Late Leave Report (PDF) is completed by employees that are on monthly payroll. After completing the form, there is a section on the bottom to choose why your time was not submitted. Please choose an answer here. Click to open the Late Leave Report Form.

The Late Time Sheet (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has not been reported for some reason, and there is a section to select that reason. Click to open the Late Time Sheet Form.

The Time Sheet Correction Request for Previously Reported Time (PDF) is completed by employees that are on biweekly payroll. The form is completed when time has been reported, but must be corrected. Click to open the Time Sheet Correction Request for Previously Reported Time Form.

The Leave Report Correction form (PDF) is completed when the original leave report is incorrect. The Reported time is listed then the Corrected.  The date must be listed, as well. Click to open the Leave Report Correction Form.


Late Leave and Time Reporting Penalties

As a result of actions taken by the Board of Regents at the February 25, 2011, quarterly meeting related to the accurate reporting of time worked and leave taken, a schedule of penalties for late leave and time reporting will be implemented beginning with the July 2 to July 15 bi-weekly pay period to be reported by July 19, and the monthly leave reports that are due August 5.  These penalties are intended to encourage all faculty, staff and student workers to report leave and time worked in a timely manner. The monies generated by the penalties will be dedicated to a student support fund for scholarships and assistance with the related costs of attendance.

For years, time and leave reporting was handled via paper reports sent to the Payroll Office.  In January 2009, time and leave reporting began being submitted electronically via myGate.  Since that time, a large number of faculty, staff and student worker reports are being submitted late.  This new process should result in fewer late reports and raise awareness for the need to promptly report leave and time worked.  It will also assist in accountability for the sick leave credit / buy back plans.  In addition, it will allow us to take advantage of the efficiencies that are available with the new ERP system.  The accountability schedule and a set of scenarios are on the HR web site, and a summary is below.

For the first late leave report for monthly-paid faculty and staff, $10 will be charged to the employee’s home department if the employee did not submit the report before the deadline and $20 will be charged to the department for each leave report that is not submitted by the approver before the deadline. For hourly employees submitting a late time report (including student workers), $5 will be charged to the employee’s home department if the employee did not submit the report before the deadline and  $10 will be charged to the department  for each time report that is not submitted by an approver before the deadline.  These fines will continue to increase by $5, $10 and $20 respectively for each successive deadline the reports are outstanding.

For the second consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the sick leave that he or she would have accrued during the period that the leave or time was reported late.  For monthly-paid faculty and staff, this is one day.  For hourly-paid staff, this is slightly less than 4/10 of a day.  If the approver is late, the only penalty is the incremental fine to the department. 

For the third consecutive late leave report or late time report, an additional penalty will be levied: the employee will lose the opportunity to receive institutional support for travel. If the approver is late, the only penalty is the incremental fine to the department.

For the fourth consecutive late leave report or late time report, all of the aforementioned penalties will continue and a new penalty will be added: loss of the next merit pay increase to the employee not submitting a time or leave report.  The faculty or staff member will not be eligible to receive a pay increase when it is next implemented.  If the approver is late, the only penalty is the incremental fine to the department.

Please call the Payroll department with any questions - (270) 809-4129

5.2.12. New Position Request Form - Faculty

Use this form to:

1) Create a new Faculty position. 

2) Change the Faculty Rank (title change) on an existing position. A new position number will be given and the existing position will be

deactivated. The new position must be fully funded, and the existing position budget must be zeroed out on the Position Funding Information

section below.

After completion of the form, please send it to the Accounting & Financial Services - Budget office.

Please call Shamira French at 270-809-4214 with any questions regarding this form.

 

Click to open the New Position Request Form - Faculty.

5.2.13. Organization Description Change Form

The Organization Description Change form (PDF) is completed when an existing organization (ORG) description needs to be updated. When the form is completed and the Chair, Dean and Vice President have signed, the form should be sent to Accounting & Financial Services. 

 

For questions regarding the Organization Description Change form (PDF) please call Debbie Cunningham at 270-809-3141.

 

Click to open the Organization Description Change form.

5.2.14. Payroll Labor Redistribution Form

The Payroll Labor Redistribution form (PDF) is to transfer university and/or grant salary expenses that have been paid, to a different FOAPAL(s). No PA Form is required.

This form cannot be used when Foundation FOAPAL's are involved.


For assistance with the Payroll Labor Redistribution Form please call Shamira French at 270-809-4124 or Heather Macha (if a Grant) at 270-809-6190.

 

Click to open the Payroll Labor Redistribution Form.

5.2.15. Payroll Proxy for Time/Leave Reporting Form

The Payroll Proxy for Time/Leave Reporting Form (PDF) is for assigning a proxy for approving time cards and leave reports. 

 

For assistance with the Payroll Proxy for Time/Leave Reporting Form (PDF) call Kayla Gachoka at 270-809-6309.

 

Click to open the Payroll Proxy for Time/Leave Reporting Form.

5.2.16. Petty Cash Fund Request Procedures and Form

Petty Cash funds consist of money kept on hand by departments to be used for minor operational expenditures, ex. For small supplies unavailable through Central Stores, freight charges on items delivered directly to a department, etc. Any budget department may request the establishment of an imprest petty cash fund. It is the responsibility of each Department Chair, Dean or Director and fund custodian to be aware of and to comply with these policies and related procedures.

Click to view the Petty Cash Fund Procedures

Click to open the Petty Cash Fund Request Form.

For assistance with the Petty Cash Fund Request form please call 270-809-4126.

5.2.17. Petty Cash Replenishment Form

The Petty Cash Replenishment form (PDF) is completed by the person in charge of the specific fund. The 'fund custodian' completes the form on a monthly basis, if needed, to replenish their fund. 

For assistance with the Petty Cash Replenishment form please call 270-809-4126.

 

Click to open the Petty Cash Replenishment Form.

5.2.18. Request for Petty Cash Reimbursement Form

Expenditures under fifty dollars ($50.00) may be made from the petty cash fund. Each disbursement from petty cash funds must be supported by a vendor's receipt. (A receipt is an original copy on a pre-printed form of the vendor that establishes the amount, date and essential character of the expenditure). See University Petty Cash Fund Policies & Procedures for additional information.

Click to open the Request for Petty Cash Reimbursement Form. After completion of the form, the employee must sign the form, as well as the Financial/Account Manager and Director/Supervisor (if applicable). The employee requesting reimbursement must PERSONALLY bring the form to the Accounting and Financial Services office at 200 Sparks Hall and have Jason Royalty approve/sign the form and Christy Frederick can then reimburse the employee.


For assistance with the Request for Petty Cash Reimbursement form please call 270-809-4126.

5.2.19. Stop Payment Form

The Stop Payment Form (PDF) is needed when payment on a check needs to be stopped. The form is used when a person has not received their payroll check, a student has not received his refund check, etc. The form has to be completed and turned in to Accounting & Financial Services. After the form is received, bank records are checked to make sure the check has not been cashed or deposited already. If it has not been cashed or deposited then the check is stopped and another can be issued or not. If the check it not 30 days old then there will be a $10 stop fee deducted from the amount of the check. 

If the check has indeed been cashed then the person contact the police department because his money has been stolen.

For assistance with the Stop Payment Form (PDF) please call Kay Graves at 270-809-4128.

Click to open the Stop Payment Form.

5.2.20. Taxable Payments or Reimbursements to Employees

Also known as the Fringe Benefit Form


All Departments must complete this form, when a taxable fringe benefit is received by an employee. This form must be

completed within 15 days of receiving the benefit. Please send the form to the Payroll Office 2nd Floor of Sparks Hall.

Please call the Payroll department at (270) 809-4129 with any questions regarding the Fringe Benefit Form.

 

Click to open the Taxable Payments or Reimbursements to Employees Form.

 

5.2.21. Time & Effort Record

For assistance with the Time & Effort Record (PDF) call Heather Macha at 270-809-6190. 

 

Click to open the Time & Effort Record 

5.2.22. Travel Procedures, Requests and Vouchers

When an employee or group needs to travel, a Travel Request form is completed. The estimated cost of the trip is calculated here. This form will need to be completed for any trip outside of the state of Kentucky. 

There are some procedures that must be followed when traveling for the University. Before traveling, procedures must review our Travel Procedures, which are accessible below.

There are two types of travel requests:

1 - Travel Request - an individual uses this form to request an advance of funds for the trip. An estimated cost is calculated on the Travel Request Form and then if approved, the money is given to the traveler.

2 - Group Travel Request - if a group (three or more students and a faculty member) is going to travel together, then the Group Travel Request is completed. This form calculates an estimate for the entire group to travel on the trip. After the request is approved, the advance of the estimated amount is given to the group's coordinator/faculty member. 

After travel, whether individual or group, the Travel Voucher form (PDF) is completed. Here the total amount of the trip is calculated and then any extra money is returned to the University or issued to the traveler.

 

Contact Kay Graves (270-809-4128) with any questions regarding the Travel Procedures, Travel Request form or Travel Voucher.

 

For best results, clear your cache (Ctrl + Shift + Del) before opening any of these forms.

 Also, make sure you have the most current version of Adobe Reader - Version 11.0.10. 

 

Click to view the Travel Procedures Revised 11/1/2016 

Click to open the Travel Request Form

Click to open the Group Travel Request Form

Click to open the Travel Voucher Form Revised 11/1/2016

5.2.23. W-4 Federal Income Tax Deduction Form

Click to open the W-4 Federal Income Tax Deduction Form 

 

For assistance with the W-4 form, contact the Payroll office at (270) 809-4129. 

5.3. Regional Academic Outreach (RAO)
5.3.1. RAO Class Scheduling Form
Please use the RAO Scheduling Form (PDF)  to schedule your RAO courses, including:
  • Regional (extended) campus courses
  • ITV courses
  • Online courses
  • MSU summer courses (all)
5.3.2. RAO Online Course Development Stipend Request

Please use the Course Development Stipend (PDF) to request a development stipend for teaching and developing an online course.

5.3.3. RAO Online Course Revision Stipend Request

Please use the Course Revision Stipend Request Form (PDF) to request an online course revision stipend.

5.3.4. RAO Schedule Correction Form
Please use the RAO Schedule Correction Form (PDF) to make schedule corrections for RAO courses, including:
  • Regional (extended) campus courses
  • ITV courses
  • Online courses
  • MSU summer courses (all)
5.3.5. RAO Winter Class Scheduling Form

Please use the Winter Class Scheduling Form (PDF) to schedule your RAO Winter Session courses.


Winter Session Scheduling Notes

The Winter Session scheduling form is located below. Print the form on blue paper.

Send your completed Winter Session scheduling forms to Regional Academic Outreach, 303 Sparks Hall.

Day and Time.  If you know that an instructor is going to have required online meetings, fill in the days and times. Otherwise, type “WEB.”

Compensation. If an instructor is teaching as an adjunct or overload and will receive the RAO WEB Pay, type “RAO WEB Pay” in the Compensation field. If the instructor has been promised to receive a certain amount, type the payment here.

Status. Be sure to indicate if the instructor is teaching as part of their inload or as an overload or adjunct. Those teaching as an overload or adjunct will receive the new RAO WEB Pay unless noted otherwise. Money earned during the Winter Session will count towards the 20% extra compensation limit.


Payment Information

Lisa Schmidt in Regional Academic Outreach will initiate all Personnel Action (PA) forms and Extra Compensation (EC) forms for online courses. After the department chair and dean sign these documents, return them directly to Lisa Schmidt. 
5.3.6. Winter Schedule Correction Form

Please use the RAO Winter Schedule Correction Form to make schedule corrections for Winter Term online courses.

5.4. Employees
5.4.1. Guest Network Account Request Form
Complete the Guest Resource Request Form to create a network account for guests visiting campus.
5.4.2. Network Data Share Request Form

This request is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=16376.

5.4.3. Network Resource Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16365.

5.4.4. Updating Contact Information for People Finder
Telecommunications maintains the university's People Finder online directory.  

Users can search the directory online and download printable information at http://campus.murraystate.edu/phone/

To request an update to your contact information, complete the online form at 

For other questions about the online People Finder directory, please contact Telecommunications at 270-809-4400
5.4.5. VPN Access Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16374
5.5. Facilities Management
5.5.1. AiM On-Line Requestor Form
This form is to submit your information to becoming a Requestor inside the AiM On-Line Work Order system.  This form is not used to submit a work order, but to start the necessary paperwork to get your login.  After that, contact Brad King (270-809-6871) for training on how to use the system to submit work orders and car requests.  
5.5.2. Facilities Management Event Details Form

Use the Facilities Management Event Details Form (PDF) to submit your information to an upcoming campus event.

If you do not submit this form at least 5 days in advance, we cannot guarantee that we have the tables, chairs, tents, and PA systems available for your request. 

Facilities Management will create the work order in the AiM system for you. 
5.5.3. Key and Lock Change Request Form

This form is to submit key and lock change information to Facilities Management.  This supercedes the old Key Request form.  Please fill out electronically, then print, sign, and fax to the Facilities Management office at 6270.  Questions can be directed to Patty Edwards at 4358

5.5.4. Proximity Card Change Request Form
This form is to submit proximity card change information to Facilities Management. Please fill out electronically, then print, sign, and fax to the Facilities Management office at 6270.  Questions can be directed to Patty Edwards at 4358
5.6. Financial Aid

Financial Aid Forms are listed below.

If you need assistance, please contact the financial aid department.

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

  • January to May
    • 8:00 AM - 4:30 PM CST (M-F)
  • June to July
    • 7:30 AM - 4:00 PM CST (M-F) 
  • August to December
    • 8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.


5.6.1. Asset Verification

The asset information you provided on the FAFSA application is in need of clarification. Please complete and submit this form to resolve your verification.


2017 - 2018 (pdf form)


We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.2. Citizenship and Immigration Affidavit

This form is for the collection of Department of Homeland Security (DHS) or other United States citizenship / nationality documents from students unable to present their original documents in person to a college / university.

Citizenship and Immigration Affidavit Form (pdf)

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.3. Concurrent Enrollment

Students attending MSU (HOME school) who are enrolled for at least 1 course as a degree seeking student and are concurrently enrolled at another institution(s) (HOST school) must submit a concurrent enrollment form for each HOST school where they are enrolled to receive financial aid for those additional hours.

All courses taken at any institution must count toward the student's MSU degree in order to receive Federal funding.

Students complete the student section of the form and then send the document to the financial aid office at the HOST school to complete.

The HOST school will send the completed form to the MSU financial aid office. The MSU financial aid office will  route the completed form to the Office of the Registrar to confirm the class(es) will transfer into MSU and apply toward the student's degree.

This process takes approximately 2 weeks.

The Financial Aid Office will then use the completed form to award financial aid.

Concurrent Enrollment Form (pdf)

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.4. Confirmation of Admission Status/Grade Level

The information the Office of Financial Aid received on your Free Application for Federal Student Aid (FAFSA) regarding your current enrollment level conflicts with the information MSU has on file.

This information must be confirmed or corrected before we can continue awarding your financial aid.

To confirm or update this information, please complete the form below and return it to the Financial Aid Office.

2017 - 2018

 

5.6.5. Confirmation of Enrollment Intent

The Financial Aid office has received information indicating that you have dropped one or more of your classes for the current semester.  Your remaining class(es) do not span the full-length of the semester.  For this reason, our office must confirm your intent to remain enrolled and attend your future class(es).

If you plan to attend the remaining course(s) in which you are currently enrolled, you must complete and submit the Confirmation of Enrollment Intent Form (or submit an email confirmation) within 14 days of the date you officially dropped your class. 

If we do not receive this confirmation, our office must process your financial aid as if you have withdrawn for the entire semester.

If withdrawn, this means a portion of your financial aid may be returned to federal programs and you may owe the University for the funds being returned.

2017 - 2018


 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.6. Confirmation of Household Size, Number in College, or Dependents

Your Free Application for Federal Student Aid (FAFSA) indicates conflicting information regarding your household size, number in college, or number of dependents within the household that requires clarification.

This conflicting information must be resolved in order to complete your verification.

Please complete and return the form below to the Financial Aid Department so we may continue processing your financial aid awards. 

2017 - 2018  (pdf form)

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.7. Declination of Free Application for Federal Student Aid (FAFSA) Requirement

Beginning with the Fall 2016 semester, all undergraduate students who may be eligible to receive institutional aid must complete and submit the Free Application of Federal Student Aid (FAFSA).

The FAFSA can be completed at www.fafsa.gov.

If a completed FAFSA is not received by MSU, you may lose eligibility for MSU University scholarship(s) during the award year.

If you choose not to complete or submit the FAFSA to be considered for institutional aid, please complete and return the form below to the Financial Aid Office. 

2017 - 2018 (pdf form)

  

 

5.6.8. Dependency Override

The Office of Financial Aid may require this form when there is a question regarding a student's dependency status. It may be used to verify questions answered on the FAFSA or override a student's current status.

It replaces the Dependency Override/Proof of Independent Status and Dependency Override Renewal Request forms beginning with the 2017/2018 Academic Year.

Clarification of Status Form


 

 

5.6.8.1. Dependency Override/Proof of Independent Status
 
If you have unusual circumstances causing you to request independent status, you must complete this form and submit with appropriate documentation.

2016 - 2017 (pdf form) 



5.6.9. Drug Conviction Worksheet

Having a drug related conviction does not automatically disqualify you from receiving Federal student aid. As per the Department of Education (ED):

Convictions only count against a student for aid eligibility purposes (FAFSA question 23c) if they were for an offense that occurred during a period of enrollment for which the student was receiving federal student aid—they do not count if the offense was not during such a period, unless the student was denied federal benefits for drug trafficking by a federal or state judge. Also, a conviction that was reversed, set aside, or removed from the student’s record does not count, nor does one received when she was a juvenile, unless she was tried as an adult.(ifap.ed.gov)

In order to determine your eligibility if you have had a drug related conviction, complete the form below:

2017 - 2018 (pdf form)

 

5.6.10. FAFSA Data Retrieval Tool Instructions

Using the IRS Data Retrieval tool when completing your Free Application For Federal Student Aid (FAFSA) can increase the accuracy of the information you provide on your FAFSA, save you time, and possibly reduce the chances of being selected for verification.

Follow the instructions on this document to upload your tax information to the FAFSA.

IRS Data Retrieval Instructions

5.6.11. Federal Direct Plus Loan Approval Appeal
Dependent students may be eligible for additional Federal Direct Unsubsidized Loan amount if the student can document exceptional circumstances which prevent the parent(s) from borrowing a Federal Direct PLUS Loan. This document must be submitted to our office to review your circumstances.

2017 - 2018 (pdf form) 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.12. Federal Direct PLUS Loan Resolution Form



 Federal Direct PLUS Loan Resolution Form

 

5.6.13. Federal Direct Parent PLUS Eligibility Confirmation Form

Effective the 2017-2018 award year, all borrowers requesting a Parent PLUS loan are required to complete the Federal Direct Parent PLUS Eligibility Confirmation form. 

The form is designed to ensure the borrower has applied for the loan and agrees to the borrower’s responsibilities pertaining to the loan

The completed form must be in our office prior to disbursement(s) and the credit to the student’s account.

 Parent PLUS Eligibility Confirmation

5.6.14. Financial Aid Revision Request

The Financial Aid Office may, on a case-by-case basis, adjust a student's cost of attendance or expense that is directly related to meeting the student's educational needs.

To be considered for such and adjustment, complete the form below and submit it to the Financial Aid Office along with supporting documentation.

2017 - 2018 Financial Aid Revision Request


We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.15. High School Verification

We have received your Free Application for Federal Student Aid (FAFSA), however, the FAFSA did not confirm your high school completion status.  

This information must be updated before we can continue to process your financial aid.

To update the information, you may either log back into your FAFSA at fafsa.ed.gov to do a FAFSA correction and update question #26, or you may complete and return the form below to the Office of Financial Aid. 

2017 - 2018 (pdf form)

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.16. Income Verification

The Office of Financial Aid requires additional information regarding your income for the 2015 calendar year due to you reporting little or no income for that time frame on your Free Application for Federal Student Aid (FAFSA).

This information is required for us to continue processing your financial aid awards.

Please complete the form below and return it to the Financial Aid office for processing.  


2017 - 2018 (pdf form)

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.17. Loan Eligibility Chart

The amount of Federal student loans a student can receive is determined by many factors including grade level, dependency status, and number of classes attending.

For a more detailed understanding of eligibility and award amounts, please click on the link below:

Loan Eligibility Chart

Summer 2017 Loan Eligibility Chart

5.6.18. Marital Separation Status Update

When you (and your parents if dependent) complete the Free Application for Federal Student Aid (FAFSA), it is considered a snapshot in time. So, marital changes that happen after you have completed the FAFSA are not automatically reflected in your aid eligibility determination.

If your or your parents' marital status has changed and you are requesting an update to your FAFSA as a result, you must complete the form below and submit it to the Office of Financial Aid.


2017 - 2018 (pdf form) 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.19. Marital Status Forms for Conflicting Information

The Department of Education (ED) has indicated that there is a conflict in marital status between the information provided on your Free Application for Federal Student Aid (FAFSA), your tax filing status, and the number of people in your household.

This conflict must be resolved before we may continue awarding your aid.

To resolve this conflict, please complete and return the corresponding form below to the Office of Financial Aid.

Marital Status Form Dependent 2017 - 2018

Marital Status Form Independent 2017 - 2018

 

5.6.20. MSU Code of Conduct

The belief that no student should be denied an education because of financial need is the cornerstone of the student financial aid program at Murray State University. Upon this cornerstone is built a foundation of financial opportunities which include grants, loans, part-time employment and scholarships. This foundation supports Murray State’s desire to provide educational opportunities for all qualified students.

It is critical that students and their families have confidence in the assistance provided to them by Murray State University. This Code of Conduct is intended to foster that confidence.

To read our full policy regarding our Code of Conduct, please click on the link below: 


MSU Code of Conduct

 

5.6.21. MSU Financial Aid Informational Flyer

For a quick reference on how to apply for Federal Aid, accept you awards, and the types of aid available, please click on the link below:

MSU Financial Aid Informational Flyer
 

5.6.22. Owen Loan Request Form

The Owen Loan is a small summer only loan with limited funding availability. Use this form to apply for the loan.

Approval and/or awarding of the loan is dependent upon fund availability and is NOT guaranteed.

Owen Loan Application

5.6.23. Private Loan Self Certification

Per federal regulations, Private/Alternative Loan lenders must notify student borrowers of certain lending disclosures prior to disbursing the funds.

If you are seeking to obtain a private/alternative loan, you must submit this document to the lender of your choice for completion.

Our office is available to assist if you have questions or concerns.

Private Loan Self Certification Form 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.24. Professional Judgment Request (formally known as Special Circumstance Request)

The Department of Education recognizes that sometimes there are situations which impact a student's (and their parents' if dependent) ability to contribute toward the student's educational costs after the Free Application for Federal Student Aid (FAFSA) has been completed.

In these situations, the ED grants the Office of Financial Aid the ability to review supporting documentation from the student (and family as appropriate) to determine if the change in circumstances will impact the student's eligibility for need based aid. This review is called a Professional Judgment. 

Please note that it is possible to have a situation that impacts a family's income but still does not result in additional need based eligibility for the student. 

If you or your family have unusual circumstances that you believe may affect your financial situation (such as loss of employment), complete this form and submit with appropriate documentation.

2017 - 2018 (pdf form)

 

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.25. Reaffirmation Agreement

As Per the Department of Education (ED): 

A student who has inadvertently received more than the annual or aggregate loan limits is ineligible to receive any FSA funds until the over borrowing is resolved. The student can regain eligibility for aid by repaying the amount that exceeded the annual or aggregate loan limits, or by making satisfactory arrangements with the loan servicer to repay the excess amount. The loan servicer will allow a borrower to “reaffirm” that he or she will repay the excess according to the terms and timing of the original promissory note. (ifap.ed.gov)

If you have been notified by the Office of Financial Aid that you need to complete a reaffirmation letter because you fall into this type of situation, please print this form, complete the top section, and come into the financial aid office to meet with one of our counselors who will assist you through the rest of the process.

 Reaffirmation Agreement Form


 

5.6.26. Requirement Resolution

The Department of Education (ED) has indicated that there is information on your Free Application for Federal Student Aid (FAFSA) which must be resolved prior to our office completing your request for federal funding.

In order to determine your eligibility for Federal aid, you must first complete and submit the form below to the Office of Financial Aid.


2017 - 2018 (pdf form)

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.27. Rescinding Electronic Participation

If you want to withdraw your previous consent to participate in electronic transactions associated with financial aid, you must complete and submit the form below to the Office of Financial Aid.

Please be aware that by rescinding your participation, you are acknowledging that all written communication with you by the Office of Financial Aid will be conducted via the United States Postal System.

 Rescinding Electronic Participation Form (pdf)

 

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.28. Satisfactory Academic Progress Academic Plan

This form may be required for students who are appealing their Financial Aid Satisfactory Academic Progress status. It must be completed by the student and the academic advisor.

Please contact the Office of Financial Aid if you need the academic Plan form for the 2016 - 2017 or 2017 - 2018 award year.


Note: This form and appeal process is separate from the Academic Progress appeal form required by the Registrar.

5.6.29. Selective Service Verification

As per federal regulations, "any male required to register with Selective Service at any time must have done so to receive federal student aid". (ifap.ed.gov)

The Department of Education (ED) has indicated on your Free Application for Federal Student Aid (FAFSA) report that further clarification is needed regarding your answer to the Selection Service question.

 

MSU cannot continue to award your aid until this clarification is received and the outstanding issue is resolved.

 

In order to resolve it, please complete and submit the document below to the Office of Financial Aid.

 2017 - 2018 (pdf form)

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.30. Statement of Disability Discharge
If you have had a prior federal educational loan discharged due to total and permanent disability and you wish to receive additional federal aid, you must submit the completed form to the Office of Financial Aid before any aid can be awarded.

2017 - 2018 (pdf form)

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.31. Student Employment

Eligibility for Federal Work Study is determined by the Department of Education (ED) when a student completes the Free Application for Federal Student Aid (FAFSA). Eligibility may change from year to year.

If a student is not eligible for Federal Work Study Employment, they may still seek University Employment. For detailed information regarding all types of student employment, please click on the link below:

Department Handbook

Student Handbook

I-9 Information: 

I-9 (paper version, must be printed) 

Section 1 Webinar on Demand

Section 2 Webinar on Demand 

Section 3 Webinar on Demand

Section 1: must be completed by the 1st day of employment.

Section 2: must be completed within 3 business days of the first day of employment 

Section 3: must be completed in a re-verification situation when the expiration date, if any, in of the employment authorization in Section 1 has expired or the expiration date, in any of the list A or list C employment authorization documentation in Section 2 has expired, with some exceptions.

Re-verification does not apply to:

- US Citizens,

- noncitizen nationals, or lawful permanent residents (including conditional residents) who presented a Permanent Resident Card (form I-551)

- List B documents 

Additional guidance may be found on the following federal website: I-9 Questions and Answers  

 

 


 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.32. Summer Financial Aid

All students who are enrolled for summer and have completed a 2015-2016 FAFSA will be considered for federal aid. Students will be awarded federal aid for which they are eligible. If awarded federal loans, the student must go to the myGate account to accept the amount of loans needed for the summer term (and complete the promissory note and entrance counseling if not already done so). If you have any questions regarding the process or your award, please contact our office at 270-809-2546 or by email at msu.sfa@murraystate.edu.

Refer to the Loan Eligibility Chart to determine if you are eligible for loans in the summer.

 

If you request an Owen Loan for summer, below is the application required and the regulations.

Owen Loan Application

Requirements:
  • Must be 23 years of age or older
  • Enrolled or accepted for enrollment for the summer term
  • Have a definite form of repayment
  • Have a cumulative gpa of 2.0

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.33. Terms and Conditions Accept/Decline via Form

In order to accept your financial aid awards online through your myGate portal, you must accept the Terms and Conditions.  

Instructions for Accepting Terms and Conditions

If you wish to accept or decline the Terms & Conditions via a form instead of electronically, you must submit the completed form to our office.

If you have consented to the Terms & Conditions on your myGate, you do not need to complete this form.  

Terms and Conditions Acceptance Form - Paper version (pdf)

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.34. Unaccompanied Homeless Youth

When you completed the Free Application for Federal Student Aid (FAFSA), you indicated on question(s) 56 - 58 that you are (were) an unaccompanied homeless youth. The Department of Education (ED) requires the Office of Financial Aid to receive written confirmation of this status.

In order to confirm this information, please print the form below, have it completed by one of the agencies listed within the form, and return the completed form to our office for processing.

We are not able to continue processing your aid until this information has been returned to us.

2017 - 2018 (pdf form)

 

 

5.6.35. Unusual Enrollment History Verification

The Office of Financial Aid has received information from the National Student Loan Data System (NSLDS), a system operated by the Department of Education (ED), regarding unusual enrollment history during your post-secondary education.

MSU cannot continue to process your request for federal aid until this enrollment history has been reviewed and concerns regarding it resolved.  

In order to resolve this issue, you must submit the completed form to our office.

2017 - 2018 (pdf form)

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.36. Verification Process with KHEAA

The Department of Education (ED) selects roughly 30% of all students nationwide for a process called verification. In some instances, MSU will also select a student for the verification process.

If your Free Application for Federal Student Aid (FAFSA) is selected for verification, MSU must confirm that the information reported on your FAFSA is accurate. This is done by requesting your (and your parent(s) if dependent) tax information and other documentation to compare to the information on the FAFSA.

Kentucky Higher Education Assistance Authority (KHEAA) has been authorized to process verifications on behalf of MSU and may contact you for documentation that supports the information you reported.  Please review the information in the links below to assist in completing this process.

General KHEAA Information (pdf)

KHEAA Verification Login Instructions

IRS Data Retrieval Instructions to Assist in Verification (pdf)

Requesting Tax Transcripts Online Instructions (pdf)

KHEAA
PO Box 4048
Frankfort, KY  40602 

Website - www.kheaa.com
Email - verification@kheaa.com 

Phone - 855-272-8771
Fax - 502-696-7230 (fax)


We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.6.37. Verification Process with Murray State

The Department of Education (ED) selects roughly 30% of all students nationwide for a process called verification. In some instances, Murray State will also select a student for the verification process.

If your Free Application for Federal Student Aid (FAFSA) is selected for verification, Murray State must confirm that the information reported on your FAFSA is accurate. This is done by requesting your (and your parent(s) if dependent) tax information and other documentation to compare to the information on the FAFSA.


5.6.37.1. Child Support Paid Verification
 Child Support Paid Verification
5.6.37.2. Dependent Student Verification Worksheet
 Dependent Student Verification Worksheet  2017 - 2018 form (pdf)
5.6.37.3. Dependent Support Verification
The Department of Education (ED) states that "If one or both of the student’s parents are directly or indirectly providing more than 50% support in cash or other assistance to the [student's] child, then the student would answer “No” to the FAFSA question about legal dependents". (ifap.ed.gov)

If you have reported having a legal dependent or child, and this is the only criteria that makes you an independent student on the FAFSA, you must submit documentation indicating sufficient income to support yourself as well as providing more than 50% support for the dependent(s).

2016 - 2017 (pdf form)

2017 - 2018 (pdf form)

5.6.37.4. Independent Student Verification Worksheet
 Independent Student Verification Worksheet  2017 - 2018 form (pdf)
5.6.37.5. IRS Data Retrieval Tool for the FAFSA
Using the IRS Data Retrieval tool when completing your Free Application For Federal Student Aid (FAFSA) can increase the accuracy of the information you provide on your FAFSA, save you time, and possibly reduce the chances of being selected for verification.

Follow the instructions on this document to upload your tax information to the FAFSA. 

IRS Data Retrieval Instructions to Assist in Verification (pdf)
5.6.37.6. Requesting Tax Transcripts Online
 Requesting Tax Transcripts Online Instructions (pdf)
5.6.37.7. SNAP Verification Form
 If you have been advised to verify benefits you received from the Supplemental Nutrition Assistance Program (SNAP), use this form.

SNAP Verification Form

5.6.38. Veteran Status Verification

You indicated on question #50 on your Free Application for Federal Student Aid (FAFSA) that you are a veteran. However, the Department of Education (ED) has indicated that they require additional information regarding your response. 

Because of this, the Office of Financial Aid must receive a completed copy of the form below along with the required documentation before we may continue awarding your federal aid. 

2017 - 2018 (pdf form)

 

We're here to help!

Financial Aid Office
500 Sparks Hall
Murray, KY 42071-3312

Phone - (270) 809-2546
Toll free - (800) 272-4678, ext. 3
Fax - (270) 809-3116

Website 
www.murraystate.edu/sfa

Email
msu.sfa@murraystate.edu

University Hours:

January to May: 8:00 AM - 4:30 PM CST (M-F)

June to July: 7:30 AM - 4:00 PM CST (M-F) 

    August to December:  8:00 AM - 4:30 PM CST (M-F)

Refer to the Events Calendar for University closure information.

5.7. Human Resources
5.7.1. Benefits
5.7.1.1. HIPAA Privacy Notice


Health Insurance Portability and Accountability Act

HIPAA Privacy Notice 


5.7.1.2. Change of Residential College


Change of Residential College for Faculty and Professional Staff (docx)

 

5.7.1.3. Family Medical Leave Act (FMLA)

Certification of Healthcare Provider for Employee's Serious Health Condition Form (PDF)

Certification of Healthcare Provider for Family Member's Serious Health Condition Form (PDF)

Certification of Qualifying Exigency for Military Family Leave (PDF)

Certification for Serious Injury or Illness of Covered Servicemember for Military Family Leave (PDF)

Designation Notice (PDF)

Employer Response to Employee Request for Family and Medical Leave (PDF)

Request for FMLA Leave (PDF)





5.7.1.4. Racer Wellness Savings

The Racer Wellness Savings Plan allows full-time regular employees the opportunity to receive a discount off of their monthly premiums. Please click on the link below for more details. 

 

 

Racer Wellness Savings Plan Policies

 

5.7.1.5. Salary Reduction Agreement Form

Salary Reduction Agreement Form (PDF)

5.7.1.6. Sick Leave Bank

Sick Leave Bank Member Request Form (PDF)

Sick Leave Bank Enrollment Form (PDF)

Sick Leave Bank Discontinuation Form (PDF)

Health Care Provider's Certification Form (PDF)

 

5.7.1.7. Tuition Waivers

Murray State Tuition Waivers


MSU Tuition Waiver Form 2017-2018 (PDF)
MSU Tuition Waiver Form 2016-2017 (PDF)

This tuition waiver is to be used by Murray State University employees taking courses at Murray State University.  This form MUST be approved by HR and the Bursar’s Office on or before the last day to drop/add the class requested

 

 

HEA 189 Waiver Form (PDF)

State Tuition Waiver Form (PDF)
To be used by non-Murray State employees of Kentucky post-secondary institutions for waiver of tuition on courses taken at Murray State. 


State Tuition Waivers

Western Kentucky Unviversity Tuition Waiver Form (PDF)
Employment certification form for MSU employees taking classes at Western Kentucky University. 

Kentucky Community & Technical College System (KCTCS) (PDF)
Employment Certification Form from Murray State employees taking classes through KCTCS. 

Eastern Kentucky University Tuition Waiver Form (PDF)

Employment Certification Form for Murray State employees taking classes at Eastern Kentucky University. 

University of Kentucky (UK) Tuition Waiver Form (PDF)
Employment Certification form for MSU employees taking classes at the University of Kentucky. 

CPE Tuition Waiver Form (PDF)
To be used by supervising and resource teachers for waiver of tuition for courses at Murray State University. The completed form should be returned to Teacher Education Services. 

Kentucky Tuition Waiver for Veterans


Tuition Waiver FAQs

Tuition Waiver FAQs - State Waivers

Tuition Waiver FAQs - HEA 189







5.7.1.8. Workers' Compensation Forms and Information


First Report of Injury Instructions

When an employee notifies you that an injury has occurred, it is your department’s responsibility to obtain all pertinent information needed for completion of the injury report (IA-1 form).


1) First Report of Injury or Illness Form
(email chixon@murraystate.edu in word format without social security number)

2) Fraudulent Claim Acknowledgement (Scan or fax to 3464 HR with employee/student worker signature)

3) Medical Waiver and Consent Form (Scan or fax to 3464 HR with employee/student worker signature)

4) Send form with employee/student worker to healthcare provider: Report of Medical Status

Complete the first report of injury or illness form immediately and e-mail it to Courtney Hixon chixon@murraystate.edu. If the injury occurs during the second or third shift or on the weekend, the injury must be reported at the beginning of the next working day. A delay in reporting an injury has the potential for denial of coverage by the Workers’ Compensation Branch.

First Report of Injury or Illness Form (IA-1) – All questions, except employee’s social security number, beginning with the section entitled “Employee/Wage” must be answered except those marked N/A. All questions relating to the accident must have detailed answers. Under "Initial Treatment" please choose the correct number. Minor Clinic Hospital is the same as a doctor’s office visit.

Also, note that the injured employee MUST sign the Fraudulent Claim/state information sheet. The employee’s signature certifies that the employee has read the paragraph about Kentucky law and understands that filing a fraudulent claim is a crime. The Medical Waiver and Consent form must also be completed.

It is very important that the above information and other related information (medical bills, disability statements, doctors’ reports, etc.) be submitted quickly to avoid denial of workers’ compensation benefits.

We appreciate your assistance in helping us process workers’ compensation claims. If you have any questions concerning these procedures or forms, please call Human Resources at 2146.

 

Additional Forms: 

Commonwealth of Kentucky - CCMSI, Inc - Report of Medical Status (PDF)

Fraudulent Claim Acknowledgement (PDF)

Lost Time and Return to Work Form (WCF-1) (doc)

Medical Waiver and Consent Form (PDF)

Notice of Designated Physician Form (PDF)

Notice of Second Designated Physician Form (PDF)

OSHA Reporting Requirement Update 1-1-15 (PDF) 

Provider Introductory Letter (PDF)

Request for Payment for Services or Reimbursement for Compensable Services (PDF)

Workers' Compensation Prescription Program Form (PDF)

Workers' Compensation Sick Leave Form (PDF)


5.7.2. Employment
5.7.2.1. Acknowledgement of University Non-Discrimination Policies

  

 

Acknowledgement of University Non-Discrimination Policies
(PDF)

5.7.2.2. Clearance Record Form

Each employee terminating his/her employment at Murray State University must meet with Human Resources and present this completed Clearance Form (PDF) prior to receiving his/her final salary payment.

5.7.2.3. Employee Disciplinary Report Form

Employee Disciplinary Report Form (PDF)

5.7.2.4. Ethics Policy Acknowledgement Form

Ethics Policy Acknowledgement Form (PDF)

5.7.2.5. Extra Compensation Form

Extra Compensation Form (PDF)

5.7.2.6. Handbook and Personnel Policies & Procedures Manual Acknowledgement

Handbook and Personnel Policies and Procedures Manual Acknowledgement (PDF)

5.7.2.7. Hiring Process
5.7.2.7.1. Adjunct Employment

ADJUNCT HIRING EMPLOYEE PACKET

This quick guide includes the information that the academic chair or hiring supervisor will need to begin the adjunct employment process. The academic chair or hiring supervisor will need to have the adjunct employee complete the following forms, which are included in the Instructions for the Adjunct Employees packet:

  • Sexual Harassment Awareness and Staff Handbook Acknowledgement Form
  • Statement of Ethical Principles and Code of Conduct Acknowledgement Form
  • Background Investigation Consent Form

All original forms need to be submitted to Human Resources prior to the first day of work. Failure to complete forms in a timely manner could result ina delay of employment and/or pay.

Returning adjunct employees with a break in service:

  • Background checks are not needed if the break in service is less than 12 months. If the break in service exceeds 12 months, a new background check must be completed prior to the first day of work.
  • All I9 forms are processed by Human Resources. New adjunct employees should contact Human Resources on or before their first day of work to complete the form. If the employee is returning to work after a break in service, please contact Human Resources to determine if a new I9 form needs to be completed.
  • The academic chair or hiring supervisor will need to complete the Network Resource Request Form and submit the form to Information Systems.

All new and returning adjunct employees who have not completed the mandatory Title IX Harassment Prevention Training will need to do so. Please visit the Support Site for instructions on how to access the training.

If you have any questions concerning this process, please call HR Employment Staff at 270.809.2146 or email msu.hr@murraystate.edu.

 

5.7.2.7.2. Exempt Staff
5.7.2.7.2.1. Request to Fill Exempt
Request to Fill Exempt
5.7.2.7.2.2. Authorization to Interview
Authorization to Interview
5.7.2.7.2.3. Search Committee Guidelines Acknowledgement Form
Search Committee Guidelines Acknowledgement Form
5.7.2.7.2.4. Recommendation to Extend an Offer of Employment
Recommendation to Extend an Offer of Employment
5.7.2.7.3. Faculty
5.7.2.7.3.1. Request to Fill Faculty
Request to Fill Faculty 
5.7.2.7.3.2. Authorization to Interview
Authorization to Interview
5.7.2.7.3.3. Search Committee Guidelines Acknowledgement Form
Search Committee Guidelines Acknowledgement Form
5.7.2.7.3.4. Recommendation to Extend an Offer of Employment
Recommendation to Extend an Offer of Employment
5.7.2.7.4. Non-Exempt Staff
5.7.2.7.4.1. Request to Fill a Non-Exempt Position Form
Request to Fill a Non-Exempt Position Form (Updated September 2016) (PDF)
5.7.2.7.4.2. Non-Exempt Search Committee Guidelines Acknowledgement Form
Non- Exempt Search Committee Guidelines Acknowledgement Form (pdf)
5.7.2.7.4.3. Employment Summary Form for Non-Exempt Positions
Employment Summary Form for Non-Exempt Positions (PDF)
5.7.2.7.4.4. Starting Pay Proposal Form
The Starting Pay Approval Form (PDF) is to be completed and fully approved before an offer of employment is made to a person who may be paid above the sub-minimum of the job's pay grade.  Any proposed amount above the Control Point must be approved by the Director of HR.
5.7.2.7.5. Temporary Employment

TEMPORARY HIRING EMPLOYEE PACKET

This quick guide includes the information that the hiring supervisor will need to begin the temporary employment process. The hiring supervisor will need to have the temporary employee complete the following forms, which are included in the Instructions for the Temporary Employees packet:

  • Sexual Harassment Awareness and Staff Handbook Acknowledgement Form,
  • Statement of Ethical Principles and Code of Conduct Acknowledgement Form
  • Background Investigation Consent Form.

All original forms need to be submitted to Human Resources prior to the first day of work. Failure to complete forms in a timely manner could result in a delay of employment and/or pay.

Returning temporary employees with a break in service:

  • Background checks are not needed if the break in service is less than 12 months. If the break in service exceeds 12 months, a new background check must be completed prior to the first day of work.
  • All I9 forms are processed by Human Resources. New temporary employees should contact Human Resources on or before their first day of work to complete the form. If the employee is returning to work after a break in service, please contact Human Resources to determine if a new I9 form needs to be completed.
  • The hiring supervisor will need to complete the Network Resource Request Form and submit the form to Information Systems.

All new and returning temporary employees who have not completed the mandatory Title IX Harassment Prevention Training will need to do so. Please visit the Support Site for instructions on how to access the training.

If you have any questions concerning this process, please call HR Employment Staff at 270.809.2146 or email msu.hr@murraystate.edu

5.7.2.7.6. Authorization of Background Investigation

Click to view the Background Check Form   (PDF)

5.7.2.8. I-9
UPDATE: On September 18, 2017 USCIS released a revised version of Form I-9, Employment Eligibility Verification. 


Please access the most current I-9 below:
 

Form I-9 (must be printed and completed on paper)  

Form I-9 (form fillable may not open with all browsers) 

Newly hired employees should come to Human Resources (4th floor Sparks Hall) to complete Form I-9 and to present their original documents.  Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.  All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States.  This includes citizens and non-citizens. 

Employee must complete section 1 on or before the first day of work.  

Form I-9, Employment Eligibility Verification - Section One video 

 

Human Resources will complete and verify section 2 no later than 3 business days from the first day of work.  The employee must present unexpired original documentation that shows the employer their identity and employment authorization. For additional information on acceptable documents, please see the list of acceptable documents or review website.   


 


 

5.7.2.9. Independent Contractor or Employee Status

Revised forms as of 03.25.15

Independent Contractor or Employee Status - This form helps in determining the status in accordance with IRS for individuals performing services for Murray State. These questions are intended as a guide in making this classification, but sometimes further evaluation may be necessary.   

Independent Contractor or Employee Status (PDF) 

Independent_Contractor_Employee_Status_Multiple_Person_Request_Page2 (PDF)

Independent_Contractor_Employee Status_Groups_Usually_Paid_As (PDF)

5.7.2.10. Job Audit Questionnaire Form

Revised on 07/01/2016.  Due date to be determined.  To populate boxes on the form, double-click.  

Job Audit Questionnaire (doc) 


5.7.2.11. Personal Leave Form

Personal Leave Form (PDF)

5.7.2.12. Personnel Action (PA) Form
Personnel Action (PA) Form (PDF)
5.7.2.13. Summer Extra Compensation Form

Summer Extra Compensation Form (PDF)

5.7.2.14. Volunteer Forms

Volunteer Form (PDF)

5.7.2.15. Whistleblower Program Acknowledgement

The Whistleblower guidelines appear in section C in the Statement of Ethical Principles and Code of Conduct.

Whistleblower Program Acknowledgement Form (PDF)

 

5.7.3. Employee Change of Address Form

Employee Change of Address Form

This form can be submitted to HR by email msu.hr@murraystate.edu or faxed to 270.809.3464. 

5.7.4. Departmental Query Request form for HR/Payroll Access

The Departmental Query Request Form for HR/Payroll Access (PDF) is completed when an employee needs to view HR/Payroll data available for all employees assigned to specific ORG codes. The requesting person knows the confidential nature of the information they are requesting to view and agrees by signature to not in any manner, directly or indirectly, make known any confidential information to anyone or permit any person(s) to have access to confidential information that is not authorized.

The form is completed and sent to the Payroll office. 

Please call 270-809-4129 with any questions regarding this request form.

 

Click to open the Departmental Query Request Form for HR/Payroll Access.

5.7.5. Legal Name Change Procedures
Effective August 1, 2016

Faculty and Staff Legal Name Change Procedures  (pdf)

5.7.6. Performance Appraisals


Annual Performance Appraisal Instructions (PDF)

Exempt Performance Appraisal Form (PDF) 

Non-Exempt Performance Appraisal Form (PDF)

Appraisal forms have been distributed to Department Heads.  The deadline for all completed forms is Friday, April 7, 2017.  

Please contact Haley Stedelin (ext. 3094) or Courtney Hixon (ext. 2156) with any questions.    

 

 

 


5.7.7. Preferred First Name Change Request

Murray State University recognizes that faculty and staff may wish to use a name other than their legal name. When requested, the university will use a preferred first name on certain documents and online information sources. Employees may not designate a preferred last name. The official/legal name will remain on your permanent records, including but not limited to academic, employment, and tax records.

Please complete the form and present it with proper photo identification to Human Resources, 412 Sparks Hall, Murray, KY, 42071.

If you are not able to present this form in person with a photo ID, you may mail the completed and notarized form to Human Resources.

Preferred First Name Change Request Form (pdf)

5.7.8. Visiting Scholar, Military Science Cadre, and Other Guest HR Enrollment Form

Visiting Scholar, Military Science Cadre, and Other Guest HR Enrollment Form

Visiting Scholar, Military Science Cadre, and Other Guest HR Enrollment Form

5.7.9. Tobacco Free Campus

Murray State University is committed to providing a healthy learning environment for students and a healthy work environment for faculty and staff.  Supervisors who become aware of an employee violating the Tobacco Free Policy should report the violation by completing the Tobacco Free Campus Violation Form and submit the form to Human Resources.  

 

Murray State Tobacco Policy (pdf) 

Tobacco Free Campus Violation Form (pdf) 

5.8. Information Systems
5.8.1. Adobe Software Order Form
Use the Adobe Software Order Form (PDF) when purchasing Adobe Software.  Contact the Service Desk 270-809-2346 for current pricing.
5.8.2. Cisco VOIP Phone Service Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=15846 

5.8.3. Computer Reload / Transfer Request Form

You must be signed in to your RacerMail account to complete the form. Before submitting the form, please call the Service Desk at 270-809-2346 to create a work order.

This form’s purpose is to create a clear understanding between the technician and you of what data will be saved from your computer or what data will be transferred to another computer before it is reloaded or replaced. Understand the term “reload” means ALL data will be erased from your computer. Data that is “transferred” will be migrated from the previous computer to the new computer. The Service Desk cannot save programs. If you wish to have a program/software installed that is not listed below, you are responsible for providing the installation media. The Service Desk  will generally have media for Adobe products.

Upon the computer’s return, only the data specified below will be restored. Any previously attached devices or printers will also be restored.

**If you wish to submit a paper form, please call the Service Desk at 270-809-2346.
5.8.4. Guest Network Account Request Form
Complete the Guest Resource Request Form to create a network account for guests visiting campus.
5.8.5. Malware Incident Response Form

Access the Malware Incident Response Form.

You must be signed in to your RacerMail account to complete the form. 

5.8.6. MeetMe Phone Number Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=15849
5.8.7. Network Data Share Request Form

This request is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=16376.

5.8.8. Network Resource Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16365.

5.8.9. New System Authorization Form (NSAF)
The university investment in the Banner system is intended to replace the plethora of stand-alone systems that cannot communicate or share data with each other, that contain data duplicated elsewhere, that require users to manage multiple credentials, and that require competing sets of skills to support. In order to capitalize on that investment, any new university system should be consistent with the objectives of compatibility, integration, security and the long-term ability to manage and support. 

If you are contemplating the purchase of a new system, please respond to the questions below. Upon completion, the information will be sent to the CIO for review.

5.8.10. Phone Directory Update Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16477
5.8.11. Vendor VPN Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22532
5.8.12. VPN Access Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16374
5.8.13. Wireless Resource Request Form
Use Wireless Resource Request Form (PDF) to request device access to MSU's wireless data network.
5.9. Procurement Services
All information for Procurement Services is now located on the Procurement Services website at http://campus.murraystate.edu/administ/procurement/
5.10. Public Safety
Alarm/Camera System Request Form
5.11. Registrar's Office
5.11.1. Academic Second Chance

Request for Academic Second Chance  

Academic Second Chance (ASC) is an appeal procedure for an undergraduate student to request academic forgiveness for their courses. It applies to a single semester or series of semesters (as of Fall 2014, semesters are not required to be continuous) within which a student earned grades lower than a C. If approved, those terms would be excluded when calculating the student’s grade point average. No courses taken during the semesters approved for ASC would apply toward requirements for a degree.

A student who wishes to petition for ASC must have been separated from all institutions of higher learning for a minimum of two consecutive calendar years.  If a student withdrew from a semester and the withdrawal appears on their transcript, the student is considered “enrolled” during that term.

An ASC request form may be submitted by an enrolled student after the student has reentered Murray State University and has earned a minimum of 12 new degree credit hours at Murray State University with a minimum GPA of 2.50 on all hours since re-enrolling. ASC requests are only valid for the student’s first baccalaureate degree.  The ASC request form must be submitted to the Registrar’s Office, specifying the terms for which ASC is requested.

ASC courses remain a part of the transcript with a notation that academic second chance has been applied and that grades are not included in GPA calculations. If a course excluded by ASC was used as a repeat of an earlier course, the original course which had been excluded from grade point average consideration due to the repeat policy will be added back into the GPA as though it had never been repeated.

The new GPA is the official GPA of the university. Students need to be aware that some schools, agencies, academic areas, organizations, and scholarship programs may not recognize or allow ASC. ASC may be declared only once and may not be revoked.

Students may apply for academic forgiveness by printing and completing the Request for Academic Second Chance form. The form should be mailed to:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY 42071-3312

5.11.2. Academic Suspension Appeals Hearing

Academic Appeal Hearing form

A student who has been academically suspended or dismissed from the university and feels it was due to circumstances beyond his/her control may appeal in writing to the Registrar for special consideration. If the Registrar desires, the student’s request can be forwarded to the Academic Appeals Committee for dispensation. This committee is composed of nine members; two student members, the Retention Services Director, and one faculty member from each of the academic colleges; the School of Agriculture; and the School of Nursing and Health Professions. The committee reviews each case and makes decisions based on information provided to them by the student or other individuals. The student may be present for the hearing or may present his case in writing only. The student comes before the committee alone. Guests are not able to speak or be present.

The completed form, with attached documentation, should be returned to the Registrar’s Office. All appeal forms must be on file in the Registrar’s Office no later than seven (7) days prior to the beginning of the relevant semester. After three (3) suspensions, a student is not eligible to return to Murray State.

Completed forms should be **mailed/faxed/emailed to the following address:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY 42071-3312
Fax: 270-809-5727
Email: msu.registration@murraystate.edu

**Due to the time sensitive nature of these documents, the Office of the Registrar recommends fax, email, or personal delivery. 

Tentative Academic Suspension Appeal Form Submission Deadlines:

May 22, 2017 for Summer 2017 semester

August 7, 2017 for Fall 2017 semester

January 8, 2018 for Spring 2018 semester 

May 21, 2018 for Summer 2018 semester

August 6, 2018 for Fall 2018 semester

January 7, 2019 for Spring 2019 semester

May 20, 2019 for Summer 2019 semester

August 12, 2019 for Fall 2019 semester 


Academic Appeal FAQ

Q. Do I have to be present?
A.
No. You have the right to be present at the hearing, but you are not required to attend. You can submit everything you want the committee to know and they will base their decision on that information plus any additional information supplied by the Registrar’s Office.  It is to your advantage to attend the meeting so that you may provide additional information and answer any questions, if necessary.

Q. When and where are the meetings held?
A
. The meetings are normally held the week before the semester begins. Once a meeting has been scheduled, you will be notified of the date, time, and location.

Q. What kind of documentation do I need?
A.
You may provide any information that you feel will be relevant to your case. For example, if your grades are low due to frequent absences, you may wish to provide additional information regarding the reason for your absences.

Q. How will I know the decision of the committee?
A.
If you are present at the meeting, you will be told the decision then. If not, you will be notified in writing.

Q. What kinds of cases are heard by this committee?
A.
The most common cases consist of individuals who have been dropped or suspended from the university. Grade appeals are also reviewed, but must be presented on the grade appeal form.

5.11.3. Access to Student Data in myGate or Banner
Faculty or Staff who need access to Student-related data in Banner or my Gate must complete the Request for Access to Student Data form.

You will need to complete the online FERPA Training & exam

Once the form has been completed, please fax it to The Office of the Registrar (fax: 270-809-3777).
5.11.4. Audit/Time Conflict Permission Form

Audit/Time Conflict Permission Form

What is an AUDIT?
To audit means to attend and participate in class without earning a regular letter grade. Audited classes are listed on a student’s permanent record with a grade of AU and no credit hours. Instructors have the authority to fail a student from an audited course if he or she does not do the required work, and/or fails to attend the class. Attendance is required of an auditing student.

How to Audit a Class
To AUDIT a class, a student must request to audit the class from the instructor.  If the instructor approves, he/she must sign the audit permission form. This approved form must be submitted to the Registration Office, Basement, Sparks Hall, to tag the approved class for audit on the student's registration before the deadline to audit a class.  See the Calendars website for audit deadline dates.

Will an Audit Affect My Financial Aid?
Students who choose to audit a class will NOT receive credit, which may affect current and future aid eligibility.  Contact the Student Financial Aid Office, msu.sfa@murraystate.edu, 270-809-3546, for additional information. 

NOTE: Student Athletes must discuss auditing a class with Athletics before submitting an approved audit form to the Registration Office.  International students should also contact the International office prior to auditing a class. 



5.11.5. Certification Request Form

Click to view the Certification Request Form (PDF).

5.11.6. Consent to Release Student Information

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. Directory information may be released without the student’s written consent unless a “Non-Disclosure of Directory Information” form is on file in the Registrar’s Office. Students wishing to release confidential information to others or to communicate with MSU faculty or staff via the phone or email may give their authorization online in myGate.  

Here's how:

1.  Log into myGate
2.  Go to the Academics tab
3.  Click on the "Consent to release student information" link in the Student Links channel
4.  Complete the online form and click Update Consent

Consent details can be viewed or revoked at any time from the "Consent to release student information" link.

See the Consent to Release - More Details PDF for more detailed explanations.

If you need assistance, please contact the Office of the Registrar at (270) 809-5630 or the Service Desk at (270) 809-2346
5.11.7. Course Exception Form (Substitution) - Undergraduate
Course substitutions are used to adjust requirements on a student's degree audit.  They are used any time that the student's program varies from what is printed in the catalog and visible on the audit.  Course substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department.  

Once completed, these forms should be returned to the Office of the Registrar. 

5.11.8. Data Research Request

Complete the Request for Student Lists, Emails, Address Files, or Data form and submit the completed form to the Office of the Registrar. Please allow 2-3 weeks (minimum) for the completion of small requests and additional time for larger projects.

5.11.9. Departmental Challenge Examination

Procedure for Departmental Challenge Request:

  1. The student must contact the appropriate department for the exam they are requesting before registering and paying for the exam.  The department will make sure the exam is available and that the student is qualified to take the exam.
  2. By clicking on the Departmental Challenge link on the Academics tab or accessing the Departmental Challenge page directly, the student selects the link (below) with the exam(s) they wish to register for and pays for the exam(s) with a debit or credit card through the Marketplace Store.
  3. An email request is sent to the department.  
  4. The department contacts the student to schedule the exam(s).
  5. If the student successfully passes the challenge exam(s), the department chair/representative will send notification to the Office of the Registrar.
  6. Credit will be posted to the student's academic record if the student is currently enrolled.

Register & Pay for Departmental Challenge Exams













 

FAQs 

Q. Does the person who wishes to take a challenge exam have to be a student at Murray State?

A. No. They could be planning to enroll at Murray State and already working with the department to receive challenge credit. If they do not have a myGate account, there will be a link on the Office of the Registrar website where they can access the Marketplace store site. However, departmental challenge credit will not be posted to a student's transcript until they are enrolled at MSU.
 

Q. Does the person have to pay for the challenge exam?

A. Yes, payment is required at the time of request. The email request will not be sent to the department until payment is completed.
 

Q. Does the person have to register for the exam before they take it?

A. Yes, page 41 of the 2013-14 Bulletin states "All costs connected with a particular examination must be met by the student prior to the testing date." The same is true when a person registers for the AP or CLEP exams. They must register and pay for before taking the exam. Taking the exam does not guarantee the student will receive credit.
 

Q. Can students challenge a graduate-level course?

A. No, page 40 of the 2016-17 Bulletin states "Graduate students may not obtain graduate credit through testing" and "Graduate Students - Murray State University does not grant credit for correspondence courses, portfolio-based experiential learning, or for the completion of a challenge examination or any national testing-for-credit in any courses."
 

Q. Can the exam be taken more than once?

A. No, page 40 of the 2016-17 Bulletin states "A departmental challenge examination may only be taken once."
 

Q. Can the exam credit mark off a previous passing or failing grade earned for the same course?

A. No, page 40 of the 2016-17 Bulletin states "Departmental challenge credit may not be used as a repeat of a course taken earlier. A grade received in a regular course may not be changed by departmental challenge examination."
 

Q. What if a student wants to challenge a course but it is not listed on Marketplace?

A. The student should contact the department to see if a challenge exam is offered for that course. If so, the department representative should contact the Office of the Registrar to get it added to the Marketplace store.
5.11.10. Duplicate Diploma Request

You can now order duplicate diplomas online to be mailed to you. 

Complete the duplicate diploma request form and use a debit/credit card for payment. Cost of duplicate diplomas are $15 ea.

Note: All degrees will be verified for accuracy. Please do not request that your duplicate diploma contain a "nickname". Those requests cannot be honored - only official names will be printed. 
5.11.11. Grade Appeal


Grade Appeal Form

Murray State University recognizes that differences of opinion or interpretation may arise between students and faculty members regarding the assignment of course grades. The university urges the student to first seek resolution through informal discussion with the appropriate faculty member.

It should be noted that situations involving academic misconduct should be directed to the University Judicial Board.

The student initiates a meeting with the instructor of the class. The meeting must take place within the first twenty (20) days of the semester immediately following the term during which the incident of grievance is alleged to have occurred, exclusive of summer session.

If the matter is not resolved satisfactorily at the instructor level, meetings with the chair and dean must follow within ten (10) days of the initial discussion with the instructor. At the time of each meeting, the instructor, chair and dean must sign and date the grade appeal form.

Once all means of informal resolution on the collegiate level have been exhausted the student must submit a completed grade appeal form with supporting documentation to the Office of the Registrar within fifteen (15) days of the initial discussion with the instructor if the matter is not resolved satisfactorily.

The chair of the Academic Appeals Board shall convene that committee within twenty (20) days of the receipt of the grade ap­peal form and supporting documentation.

Copies of the recommendation and final decision by the provost shall be sent to the appropriate academic dean, the student, and the instructor, within ten (10) days of the completion of the hearing, unless notified otherwise. The text of the recommendation and all pertinent testimony and gathered data shall be kept in confidence.

NOTE: If at any point in this process, the student alleges that actions have taken place that may be in violation of the Murray State Univer­sity Non-Discrimination policy this process must be suspended and the matter directed to the Office of Institutional Diversity, Equity and Access.

Under no circumstances will an appeal of a grade be accepted after one year from the end of the semester in which the grade was received.

For the full policy, go to the current University Bulletin: http://www.murraystate.edu/academics/RegistrarsOffice/index.aspx

5.11.12. Graduate Course Overload Form
If a course overload exception is to be made in any individual instance, a graduate student must have a cumulative GPA of no less than 3.0. Permission to exceed the credit hour limit can be granted only by the collegiate graduate coordinator & dean of the college in which the student is a major. A Graduate Course Overload form (PDF), located on-line or in the dean's office, must be completed by the student & signed by graduate coordinator and the dean to authorize exceptions. Under no circumstances will an overload exception be granted to a student who does not have a cumulative 3.0 GPA. Graduate students petitioning to take more than 16 hours in any semester must have approval of the dean, the collegiate graduate coordinator, & the university graduate coordinator in the Office of the Provost/Academic Affairs.
5.11.13. Graduate Forms and Graduation Requirements

Graduate Program Form

Information regarding the Graduate Program Form is sent to each student with the letter of admission to graduate study. The student should complete and submit the form (including signature) to his or her assigned academic advisor. The form must be approved and signed by the appropriate individuals and returned to the Graduation Office during the first nine weeks of the first semester in the graduate program.

>> Fill and print out your graduate program form - Master's

>> Fill and print out your graduate program form – Doctorate

>> Fill and print out your graduate program form - Certificate Program


Graduate Program Course Substitution Form

The Graduate Course Substitution Form is used to make changes to the original planned program form on file. If you have taken courses other than what were listed on your original degree plan, they must be approved by your advisor and collegiate graduate coordinator.

>> Fill and print out your program course substitution form

Change of Degree/Concentration/Bulletin/Advisor Form

Graduate students may request to change advisor, degree objective, concentration and/or bulletin during their course of study. The request must be approved by the student's current department.

>> Fill and print out your change of degree/concentration/bulletin/advisor form

 

Change of Program Form

Graduate students may request to change from their current graduate program to a new program during their course of study. The request must be submitted to the appropriate admissions office and will be reviewed by the new academic program to determine eligibility.

>> Fill and print out your change of program form


Request for Time Extension of Graduate Program

Graduate students may request a time extension, beyond the eight-year period, through their advisor and their program graduate coordinator. Time extensions must be approved by the department chair as well as by the Graduate Studies Committee of the Academic Council. Extensions are considered on a case-by-case basis.

>> Fill and print out your request for time extension


Guidelines for Thesis Preparation

The individual student is responsible for fulfilling all university requirements for the preparation and submission of the thesis. These guidelines provide information helpful in the preparation of the thesis and describe certain formal requirements to which the thesis writer should adhere.

>> Guidelines for Thesis Preparation

>> Steps for completion of graduate thesis payment and process


Comprehensive Examination

A comprehensive examination is required in some programs. Please refer to your department’s section of the Graduate Bulletin or consult with your advisor to make that determination.

The comprehensive exam is normally taken during the semester in which the student graduates; however, it may be taken after completion of 24 hours toward the master's degree. You must register for your comprehensive exam with your academic department.


Application for Degree Form (Apply for Graduation)

Degrees are awarded in December, May and August. Students must apply for graduation and pay a degree fee via myGate. If the student does not meet graduation requirements, the application will automatically be moved to the next graduation term. Should the student fail to meet the degree requirements by the deadline for that graduation term, the student’s name will be removed from the pending graduation list. It will then be the student’s responsibility to submit a new Graduation Application via myGate by the deadline for the term in which the student plans to graduate. The new application will result in another. All communication regarding graduation status and outstanding degree requirements will be sent to the student through MSU email only.

The Graduate Degree Application and fee are due in the Graduation Office during the first three weeks of the semester in which the student expects to graduate. Submission deadlines are posted on myGate.

Degree Applications may be submitted after the published deadline ONLY with prior approval of the Graduation Office. An additional $20 late fee will be required.

>> Apply online through myGate


Graduate Certificate Program Form and Completion

Students pursuing a Graduate Certificate are required to complete a Graduate Certificate Completion form.

>> Fill and print out your graduate certificate program form

The Application for the Graduate Certificate Completion and processing fee of $15 are due in the Graduation Office during the first three weeks of the semester in which the student expects to complete all coursework toward the certificate. The application form must be completed on myGate.

After the student successfully completes all courses toward the certificate program, this certificate will be posted to the MSU transcript within a few weeks. No document will be printed and/or mailed to the student.

>> Apply for your certificate online through myGate


Graduate General Requirements

Courses numbered 600 or above are open to graduate students (those who are completing a Master’s, Specialist or Doctoral degree) only.

In all master’s programs, half of the total coursework, excluding Thesis, Practicum, or Internship, or Co-op credit must be in courses open to graduate students only.

An overall GPA of 3.00 (on a 4.0 scale) is required for graduation.

All coursework used to fulfill master’s degree program requirements must be completed within eight years of the date the student initially enrolls in a class that counts as graduate credit for their degree.

A maximum of 12 hours may be transferred from a regionally accredited graduate school. All transfer credit must be approved by the student’s advisor and collegiate graduate coordinator. All transfer credit must have been earned within the eight-year period allowed for the degree.

The student must have an overall GPA of 3.00 on graduate work at Murray State and a grade of "B" or better in any courses to be transferred.

If a thesis is required, the student must submit the original and three copies of the signed thesis in unbound form to the Provost Office two weeks prior to the date of graduation.

The comprehensive exam must be completed and the results sent to the Graduation Office by the semester graduation date. Comprehensive exams are scheduled by the academic departments.


Commencement Information

Commencement information is available on our website.


Honors

Academic honors are not awarded at the graduate level.


Diplomas

The size of all masters and specialist diplomas is 11 x 14 inches and doctoral diplomas are 14x17 inches. The degree title will appear in the center of the diploma beneath the name. Majors are not listed on the diploma.

Names will be printed on the diploma as they are listed on the application. The general format is first name, middle name, last name. Nicknames will not be printed.

Diplomas will be mailed to the address entered on myGate approximately 6-8 weeks after graduation. Doctoral diplomas are shipped directly from the vendor and are expected to arrive approximately 8-10 weeks after graduation. The address should be maintained and updated by the student.


For additional information, please contact the Graduation Office at msu.graduation@murraystate.edu.

5.11.14. Late Degree Application-Undergraduate

Late applications are accepted at the discretion of the Graduation Office. Please complete the Undergraduate Late Application (available on Marketplace). Late applications are accepted at the discretion of the Graduation Office.

5.11.15. Major/Advisor/Catalog Change Form - Undergraduate

Students who are wishing to switch departments are required to fill out a change of major form.  The form must include signatures from both the department that the student is switching from and the department that the student is switching to. The student's signature is also required at the bottom of the form. For minor, catalog & concentration changes there is no signature required from the student's advisor. Once completed, these forms should be returned to the Office of the Registrar.
5.11.16. P2S Major Declaration Form

Pathways to Success (P2S) Major Declaration Form

The Pathways to Success (P2S) Major Declaration Form is only to be used by P2S advisors when approving a P2S student's major declaration (signifying completion of the P2S program requirements).

Students wanting to change majors within the P2S program should use the Major/Minor/Catalog Change Form for Undergraduate Students.

5.11.17. Preferred First Name Change Request Form

Preferred First Name Change Request form 

Murray State University recognizes students may wish to use a name other than their legal name.  When requested, the University will use a preferred first name on certain documents and online information sources.  The official/legal name will remain on your permanent records, including but not limited to academic, employment, and tax records.  Students may not designate a preferred last name.  Students are encouraged to add a preferred first name prior to the start of a semester to assist instructors in consistently addressing a student throughout the course of a semester.

Places the Preferred First Name is displayed beginning with the Spring 2014 semester:

  • Class rosters in myGate will display the preferred first name with the official legal name for reference to other records by instructors
  • Canvas will display the preferred first name only

 

Complete the form and present it (with photo identification) at the Office of the Registrar, 113 Sparks Hall, Murray, KY, 42071.

If you are not able to present this form in person with a photo ID, you may mail the completed and notarized form to the Office of the Registrar.

 

5.11.18. Student Name Change Request Form

Student Name Change Request Form 

Submit the Student Name Change Request Form along with copy of social security card and one of the following: marriage certificate, divorce decree, adoption papers, court order, driver's license, or passport.  More than two forms of documentation may be required to establish the link from the original name to the requested name change.

Please note that by filling out this form, this does NOT automatically change your username or email address. To change your username and email, please follow the Username Change directions

5.11.19. Transcript Request Form for Current Full-Time or Retired Faculty/Staff or Racer Academy Instructors

Many Murray State University employees are able to request official paper copies of their personal transcript free of charge by using the "Transcript Request Form for Current Full-Time or Retired Faculty/Staff or Racer Academy Instructors" form.

Qualifying employees must be currently working full-time at Murray State (offered benefits), a Racer Academy instructor, or retired faculty/staff.  

The form must be completed, signed, and then submitted to the Murray State Human Resources Office (412 Sparks Hall, Murray, KY 42071; Fax: 270-809-3464).  Racer Academy instructors may send their completed and signed form directly to the Office of the Registrar (112 Sparks Hall, Murray, KY 42071; Fax: 270-809-3777).

The Office of the Registrar reserves the right to limit what they deem to be excessive numbers of requests for any individual using this benefit.

5.11.20. Tuition Waivers

Murray State Tuition Waivers


MSU Tuition Waiver Form 2017-2018 (PDF)
MSU Tuition Waiver Form 2016-2017 (PDF)

This tuition waiver is to be used by Murray State University employees taking courses at Murray State University.  This form MUST be approved by HR and the Bursar’s Office on or before the last day to drop/add the class requested

 

 

HEA 189 Waiver Form (PDF)

State Tuition Waiver Form (PDF)
To be used by non-Murray State employees of Kentucky post-secondary institutions for waiver of tuition on courses taken at Murray State. 


State Tuition Waivers

Western Kentucky Unviversity Tuition Waiver Form (PDF)
Employment certification form for MSU employees taking classes at Western Kentucky University. 

Kentucky Community & Technical College System (KCTCS) (PDF)
Employment Certification Form from Murray State employees taking classes through KCTCS. 

Eastern Kentucky University Tuition Waiver Form (PDF)

Employment Certification Form for Murray State employees taking classes at Eastern Kentucky University. 

University of Kentucky (UK) Tuition Waiver Form (PDF)
Employment Certification form for MSU employees taking classes at the University of Kentucky. 

CPE Tuition Waiver Form (PDF)
To be used by supervising and resource teachers for waiver of tuition for courses at Murray State University. The completed form should be returned to Teacher Education Services. 

Kentucky Tuition Waiver for Veterans


Tuition Waiver FAQs

Tuition Waiver FAQs - State Waivers

Tuition Waiver FAQs - HEA 189







5.11.21. Undergraduate Course Overload Form

Since the maximum load without special approval for other undergraduate students is 19 semester hours, it is not possible to schedule for more than 19 hours via myGate. If an exception is to be made the following criteria must be met:

 

  1. The undergraduate student must be at least sophomore standing.
  2. The undergraduate student must have an overall GPA of at least 3.00 or have earned at least 12 hours with a 3.0 for the previous semester. 
  3. The undergraduate course overload form must be signed by the student's advisor, college dean and chair.
  4. The signed form must be submitted to the Registration Office in Sparks Hall prior to registration add deadlines. 
Under no circumstances may an undergraduate student enroll in more than 22 semester hours without approval and a letter of justification from the student's dean along with the Provost and Vice President for Academic Affairs.

 

5.11.22. University Studies Course Substitution-Undergraduate

The University Studies course substitution form is used to adjust requirements on a student's degree audit.  They are used any time that the student's University Studies program varies from what's printed in the catalog.  These substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department as well as an additional signature from the University Studies office. 

Once completed, these forms should be routed to the Office of the Registrar.
5.11.23. Veterans Affairs Forms and Documents

Eligibility for veteran and dependent education benefits is determined by the US Department of Veterans Affairs (DVA). The MSU Veteran Affairs Office can help you complete forms and can certify you to the DVA so you can receive benefits.

Further information for Veterans can be found on our website.

5.12. Scholarships
5.13. Students
5.13.1. Academic Appeals Hearing

Academic Appeal Hearing form

A student who has been academically suspended or dismissed from the university and feels it was due to circumstances beyond his/her control may appeal in writing to the Registrar for special consideration. If the Registrar desires, the student’s request can be forwarded to the Academic Appeals Committee for dispensation. This committee is composed of nine members; two student members, the Retention Services Director, and one faculty member from each of the academic colleges; the School of Agriculture; and the School of Nursing and Health Professions. The committee reviews each case and makes decisions based on information provided to them by the student or other individuals. The student may be present for the hearing or may present his case in writing only. The student comes before the committee alone. Guests are not able to speak or be present.

The completed form, with attached documentation, should be returned to the Registrar’s Office. All appeal forms must be on file in the Registrar’s Office no later than seven (7) days prior to the beginning of the relevant semester. After three (3) suspensions, a student is not eligible to return to Murray State.

Completed forms should be **mailed/faxed/emailed to the following address:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY 42071-3312
Fax: 270-809-5727
Email: msu.registration@murraystate.edu

**Due to the time sensitive nature of these documents, the Office of the Registrar recommends fax, email, or personal delivery. 

Tentative Academic Suspension Appeal Form Submission Deadlines:

May 22, 2017 for Summer 2017 semester

August 7, 2017 for Fall 2017 semester

January 8, 2018 for Spring 2018 semester 

May 21, 2018 for Summer 2018 semester

August 6, 2018 for Fall 2018 semester

January 7, 2019 for Spring 2019 semester

May 20, 2019 for Summer 2019 semester

August 12, 2019 for Fall 2019 semester 


Academic Appeal FAQ

Q. Do I have to be present?
A.
No. You have the right to be present at the hearing, but you are not required to attend. You can submit everything you want the committee to know and they will base their decision on that information plus any additional information supplied by the Registrar’s Office.  It is to your advantage to attend the meeting so that you may provide additional information and answer any questions, if necessary.

Q. When and where are the meetings held?
A
. The meetings are normally held the week before the semester begins. Once a meeting has been scheduled, you will be notified of the date, time, and location.

Q. What kind of documentation do I need?
A.
You may provide any information that you feel will be relevant to your case. For example, if your grades are low due to frequent absences, you may wish to provide additional information regarding the reason for your absences.

Q. How will I know the decision of the committee?
A.
If you are present at the meeting, you will be told the decision then. If not, you will be notified in writing.

Q. What kinds of cases are heard by this committee?
A.
The most common cases consist of individuals who have been dropped or suspended from the university. Grade appeals are also reviewed, but must be presented on the grade appeal form.

5.13.2. Academic Second Chance

Request for Academic Second Chance  

Academic Second Chance (ASC) is an appeal procedure for an undergraduate student to request academic forgiveness for their courses. It applies to a single semester or series of semesters (as of Fall 2014, semesters are not required to be continuous) within which a student earned grades lower than a C. If approved, those terms would be excluded when calculating the student’s grade point average. No courses taken during the semesters approved for ASC would apply toward requirements for a degree.

A student who wishes to petition for ASC must have been separated from all institutions of higher learning for a minimum of two consecutive calendar years.  If a student withdrew from a semester and the withdrawal appears on their transcript, the student is considered “enrolled” during that term.

An ASC request form may be submitted by an enrolled student after the student has reentered Murray State University and has earned a minimum of 12 new degree credit hours at Murray State University with a minimum GPA of 2.50 on all hours since re-enrolling. ASC requests are only valid for the student’s first baccalaureate degree.  The ASC request form must be submitted to the Registrar’s Office, specifying the terms for which ASC is requested.

ASC courses remain a part of the transcript with a notation that academic second chance has been applied and that grades are not included in GPA calculations. If a course excluded by ASC was used as a repeat of an earlier course, the original course which had been excluded from grade point average consideration due to the repeat policy will be added back into the GPA as though it had never been repeated.

The new GPA is the official GPA of the university. Students need to be aware that some schools, agencies, academic areas, organizations, and scholarship programs may not recognize or allow ASC. ASC may be declared only once and may not be revoked.

Students may apply for academic forgiveness by printing and completing the Request for Academic Second Chance form. The form should be mailed to:

Registrar’s Office
Murray State University
113 Sparks Hall
Murray, KY 42071-3312

5.13.3. Advising Holds
Each semester, prior to advance scheduling, undergraduate, degree seeking students, and some specific graduate programs have an advising hold placed on their file. This hold prevents student from registering for the upcoming semester. To clear this hold, the student must see their academic advisor prior to scheduling. Once advising has taken place, the academic advisor will remove the Advising Hold through their myGate and the student can then register for the upcoming semester. 
5.13.4. Audit/Time Conflict/Permission Form

Audit/Time Conflict Permission Form

What is an AUDIT?
To audit means to attend and participate in class without earning a regular letter grade. Audited classes are listed on a student’s permanent record with a grade of AU and no credit hours. Instructors have the authority to fail a student from an audited course if he or she does not do the required work, and/or fails to attend the class. Attendance is required of an auditing student.

How to Audit a Class
To AUDIT a class, a student must request to audit the class from the instructor.  If the instructor approves, he/she must sign the audit permission form. This approved form must be submitted to the Registration Office, Basement, Sparks Hall, to tag the approved class for audit on the student's registration before the deadline to audit a class.  See the Calendars website for audit deadline dates.

Will an Audit Affect My Financial Aid?
Students who choose to audit a class will NOT receive credit, which may affect current and future aid eligibility.  Contact the Student Financial Aid Office, msu.sfa@murraystate.edu, 270-809-3546, for additional information. 

NOTE: Student Athletes must discuss auditing a class with Athletics before submitting an approved audit form to the Registration Office.  International students should also contact the International office prior to auditing a class. 



5.13.5. Change Your Mailing Address or Telephone Number
Mailing address changes for students and staff can be made from within the myGate system.

1.  Log in to myGate at http://mygate.murraystate.edu

2.  Students:  Click on the Academics Tab         Faculty & Staff:  Click on the Employee Tab

3.  Find the channel titled Self-Service Banner

4.  Click on the link Click here to log in to Self-Service Banner

5.  Select Personal Information

6.  Click on View/Update Addresses and Phone

7.  In the middle of the screen, click on [Update Addresses and Phones]

8.  Update an existing address by clicking the link next to it or add additional addresses by selecting a new address type from the menu.

9.  Click Submit to add a new address.
5.13.6. Course Exception Form (Substitution) - Undergraduate
Course substitutions are used to adjust requirements on a student's degree audit.  They are used any time that the student's program varies from what is printed in the catalog and visible on the audit.  Course substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department.  

Once completed, these forms should be returned to the Office of the Registrar. 

5.13.7. Dean's List
Dean's List can only be attained during the fall and spring semesters by a student who is a full-time undergraduate, enrolled in twelve or more hours in graded (not pass/fail) courses and has attained a term grade point average of a 3.50 or above. This requirement must be met at the time grades are initially submitted each term. A grade of "I" may prevent a student from being placed on the Dean's List. The statement "Dean's List" is placed on the student's permanent record, above the listing of that semester's courses and grades.
5.13.8. Departmental Challenge Examination Form

Procedure for Departmental Challenge Request:

  1. The student must contact the appropriate department for the exam they are requesting before registering and paying for the exam.  The department will make sure the exam is available and that the student is qualified to take the exam.
  2. By clicking on the Departmental Challenge link on the Academics tab or accessing the Departmental Challenge page directly, the student selects the link (below) with the exam(s) they wish to register for and pays for the exam(s) with a debit or credit card through the Marketplace Store.
  3. An email request is sent to the department.  
  4. The department contacts the student to schedule the exam(s).
  5. If the student successfully passes the challenge exam(s), the department chair/representative will send notification to the Office of the Registrar.
  6. Credit will be posted to the student's academic record if the student is currently enrolled.

Register & Pay for Departmental Challenge Exams













 

FAQs 

Q. Does the person who wishes to take a challenge exam have to be a student at Murray State?

A. No. They could be planning to enroll at Murray State and already working with the department to receive challenge credit. If they do not have a myGate account, there will be a link on the Office of the Registrar website where they can access the Marketplace store site. However, departmental challenge credit will not be posted to a student's transcript until they are enrolled at MSU.
 

Q. Does the person have to pay for the challenge exam?

A. Yes, payment is required at the time of request. The email request will not be sent to the department until payment is completed.
 

Q. Does the person have to register for the exam before they take it?

A. Yes, page 41 of the 2013-14 Bulletin states "All costs connected with a particular examination must be met by the student prior to the testing date." The same is true when a person registers for the AP or CLEP exams. They must register and pay for before taking the exam. Taking the exam does not guarantee the student will receive credit.
 

Q. Can students challenge a graduate-level course?

A. No, page 40 of the 2016-17 Bulletin states "Graduate students may not obtain graduate credit through testing" and "Graduate Students - Murray State University does not grant credit for correspondence courses, portfolio-based experiential learning, or for the completion of a challenge examination or any national testing-for-credit in any courses."
 

Q. Can the exam be taken more than once?

A. No, page 40 of the 2016-17 Bulletin states "A departmental challenge examination may only be taken once."
 

Q. Can the exam credit mark off a previous passing or failing grade earned for the same course?

A. No, page 40 of the 2016-17 Bulletin states "Departmental challenge credit may not be used as a repeat of a course taken earlier. A grade received in a regular course may not be changed by departmental challenge examination."
 

Q. What if a student wants to challenge a course but it is not listed on Marketplace?

A. The student should contact the department to see if a challenge exam is offered for that course. If so, the department representative should contact the Office of the Registrar to get it added to the Marketplace store.
5.13.9. Duplicate Diploma Request

You can now order duplicate diplomas online to be mailed to you. 

Complete the duplicate diploma request form and use a debit/credit card for payment. Cost of duplicate diplomas are $15 ea.

Note: All degrees will be verified for accuracy. Please do not request that your duplicate diploma contain a "nickname". Those requests cannot be honored - only official names will be printed. 
5.13.10. Enrollment Verification
Murray State University processes many enrollment verifications for loans through the National Student Loan Clearinghouse. Student enrollment data is reported to the clearinghouse three times during the semester; after the last day to enroll, mid-semester, and at the end of the semester.

Students may need verification of their enrollment status for other purposes such as eligibility for insurance coverage, etc.. Enrollment will be verified for the official dates of each semester once a student has completed the registration process. 

Undergraduate students will be certified as full-time if they are registered for 12 or more credit hours each semester. Those with fewer than 12 credit hours will be certified as part-time. Graduate students will be certified as full-time if they are registered for 9 or more credit hours each semester. Those with fewer than 9 credit hours will be certified as part-time.

Enrollment Verifications may be requested through myGate on the Academics tab. Once a verification has been submitted, it will be processed through the Office of the Registrar on the next business day.
5.13.11. Late Degree Application-Undergraduate

Late applications are accepted at the discretion of the Graduation Office. Please complete the Undergraduate Late Application (available on Marketplace). Late applications are accepted at the discretion of the Graduation Office.

5.13.12. Legacy Tuition Grant Application
5.13.13. Major/Advisor/Catalog Change Form - Undergraduate

Students who are wishing to switch departments are required to fill out a change of major form.  The form must include signatures from both the department that the student is switching from and the department that the student is switching to. The student's signature is also required at the bottom of the form. For minor, catalog & concentration changes there is no signature required from the student's advisor. Once completed, these forms should be returned to the Office of the Registrar.
5.13.14. Registering for Classes
5.13.15. Registration Holds

These holds can be placed on the student's account because of a balance due with the university, missing admission forms, an unmet academic requirement (for example: failure to complete required training via Canvas), etc.

Students can determine if they have an active hold on their account by:
1. logging into their myGate and clicking on the Academics tab.
2. In the box labeled Registration Tools click the link, Registration Status.
3. Following this link, students may click on the appropriate term they will be registering for from the drop down menu. If the term selected is open for registration (please note that if a term is selected before it is open for registration a message will be shown that explains that the term is unavailable for registration) a page will pull up that will show any hold that is present on the student account.
4. Scroll to the bottom of this page and click view holds for detailed information regarding current holds. If a message appears that a financial hold has been placed on the account (even if the amount reflects $0.00) - you may wish to access the student billing website.  Other holds may have information related to them such as phone numbers or office names.  If you have questions about the hold, please use that information to contact the appropriate office to inquire about removing the hold.

Financial holds can be cleared by submitting payment to the University.  This can be done by
1. returning to the myGate home page,
2. selecting the MONEY tab, and
3. following the link that says My Account/View E-Bill viewing any current charges that have been added.

When students acquire charges throughout the semester (items such as books charged at the book store, course fees or parking tickets) they can cause a financial hold to be placed on the account if these items are unpaid. The Bursar's Office always encourages students to check their current account status before the registration period begins in order to make any correction or clear any outstanding balance to the student account. Contact the Bursar's Office with questions concerning Bursar holds.

 

 

5.13.16. Residency for Tuition Purposes
INITIAL DETERMINATION OF RESIDENCY STATUS
The initial determination of residency status is made by the institution during the admission process, and is based on information available in the admission records. A review of the initial determination of residency status may be requested by the student, the institution, or the Council on Postsecondary Education.

In making decisions, a determination is made as to whether a person is financially dependent on, or independent of, his or her parent(s). If a student is determined to be dependent, the student takes the residency status of the parent(s). If the student is determined to be independent, the student is responsible for establishing residency in his or her own right, pursuant to the residency regulation, 13 KAR 2:045.

CHANGING RESIDENCY CLASSIFICATION
WHY FILE FOR A CHANGE IN RESIDENCY CLASSIFICATION?
Normally, admissions information is limited to academic credentials and may not include complete evidence of residency and domicile.

The tuition differential for residents and nonresidents is significant and can impact a student’s financial resources.

University officials wish to properly classify students for admission and tuition purposes, and procedures are in place to do this when sufficient information and documentation are available. If you feel your residency classification is in error, or your status has changed, and you meet the qualifications for residency pursuant to 13 KAR 2:045, you may appeal your current residency determination by completing the residency affidavit.

Students are responsible for providing clear and convincing evidence of residence and domicile.

Every relevant factor is considered in determining a residency status.

All facts of residency and domicile must be documented and verifiable.

STEP-BY-STEP GUIDE
1. The only form that needs to be printed is the Residency affidavit; all other forms can be viewed online or printed for personal use.

2. Review the state policy on residency classification. 

3. Review Murray State’s policy on residency classification. 

4. Review Frequently Asked Questions about residency classification (related article). 

5. Read all the instructions carefully.

6. Make sure you know what documentation is needed for your specific situation. 

7. Make copies of all the supporting documentation.

8. Fill out the residency affidavit and attach all the supporting documentation to it.

9. Make sure you have your affidavit notarized (The Office of the Registrar has a notary on-site).

10. Turn the affidavit and documentation in to the Office of the Registrar before the given deadline. See the university calendar for appropriate deadlines. 

IMPORTANT NOTES
Before you apply
  • Know the tuition deadline. Filing a residency appeal does not count as payment.                 
  • Please allow two (2) weeks between filing and the tuition deadline, if the outcome of your appeal makes a difference in your enrollment. If you apply for residency within ten (10) business days of the tuition deadline, you need to be aware that your appeal may not be reviewed prior to tuition being due and you are responsible for your full balance.                 
  • If you choose to stay in courses past the 100% refund deadline and your appeal is denied, this is not a reason for a 100% refund from your courses.
 
After you apply
  • Pay your tuition by the tuition deadline.
  • If additional information is needed, the Residency Officer will contact you via your MSU email. Please respond to any inquiries about your residency appeal within five (5) business days. If the Residency Officer does not hear from you, this may be reason for automatic denial.
  • You will be notified of the official decision by mail.
  • Every student has the right of appeal through the Residency Review Committee. This is a formal hearing process that is outlined to you, if denied.

 

DEADLINE
Applications for review of residency must be filed in a timely manner. Applications will not be treated retroactively. Applications must be filed no later than thirty (30) calendar days from the first day of the semester for which the application is being filed. The University has four academic semesters – spring, summer, fall, and winter; residency will not be reviewed during the winter term. Deadlines are published on the university calendars. Although the summer semester has many individual parts of terms, the deadline applies to the first day of class for the summer semester only, not the term. Applications received later than thirty (30) calendar days after the first day of class will not be considered for that semester.


CAUTION: To avoid missing the deadline, do not leave your affidavit and documentation with an office other than the Office of the Registrar. The affidavit and ALL required documentation must be submitted before the end of our business day on or before the deadline date. 

Submit the completed and notarized residency affidavit and ALL supporting documentation to:

Office of the Registrar
113 Sparks Hall
Murray, KY 42071

Phone: (270) 809-3380

APPEAL PROCESS
Request for Appeal of Residency Status 

There are three steps in the appeal process to allow for due process;

1. The appeal of the initial determination of residency is reviewed by the University Registrar.
 If the decision is Kentucky, or appropriate region/state and county, the appeal is finalized.
 If the decision is nonresident, the student may submit a written request, within fourteen (14) calendar days, to further appeal to the Residency Review Committee. 
 

2. The Residency Review Committee reviews the determination made by the University Registrar.
 If the decision is Kentucky, or appropriate region/state and county, the appeal is finalized.
 If the decision is nonresident, the student may submit a written request, within fourteen (14) calendar days, to further appeal the determination made by the Residency Review Committee to the Office of the Provost for a formal institutional hearing. 
 

3. The Provost shall appoint a hearing officer. The student is guaranteed due process, may attend the formal hearing, may provide documentation and testimony, and may be represented by legal counsel. After the formal hearing, the hearing officer will provide the Office of the Provost with his/her recommendation. The Provost will issue a final written decision to the student. The case is closed.

WHO TO CONTACT
If you are an incoming or readmitting Murray State student, residency questions should be directed to the appropriate Admissions Office.If you are a current Murray State student, questions should be directed to the University Registrar at (270) 809-3380.

 

 

5.13.17. Tuition Waivers

Murray State Tuition Waivers


MSU Tuition Waiver Form 2017-2018 (PDF)
MSU Tuition Waiver Form 2016-2017 (PDF)

This tuition waiver is to be used by Murray State University employees taking courses at Murray State University.  This form MUST be approved by HR and the Bursar’s Office on or before the last day to drop/add the class requested

 

 

HEA 189 Waiver Form (PDF)

State Tuition Waiver Form (PDF)
To be used by non-Murray State employees of Kentucky post-secondary institutions for waiver of tuition on courses taken at Murray State. 


State Tuition Waivers

Western Kentucky Unviversity Tuition Waiver Form (PDF)
Employment certification form for MSU employees taking classes at Western Kentucky University. 

Kentucky Community & Technical College System (KCTCS) (PDF)
Employment Certification Form from Murray State employees taking classes through KCTCS. 

Eastern Kentucky University Tuition Waiver Form (PDF)

Employment Certification Form for Murray State employees taking classes at Eastern Kentucky University. 

University of Kentucky (UK) Tuition Waiver Form (PDF)
Employment Certification form for MSU employees taking classes at the University of Kentucky. 

CPE Tuition Waiver Form (PDF)
To be used by supervising and resource teachers for waiver of tuition for courses at Murray State University. The completed form should be returned to Teacher Education Services. 

Kentucky Tuition Waiver for Veterans


Tuition Waiver FAQs

Tuition Waiver FAQs - State Waivers

Tuition Waiver FAQs - HEA 189







5.13.18. University Studies Course Substitution-Undergraduate

The University Studies course substitution form is used to adjust requirements on a student's degree audit.  They are used any time that the student's University Studies program varies from what's printed in the catalog.  These substitutions should be completed by the student's advisor and require signatures from the Chair and Dean of the department as well as an additional signature from the University Studies office. 

Once completed, these forms should be routed to the Office of the Registrar.
5.13.19. VA Absence Form

Military Training and VA Absence Agreement Form

 Murray State University is committed to make every effort to provide reasonable accommodations to students who must be absent from class due to military obligations or required medical treatment for service-connected conditions. Please read the training and absence policy located on page 46 of the 2016-17 Academic Bulletin. 

5.13.20. VA Certification Request Form

Click to view the Certification Request Form (PDF).

5.13.21. Veterans Affairs Forms and Documents

Eligibility for veteran and dependent education benefits is determined by the US Department of Veterans Affairs (DVA). The MSU Veteran Affairs Office can help you complete forms and can certify you to the DVA so you can receive benefits.

Further information for Veterans can be found on our website.

5.13.22. Withdrawal From Murray State
Students dropping all classes may do so by accessing the "Withdraw All Courses" link under the Academics tab on their myGate. Students will not be withdrawn from the semester until they have completed this electronic process.  All library books must be returned before a withdrawal form can be processed.  Deadlines apply. View the University Calendar for deadlines.

Withdrawal FAQ

Q. Will I receive a refund?
A. Refund dates are listed in the Refund Table. There is an appeals process to request a refund if there are extenuating circumstances, and it is past the deadline for a specific refund. To appeal for a refund, contact the Bursar's Office for additional information, msu.bursar@murraystate.edu, 270-809-4227.

Q. What if I just quit going to class and do not officially withdraw from school?
A. If you stop attending class and do not officially withdraw for the semester, you will receive failing grades in your courses, which negatively impacts the gpa.

Q. Is there a deadline for withdrawing from the semester?
A. Yes, there is a deadline. The dates to withdraw are listed in the University Calendars. Information on refunds are listed in the Refund Table.

Q. What will show on my transcript when I withdraw from the semester?
A. If you are enrolled in full semester classes only and withdraw during the 1st five days of the semester, your record will indicate only a withdrawal date, with no grades.  Beginning the 6th day of the semester, there will be "W" grades, non-punitive, on your academic record.  Students can withdraw from full semester classes approximately 3 weeks prior to the last day of the semester.  For more detailed information consult the University Calendar.  NOTE: Other sessions within the full semester have separate drop/withdraw deadlines. 

Q. What do I need to do if I am withdrawing from Murray State University?
A. If you are withdrawing from the current semester, you must submit your withdrawal request through your myGate Academic Tab, "Withdraw from all Courses" link.  You will receive an email confirmation to your MSU email account when you have successfully submitted your request and a second email when your request has been processed.  If you do not plan to enroll after the current semester is completed, you will not register for the upcoming semester. Contact the Student Financial Aid Office for more information if you currently have aid. If currently living in University Housing, contact Housing Office for additional information. For further instructions contact Registration at 270-809-2394 or by email at msu.registration@murraystate.edu.

Q. How is my Financial Aid affected?
A. Refer to Return of Title IV Student Aid.

Q. Will I be able to receive financial aid in the future if I withdraw?
A. Any questions regarding future financial aid should be directed to  Student Financial Aid, msu.sfa@murraystate.edu or 270-809-2546.
5.14. Telecommunications
5.14.1. Cisco VOIP Phone Service Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=15846 

5.14.2. MeetMe Phone Number Request Form
5.14.3. Phone Directory Update Request Form

5.15. University Advancement/Alumni/Development
5.15.1. Alumni / Giving Data Request Form

Alumni / Giving Data Request Form (PDF)

Alumni / Giving Data Request Form (DOC) 

For more information or any questions, please contact Misty Williams, University Advancement, 270-809-6926. 

6. Listservs
6.1. Listserv Commands
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22530
6.2. Unsubscribe from a Murray State listserv

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22546.

7. Mobile Devices
7.1. Android
7.1.1. Accessing RacerMail with an Android Device

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=13609.

7.2. iOS
7.2.1. Clear a Browser's Cache

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=13620.

7.2.2. Changing your Network password on an iOS or Android device

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22548.

7.2.3. Accessing RacerMail with an iPhone

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=13652.

7.2.4. Students - Accessing Wireless Networks On Campus

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=26615.

7.2.5. Employees - Accessing Wireless Networks On Campus

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=26616.

7.2.6. Register Your Gaming System

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=23258.

7.3. Mobile Alerts FAQ
1. How do I sign-up for Mobile Alerts?

Faculty, Staff and Students may opt-in for Mobile Alerts using Murray State's school messenger. Use these instructions for signing-up. Please note that standard messaging rates will apply.  TO RECEIVE TEXT MESSAGES YOU WILL NEED TO COMPLETE YOUR ACTIVATION WITHIN24 HOURS OF SUBMITTING YOUR NUMBER.

2.  What kind of alerts are available?

MSU currently offers Emergency alerts only through Murray State's School Messenger account, but others may be added in the future. The Bursar's office also offers alerts for ebills.  Users may opt-in for those messages on the Money tab in myGate.

3.  I signed-up for Mobile Alerts, but now I wish to stop receiving messages.

Log in to Murray State's School Messenger account and click on the Contact Info tab. You will have the option to delete your mobile number.  It could take up to 48 hours for your subscription to be cancelled.

4.  If I sign-up for Emergency Alerts, what kind of messages will I receive?

Emergency alert messages will only be sent in the event of a major emergency affecting the campus community.  This would include severe weather warnings and threatening public safety concerns.  Messages WILL NOT be sent for campus activities or other public announcements.

5.  I put in my cell number and submitted it, do I need to do anything else?

Within 24 hours of entering your number you will need to activate your account by following the instructions in your School Messenger account. This will include entering in an activation code specific to your mobile phone number. 

 

Troubleshooting:

If you do not receive an "Account Activation" email, please return to Murray State's School Messenger account and verify that the email address you have entered is correct.  

Check with your cell provider that your phone is enabled for text messaging from short codes as this is the method used to sign up.  Most larger providers do support this feature.

Contact the Telecommunications office at 270-809-4400 for further assistance.

 


7.4. Sign-Up for Emergency Mobile Alerts

Anyone can sign up and opt-in to receive text messages sent to their SMS-capable cell phones. Messages will only be sent to users in the event of an emergency situation after they opt-in and verify their mobile number.

Please note that standard text messaging rates will apply.

To sign up:

  1. Create an account under Murray State's School Messenger account. Click on the "Sign up now" link. You can use any email address to sign up, but you will need to access the email account for verification.
  2. When you receive your verification email from SchoolMessenger, click the link to log in.
    You will need the confirmation code included in your email and the password you signed up with.
  3. Log in to SchoolMessenger.
  4. Under Contact Info, in the Contacts block, choose Add More.
  5. Select SMS Text and choose Next.
  6. Enter your phone number, with your area code, and choose Next.
    Do not include dashes or parentheses.
  7. Within 24 hours, you must complete the phone number verification process.
    1. You must call from the phone you registered with in order to verify your caller ID.
      If your phone service has caller identification blocked, you must first dial *82 to unblock it for this call.
    2. Call (877) 214-1687
    3. When prompted, select option 2.
    4. When prompted, enter the activation code you were supplied. You can also retrieve the code by going to Contact Info, then clicking "Activation Info" next to your mobile phone number.
    5. When the call is complete, log back into your account to edit your notification preferences.

Frequently Asked Questions

  1. Who can sign up for mobile alerts?
    Anyone may sign up and opt-in for mobile alerts. Simply sign up through SchoolMessenger and follow the instructions.

  2. What kind of alerts will I receive?
    Mobile alert messages will only be sent in the event of a major emergency affecting the campus community. This would include severe weather warnings and threatening public safety concerns. Messages WILL NOT be sent for campus activities or other public announcements.

  3. Who should sign up for mobile alerts?
    Students, faculty, staff and members of the on campus Murray State community are encouraged to sign up for alerts. Parents may also sign-up for mobile alerts to be notified of emergencies on campus.

7.5. Using Mobile Devices or Smart Phones with RacerMail

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22621.

7.6. Accessing RacerMail with a Blackberry Device

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=13604.

7.7. Changing your Network password on an iOS or Android device

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22548.

7.8. Students - Accessing Wireless Networks On Campus

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=26615.

7.9. Employees - Accessing Wireless Networks On Campus

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=26616.

8. myGate

This is MSU's campus portal. Within this portal students can pay bills, register for classes, view important announcements, request transcripts, view grades and much more. Employees can report time, view benefit information, submit grades, view advisees and perform many other work-related tasks.

http://mygate.murraystate.edu

8.1. Faculty & Staff
8.1.1. Admin Tools/Banner
8.1.1.1. Invoices
8.1.1.1.1. Deleting a Completed Invoice (Not Yet Approved)

View the instructions for deleting an invoice that has not been approved. (PDF)

8.1.1.1.2. Default Address For Direct-Pay Invoices

MSU employees and students can request a change to their permanent mailing address in Banner by submitting the Change of Address Form  to the appropriate office.  Employees should submit the form to Human Resources.  Students should submit the form to the Registrar's Office.  

Alternatively, the employee or student can change his/her permanent mailing address in myGate Self-Service Banner (SSB).  

Making an address change in Banner does not change the address previously defaulted for use when creating direct-pay invoices, e.g. for expense reimbursement.   Procurement Services personnel will change the address which had been defaulted following a request from an appropriate authorized Banner user. 

Send e-mail to gwilson@murraystate.edu requesting that the active permanent address in the Banner ID be defaulted for direct-pay invoices.  The request should include the following pieces of information. 

  •         intended payee's name
  •         his/her M number
  •         indication of whether he/she is an employee or a student
  •         desired payment address

 

8.1.1.1.3. Deleting a Completed & Approved Invoice
8.1.1.1.4. Invoice Creation - Commodity Level

Instructions for Commodity-Level Invoice Creation (PDF)

8.1.1.1.5. Invoice Creation - Document Level

Instructions for Document-Level Invoice Creation (PDF)

 

8.1.1.1.6. Modifying a Completed & Approved Invoice
8.1.1.1.7. Modifying a Completed Invoice (Not Yet Approved)

Instructions for modifying a completed invoice that has not been approved yet. (PDF)

8.1.1.1.8. Modifying an Incomplete Invoice

View instructions for modifying an incomplete invoice. (PDF)

8.1.1.1.9. Multiple Invoice Creation - Commodity Level
Instructions for creating Invoice Multiple Commodity Level (PDF) 
8.1.1.1.10. Multiple Invoice Creation - Document Level

Instructions for creating Multiple Invoice - Document Level (PDF)

8.1.1.2. Requisitions
8.1.1.2.1. Adding Item Text To Requisition Item
The description field for any requisition item can hold up to 50 characters.  If needed, additional text can be added to more fully describe the item. 

Click here to view a clip showing how to add item text.
8.1.1.2.2. Accessing a Requisition "In Process"

If a requisition has been marked "In Process" (suspended), you may go back to complete it by following these steps.  You will be able to edit any of the fields in the requisition.  You cannot access a completed requisition through this process.

1.  To access a myGate requisition that is "In Process", log in to myGate and enter INB.

2.  Enter FPAREQN in the Direct Access Box and press Enter.



3.  Enter the Requisition number which was left "In Process" in the Requisition field.



4.  Click the Next Block icon or press CTRL+Page Down.

5.  Change necessary fields and progress through the requisition as usual.

6.  When ready to complete the requisition, click the Complete icon.

     The completed REQN is forwarded to the Approval process.

7.  Click the X icon in the blue title bar or press CTRL+Q to exit FPAREQN.

8.1.1.2.3. Cancelling an Approved Requisition
Cancelling a requisition that has been completed and approved is used to reverse postings of the original requisition and cancel its availability for any further action in Banner.  Before you can cancel a requisition, it must have been completed and approved.  Also, the requisition must be in an open window prior to subsequent activity (for example, transfer to Purchase Order, Delivery Receipt, etc.)  Otherwise, the requisition cannot be cancelled.

1.  To cancel a myGate requisition, log in and click on the INB link.

2.  Enter FPARDEL in the Direct Access Box, then press Enter.


3.  Enter the requisition number to be cancelled in the Request Code field.

4.  Click the Next Block icon or press CTRL+Page Down.

5.  Requisition detail is displayed in Cancel Header block to help confirm correct selection of the requisition to be cancelled.

6.  If correct requisition info is displayed, click the Next Block icon or press CTRL+Page Down to go to Cancel Date block.


7.  Double-click in the REASON CODE field and select the appropriate Cancellation Reason Code.


8.  Click the icon next to Make Cancellation Permanent.

9.  Confirmation will be displayed in the AutoHint line at the bottom of the screen.

10.  Click the X in the blue title bar or press CTRL+Q to exit FPAREQN.

8.1.1.2.4. Creating a Requisition - Commodity-Level Accounting
Commodity-level accounting is the default accounting for myGate requisitions.  Each commodity (or item) on the requisition will have its own accounting record(s).  Commodity-level accounting* must be used when any of the requested items should be tagged for inventory purposes. Commodity-level accounting should be used anytime a specific item should be charged to a particular FOAPAL string.

Before creating a commodity-level requisition, you must know the following.
  • Delivery date for the goods/services ordered
  • Fund and Organization (Department) against which the requisition will be encumbered
  • Vendor code or vendor name that exists in Banner  
    • If the vendor name is known but not found in Banner or if the address sequence does not exist, complete and submit the Vendor Request (VR) Form to Procurement Services.
  • Description of each commodity (item)
  • Quantity of each commodity (item)
  • Price of each commodity (item)
  • FOAPAL string(s) that you will charge

* - Commodity-Level Accounting
  •     FOAPAL string(s) is assigned to each item or commodity.
  •     Must use commodity-level accounting if any item on requisition needs an inventory tag ( > $500)


Instructions for Creating Commodity-Level Accounting REQN (PDF)




8.1.1.2.5. Modifying a Completed Requisition Not Approved
There may be times when you will need to modify, suspend, or remove a requisition after you have completed it, but before it has been approved.  In order to modify, suspend or remove that requisition, the creator or the approver must first disapprove it so that is becomes "available".

1.  To modify, suspend, or remove a myGate requisition which has been completed, but not approved, log in to myGate and click on INB.

2.  Enter FPAREQN in the Direct Access Box, then press Enter.



3.  Enter the Requisition Number to be modified in the Requisition field.



4.  Click Next Block or press CTRL+Page Down.

5.  Modify necessary fields using the TAB key or Next Block icon to move around the form.

6.  When you have finished modifying the requisition, you may:
     -Complete the requisition;
     -Place the requisition "In Process" (suspend); or
     -Remove the requisition.

7.  Click the X icon in the blue title bar or press CTRL+Q to exit.
8.1.1.2.6. Removing a Requisition "In Process"

Removing a requisition that is "In Process" or suspended makes the requisition unavailable for any further action in Banner and liquidates any reservations (encumbrances) created by the requisition.  "In Process" or suspended requisitions have not been completed nor approved.  If the requisition has been completed or approved, follow the steps for cancelling a requisition.

 1.  To remove a myGate requisition that is "In Process", log in to myGate and enter INB.

 
2.  Enter FPAREQN in the Direct Access Box, then press Enter.



 3.  Enter the number of the requisition to be removed in the Requisition field.



 4.  Click the Next Block icon or press CTRL+Page Down.

 5.  Requisition detail is displayed.  Confirm correct selection of the requisition to be removed.  DO NOT ENTER ANYTHING IN THIS WINDOW.

 6.  Click on Record in the main menu bar and select Remove.  The Auto Hint line at the bottom of the screen will instruct you to repeat this step.



 7.  Click on Record in the main menu bar and select Remove again. (See image from step 6)

 8.  Click OK when prompted at "All Commodity and Accounting Records will be deleted."

 9.  The following will appear in the AutoHint line to confirm that the requisition has been removed.  
                                       Deletion of Requisition is completed.
     Reservations (encumbrances) created by the requisition were liquidated.

10.  Click the X icon in the blue title bar or press CTRL+Q to exit FPAREQN.

8.1.1.2.7. Placing a Requisition "In Process" (Suspending)
There may be times when you want to suspend a requisition temporarily and access it later for completion or other action.  Instead of completing a requisition, follow the steps below to place it "In Process"

1.  Follow all steps for creating a requisition up to, but not including, the final completion step.  Do not click the Complete icon.

2.  Confirm that you are viewing the Requisition Entry:  Balancing/Completion tab of the FPAREQN form.

3.  Important:  Write down the Requisition Number!

4.  Click the In Process  icon at the bottom of the screen.  It looks like a small hourglass.

5.  Once you put the Requisition "In Process", you will be returned to the beginning of the FPAREQN form.

6.  Click the X (exit) icon in the blue title bar or press CTRL+Q to exit FPAREQN.
8.1.1.3. Approving Documents in SSB (Requisitions, Invoices and Budget Transfers)

Some Documents, such as Requisitions, Invoices and Budget Transfers require the appropriate approvals before they can be fully processed.  To approve such documents:

1. On the Self Service menu, click on Approve Documents




2. Your myGate ID will automatically appear in the User ID field.

3. Click on one of the following button choices:

Approvers should choose -
Documents for which you are the next approver

Alternate Approvers should choose -
All documents which you may approve

And then click on Submit Query




4. An Approve Documents list will appear.  Be sure to note any document that has a ‘Y’ in the NSF (non-sufficient funds) column.  The funding for this document will need to be addressed but your approval will authorize the expenditure.  If document remains NSF, Accounting will Disapprove.



5. To see detailed information for any particular document on your list, click on the Document #.

After you have reviewed the information,
just click on the back arrow to return to the document list.

6. Click on History to see who originated and/or who is an approver for any particular document.

After you have reviewed the information,
just click on the back arrow to return to the document list. 

7. If you want to approve a document, click the appropriate Approve link.  The approval screen will appear where you can change the Comment, if necessary, and complete by clicking on Approve Document.




8. Approval will be confirmed and you can select Continue to return to the document list.

9. Repeat this process for all documents to be approved.

10. If you want to disapprove or deny a document, select the Disapprove link.  You may change the comment, if necessary, and complete by clicking the Disapprove Document button.

11. Disapproval will be confirmed and you can select the Continue button to return to the document list.

12. Once you have approved or disapproved all documents on your approver list, you may click on EXIT to leave Self Service

8.1.1.4. Basic Navigation in INB

The following navigation instructions are for use within myGate Banner INB.  If you don't have INB access but feel you should, please contact your supervisor.



Navigate between sections or blocks of the document on which you are working or viewing with the Previous Block icon or CTRL+PAGE UP key strokes and Next Block icon or CTRL+Page Down.



Navigate between records (may be different FOAPALS or different invoices, for example) within a block with the Previous Record icon or UP Arrow key and the Next Record icon or DOWN Arrow key.




To enter query mode use the Enter Query (?) icon or the F7 key.  To execute the query use the Execute Query icon or F8 key.  The Cancel Query icon (X) or CTRL+Q will cancel a query. 




To change your screen preferences, click on File, then Preferences.




You may change colors on specific areas of your INB in order to make the screens more user friendly.


8.1.1.5. BTR Journal Types

Murray State University

Budget Transfer Journal Types

myGate/Banner effective 7/1/08

 

BT1 - < $5,000 within same fund/organization

BT2 - <$2, 500 within the same area (Presidents Office)

BT3 - <$2, 500 within the same area (VPAA) – Vice President Academic Affairs

BT4 - <$2, 500 within the same area (VPSS) – Vice President Student Services

BT5 - <$2, 500 within the same area (VPFAS) – Vice President Financial & Administrative Services

BT6 - <$2, 500 within the same area (VPIA) – Vice President Institutional Advancement

BT9 - Other operating account code transfers (non-salary items)

 

8.1.1.6. Budget Queries in SSB

You may view your up-to-date Organization Status Report by using Budget Queries on SSB.

 1. Click on Budget Queries on the SSB Finance menu

2. Select Budget Quick Query to easily view your status report.

 

3. Enter the Fund, Organization and Grant (if applicable) for the status report you want to view and click on Submit Query.

4. This option will provide a quick and easy status report.

5. To view more detailed information, select Budget Status by Account or Budget Status by Organizational Hierarchy and click Create Query.

6. Select all fields you want to view and click Continue.

7. Always select Fiscal Period 12 to get up-to-date information, then enter the Fund, Organization and Grant number.  Click on Submit Query to view the information.

8. You may drill down to specific information by clicking on any fields in blue.

9. Continue to drill down to individual document information, if desired.

8.1.1.7. Budget Transfer in SSB (single line)
Budget Transfer (Single Line)
  • These instructions allow users to transfer non-salaried items between multiple accounts or multiple organizations. If you are moving salaried items you must use the Paper Budget Transaction Form. 
  • This process has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility.
  • In each document created, the pluses (transfers to) must equal the minuses (transfers from).
  • You can not move money to or from the Foundation. So, your chart should always be Chart 1 (University Chart).Please contact the Foundation for Foundation Budget Questions.
  • We now have an Operating Expenditure Pool, which is 711. If you are moving expenditure budget, you will use the 711 account.  If you are increasing your revenue budget you will continue to use the specific revenue account code.
  • If you do not know your FOAPAL, you can go to the Crosswalk and search for it or search options are at the bottom for SSB search.  Your FOAPAL will not default in SSB.

To complete a budget transfer (single line):
1. Budget Transfers are completed on Self Service Banner (SSB).  Log in to

2. Click on the Budget Transfer link.

 

3. Transaction Date will default to today’s date.

4. Select your Journal Type

 
 

5. Enter the amount you wish to transfer into the Transfer Amount field.

6. Enter your Chart of Accounts code in the Chart field.

7. The ‘FROM’ information represents where the budget funds will be reduced; therefore enter the Fund, Organization, Account & Program where the budget will be taken from.  **We will not be using Index, Activity, so please skip these fields.  You do not need to enter a Location for budget transfers.


8. The ‘TO’ information represents where the budget funds will be increased; therefore enter the Fund, Organization, Account & Program where the budget will be added. ***We will not be using Index and Activity, so please skip these fields.  You do not need to enter a location for Budget Transfer Forms.

9. Enter a Description for the transaction.

10. Click on the Complete Button.  When the Document is completed, the Document amount is automatically entered and the amount is doubled the transferred amount.  Please note that the transfer amount is the amount that is transferred.

11. If this process is successful, the Document Number will appear on the resulting screen.
 
You might need to refer to this document number later, so you may want to write it down or print the screen.   You will keep this documentation in your department; you no longer need to send a Paper Document to Accounting.
8.1.1.8. Budget Transfer in SSB (multiple line)
  • These instructions allow users to transfer non-salaried items between multiple accounts or multiple organizations. If you are moving salaried items you must use the Paper Budget Transaction Form. 
  • This process has the same programmed departmental security as Banner Finance; thus only allowing transactions to your area of responsibility.
  • In each document created, the pluses (transfers to) must equal the minuses (transfers from).
  • You can not move money to or from the Foundation. So, your chart should always be Chart 1 (University Chart).Please contact the Foundation for Foundation Budget Questions.
  • We now have an Operating Expenditure Pool, which is 711. If you are moving expenditure budget, you will use the 711 account.  If you are increasing your revenue budget you will continue to use the specific revenue account code.

To complete a budget transfer (multiple line):

1. Budget Transfers are done in Self-Service Banner (SSB).

2. Click on the Multiple Line Budget Transfer link.

 


3. Transaction Date will default to Today’s date.

4. Select your Journal Type.



5. In the Document Amount field, enter the total document amount.  The Document Amount is the TOTAL amount transferred on the document between the FROM account to the TO account.


 

6. Enter your Chart of Accounts code in the Chart field.

7. Enter the first Fund, Orgn, Account & Program from which you are transferring funds into the first FOAPAL field.  

***We will not be using Index, Activity & Location, so please skip these fields.

8. Enter the amount you wish to transfer out into the Amount field.

9. Choose the minus sign (transfer from) from the D/C column.

10. Repeat steps 5-8 if there is more than one FOAPAL from which you are transferring funds.

11. Tab to the next line

12. Enter the FOAPAL to which you are transferring funds into the next FOAPAL field.

13. Enter the amount you wish to transfer in into the Amount field.

14. Choose the plus sign (transfer to) from the D/C field.

15. Repeat steps 11-14 on the next rows if there is more than one Org/Account to which you are transferring funds.

16. Confirm your amounts entered match your Document Amount at the top of the screen.  This amount is double the amount actually transferred.  It is an absolute value.  The amount actually transferred will be the amount in the amount field for each row.

17. Enter a description in the description field.

18. In the budget period, choose Budget period 01.  ***MSU budgets on an annual basis, so you will always use period 01.

19. Click on the Complete Button.  If this process is successful, the Document Number will appear. 

8.1.1.9. Coding Employees Or Students As Vendors
Reimbursement payments (travel expenses, etc.) made to an employee or student are processed in Banner using the direct-pay invoice.    If the employee or student has not been coded as a vendor, Banner halts invoice creation and alerts the user that the intended payee is an "invalid vendor".   Procurement Services personnel will code an employee or a student as a valid vendor following a request from appropriate authorized Banner users. 

E-mail the request to gwilson@murraystate.edu.  The request should include the following pieces of information. 
  • intended payee's name
  • his/her M number
  • indication of whether he/she is an employee or a student
  • desired payment address

8.1.1.10. Finance FAQ
Information about general finance questions is available in this FAQ (PDF).

8.1.1.11. Finance Terms

Banner Finance Terms

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

Account
The first "A" in "FOAPAL" that describes the nature of expenditures and revenue in the Operating Ledger. (in FRS, it was our subcode)

B

Banner
Banner is the name of the integrated suite of software products that use client/server architecture and web applications. It serves as an interface between users and the database where all system records are stored. Banner is a trademark of SCT (Systems and Computer Technology Inc.)
Budget Transfer
Transaction that reduces the budget in one FOAPAL and increases the budget in another FOPAL by an equal amount. Budgets may only be transferred within Funds.

C

Commodity level accounting
Commodity level accounting allows you to assign one or more FOAPALs to each specific commodity (item).

Commodity level accounting must be used when you order inventory items.

Example:
Computer paid by 1st FOAPAL (100%)
Printer paid by 2nd FOAPAL (100%)
Server paid by 2nd FOAPAL (50%) and by 3rd FOAPAL (50%)

D

Document level accounting
Document level accounting allows you to assign FOAPALS at the document level, rather than to specific commodities by a percentage (or other distribution) of the total.

Example:
Paper (plus)
Books (plus)
Chair ( = total charge)
paid by
1st FOAPAL (100%)
or
1st FOAPAL (75%) and 2nd FOAPAL (25%)
or
1st FOAPAL ($partial amount) and 2nd FOAPAL ($balance)

E

Encumbrances
An amount of the available balance in a FOAPAL earmarked for paying anticipated or known obligations.

F

Fiscal Year (FY)
Any yearly accounting period. The State's & College's fiscal year begins on July 1 and ends on the following June 30.
FOAPAL
FOAPAL is the acronym representing each element of the new Charts of Accounts: Fund, Organization, Account, Program, Activity, and Location. This the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting.
Fund
The "F" in "FOAPAL" that defines the source or money and whether a restriction has been imposed by the contributor of the money as how it can be spent.

G

H

I

Internet Native Banner (INB)
This is the place you will go to create requisitions and direct payments.

J

K

L

Luminis
The Portal Technology that provides centralized Web access to information and services in a secure environment. This is a Sungard SCT product that serves as a gateway to electronic information at the University. The Luminis software is called myGate at MSU.

M

N

O

Operating Expenses
Non-compensation expenses such as supplies and equipment.
Organization
The "O" in "FOAPAL" that defines the departmental entities or budgetary units within the Univer
8.1.1.12. Finding Person M-Numbers In INB
These instructions show you how to find M Numbers for persons.  M Numbers are used on Travel Requests, Group Travel Requests, Travel Vouchers, and Direct-Pay Invoices

1. Sign into myGate and click on the INB link on the Admin Tools tab.

2. Type FOIIDEN in the Go To ...  box and press [Enter]



3. Press [Tab] once to move your cursor to the Last Name field and type your last name (or the last name of the person for whom you are searching).  Wildcard characters (%) can be used before and after the last name. For example, if searching for every person whose last name contains 'Smith' you would enter %Smith% in the Last Name field.




4. Click the Execute Query icon or press [F8] key to execute the query
5. Find your name (or the name for which you are searching) on the list.  The “M” number for that name will be in leftmost column.


8.1.1.13. FOAPAL Guide & FAQ
The FOAPAL guide explains the different portions of the account number.  It is attached to this article as a PDF file.

Scroll down and click on the link for the FOAPAL Guide.

Q. What is FOAPAL?
A. For the map of the Banner system, scroll down and click on the FOAPAL guide.

Q. I can’t find an Account (FRS subcode) that I used to use before July 1.

A. There have been some changes and consolidation of old subcodes. For those you cannot find in the Crosswalk, try searching for a comparable code when entering information into Banner by utilizing the Search button on the Account Code. Please see step-by-step instructions for document entry for more details.

When giving out or writing a FOAPAL without the account code, please use the following format: FUND-ORG-X-PROGRAM. For example, the accounting department’s FOAPAL would appear as 100001-100776-X-6030.

Q. What if the Account (FRS subcode) I’m looking for is not listed on this Banner list?
A. Check the Crosswalk to see if this subcode was transferred to the new Banner system. To do this, open a FOAPAL Crosswalk on https://www.murraystate.edu/crosswalk/ In the third section of this Crosswalk, under “Search for an FRS Subcode by Banner Account Code” type in the old subcode you are trying to locate in the “FRS Subcode” box.

Q. I need to make a purchase at the Bookstore for my department. What number do they require now?
A. The old account number will not work for purchases. You must bring your new FOAPAL with you.

Q. What information does the MSU Post Office require for mailing envelopes on campus? Off campus?
A. On campus mail: requires name and department (please spell out the person’s name AND the department name)
A. Off campus mail: the University Post Office has undergone a software upgrade through Pitney Bowes, the vendor for post office equipment.  As a result, university departments must now use their FOAPAL account numbers in processing mail.  Departments are encouraged to discontinue use of old account numbers.

Q. I need some envelopes printed for my department. What number do they require?
A. You will need to provide them with the FOA (A will be X’d out) and P of the FOAPAL string of numbers.
To contact Publications & Printing directly (4747 or 4376).

Q. I need to send something to Surplus. Do they require a FOAPAL?
A. No. The Change of Accountability Form has a place for your account number but it is not required. The COA form will be added to Forms Central at a later date.

8.1.1.14. Reviewing & Deleting Messages in INB
You may receive Banner Messages about specific documents.  These messages will appear until you complete them.

1. The Check Banner Message link will be checked if you have messages to read.  Click on the link to view these messages.

 

2. The GUAMESG screen will appear.  Click the Complete button on all the messages you want to delete.


3. Click on the Save icon and you will then see a message at the bottom of the screen that says Transaction complete.  Click the black X to close the window.

 
8.1.1.15. Searching for a FOAPAL in SSB
 If you do not know your FOAPAL, use the Crosswalk or you can use the Search option in SSB.

1.  You will enter your Chart number (1 for University, 2 for Foundation).


2.  In the type field you would select what you are looking for (fund, organization, account, program)

You can also limit your search by criteria, for example if you are looking for an revenue account, you can put a 5% in the Code Criteria field and it will pull up only accounts that start with a 5.

3.  Execute Query.

 

8.1.1.16. Shortcut Keys for INB
8.1.1.17. Viewing Documents in SSB

You may want to check the status of documents during the approval process.  These documents can be viewed on Self Service Banner.

1. Click on Self Service on the myGate Admin Tools tab.

2. On the Self Service menu, click on View Document

 

3. Select the type of document you want to find from the drop down menu (Requisition, Purchase Order, Invoice or Journal Voucher/Budget Transfer).

 

4. If you know the specific document number enter it and click on Document Number.
5. If you do not know the document number, leave it blank and then click on Document Number to obtain a list of documents from which you may choose.

 

6. A lookup screen will appear.  You need to enter at least one of the asterisk * fields and click on Execute Query to obtain the list of documents.


 
7. The Document Lookup list will appear and you may click on any specific Document Number to enter for the query

8. The document number will appear and you may click on View document to see the detailed information. 

 

*After you have reviewed the information, just click on the back arrow to search for another document.

8.1.2. Employee
8.1.2.1. Change Your Mailing Address or Telephone Number
Mailing address changes for students and staff can be made from within the myGate system.

1.  Log in to myGate at http://mygate.murraystate.edu

2.  Students:  Click on the Academics Tab         Faculty & Staff:  Click on the Employee Tab

3.  Find the channel titled Self-Service Banner

4.  Click on the link Click here to log in to Self-Service Banner

5.  Select Personal Information

6.  Click on View/Update Addresses and Phone

7.  In the middle of the screen, click on [Update Addresses and Phones]

8.  Update an existing address by clicking the link next to it or add additional addresses by selecting a new address type from the menu.

9.  Click Submit to add a new address.
8.1.2.2. Direct Deposit Instructions
8.1.2.3. FERPA Training Online
The university is required to protect student information under the Family Educational Rights and Privacy Act (FERPA). FERPA governs the way we handle confidential information. All new employees (including student workers) who handle confidential information must complete MSU’s online FERPA training tutorial and quiz. All faculty and staff who have not already completed FERPA training either in person or via the online training, but who currently have or who may have been given electronic access to student information via myGate are required to complete the online training in order to keep or gain access to MSU systems. If you have any questions, please contact the Registrar’s Office at msu.registrar@murraystate.edu.

Online FERPA training is offered through Canvas.  Use this url to self-enroll in the training course.  https://murraystate.instructure.com/enroll/YKEW9E
8.1.2.4. HEA 189
HEA 189: Health & Wellness for Faculty and Staff

HEA 189 is designed to help individuals learn more about their own health and wellness through the acquisition of knowledge and the evaluation of attitudes and behaviors. Participants will monitor and assess their own health and wellness activities and will be supported in promoting lifelong fitness.
 
Employees and spouses taking HEA 189 will have free access to the Student Recreation and Wellness Center during the semester of enrollment. A valid ID is required to enter the building. To carry over memberships through the summer, a minimal fee is required.  

Tuition Waiver FAQs - HEA 189 (PDF)

Tuition Waiver Form (PDF)

HEA 189 Application (PDF)



HEA 189 Overview Process 


Instructions:  

1.   Fill Out Appropriate Applications(s)

   a. First-time takers of HEA 189 or if it has been 2 calendar years since taking a class an    application will have to be completed for admission before enrolling in the class. The    application can be found here and should be turned into the Transfer Center located in Curris Center. Please note that spouses will have to pay an application fee. The fee can be paid with cash, check, or money order.

   b. If you have taken HEA 189 within the last 2 years then you do not need to reapply and/or    fill out a new application.

   c. If you have graduated as a graduate or undergraduate student or have previously been a    graduate student and are not currently enrolled in graduate classes and want to take HEA    189 then you will need to reapply as a non-degree seeking post-baccalaureate and use the    HEA 189 application referenced above.

   d. Please note that the application process can take 2-5 days and you should allow for that in    the registration process.

2. Complete Tuition Waiver

A completed tuition waiver must be turned in to Human Resources at the beginning of each fall/spring semester in which an employee/spouse is registered for the course. Call Human Resources at 270-809-2146 for more information.

   a. There is a firm deadline for tuition waivers each semester. This will always be the drop/add    deadline for each semester. Deadline information can be found on the Academic Calendar    link: here.

   b. The steps to submit tuition waiver are as follows:
      i. Employee turns waiver into HR
      ii. HR sends waiver to Bursar
      iii. Bursar applies the waiver to the student account once they have registered

   c. ABSOLUTE DEADLINE for tuition waivers & registering for class is the same day.

3. Contact Registration for Class Override

   a. If you are a current participant you can register during pre-registration up until the    drop/add deadline because the Registration Office places overrides on students enrolled in    the current semester ahead of pre-registration time.  For more information on registration    deadlines, please see the Academic Calendar link: here.

   b. If you are a new participant or a returning participant within the 2 year time range you
   can contact the Registration Office via 270.809.2394 or msu.registration@murraystate.edu to    request a permission override for HEA 189.

4. Register for Class on MyGate on the Academics Tab

   a. The deadline for registering for this class is the drop/add deadline day. Deadline    information can be found on the Academic Calendar link: here.

   b. The steps to register are as follows:
      i. Academics tab.
      ii. Registration tool box.
      iii. Add or drop classes.
      iv. Type in 5 digit CRN (ex: Spring 2015: 14643) in worksheet box at bottom of       registration screen (you can search for “HEA 189” to find the CRN number).
      v. Click submit changes.
      vi. Registration is complete.

Additional information:

1. HEA 189 is offered on a pass/fail basis and cannot be used to complete the 120+ hours for graduation requirements. Please carefully review the syllabus for course requirements. This course requires the completion of a diary documenting a minimum of three 45-minute workout sessions per week.  Attendance at employee health fairs is recommended. See the course syllabus for more information.  

2. If you are not currently enrolled or eligible to schedule for classes, and the only course you want is HEA 189, use the streamlined HEA 189 application: here. If you are seeking admission for HEA 189 and/or other classes, apply online: here.  

3. If you anticipate using all of your waivers for other courses during the fiscal year, this HEA 189 course will not count against the current limit. Contact Human Resources for further information.  

NOTE: Submission of the tuition waiver does NOT automatically register employee/spouse in the course.

 
  
Contact Information

If you have admission questions, call 270-809-3350.

If you have questions about the HEA 189 course, contact Brittney Stinnett at 270-809-4458 or by email at bstinnett2@murraystate.edu

If you have questions about the Racer Wellness, contact Lauren Smee at 270-809-4672 or by email at