1. Forms
1.1. Academic Affairs
1.1.1. 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
1.2. Accounting
1.2.1. 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).

 

 

 

1.2.2. 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.

1.2.3. 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).

1.2.4. 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.


 

 

1.2.5. 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

1.2.6. 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

1.2.7. 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.

1.2.8. 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.

1.2.9. 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.

1.2.10. 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.

1.2.11. 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

1.2.12. Local Occupational Tax Form
Click to open the Local Occupational Tax Form
1.2.13. 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.

1.2.14. 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.

1.2.15. 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 270-809-4214 or Heather Macha (if a Grant) at 270-809-6190.

 

Click to open the Payroll Labor Redistribution Form.

1.2.16. 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.

1.2.17. 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.

1.2.18. 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.

1.2.19. 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.

1.2.20. 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.

1.2.21. 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.

 

1.2.22. 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 

1.2.23. 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 open 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

1.2.24. 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. 

1.3. Regional Academic Outreach (RAO)
1.3.1. 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)
1.3.2. 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.

1.3.3. RAO Online Course Revision Stipend Request

Please use the Course Revision Stipend Request Form (PDF) to request an online course revision stipend.

1.3.4. 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)
1.3.5. 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. 
1.3.6. Winter Schedule Correction Form

Please use the RAO Winter Schedule Correction Form to make schedule corrections for Winter Term online courses.

1.4. Employees
1.4.1. Guest Network Account Request Form
Complete the Guest Resource Request Form to create a network account for guests visiting campus.
1.4.2. Network Data Share Request Form

This request is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=16376.

1.4.3. Network Resource Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16365.

1.4.4. 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
1.4.5. VPN Access Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16374
1.5. Facilities Management
1.5.1. 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.  
1.5.2. 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. 
1.5.3. 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

1.5.4. 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
1.6. 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.


1.6.1. 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.

1.6.2. 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.

1.6.3. 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.

1.6.4. 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

 

1.6.5. 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.

1.6.6. 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.

1.6.7. 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)

  

 

1.6.8. 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


 

 

1.6.8.1. 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) 



1.6.9. 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)

 

1.6.10. 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

1.6.11. 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.

1.6.12. Federal Direct PLUS Loan Resolution Form



 Federal Direct PLUS Loan Resolution Form

 

1.6.13. 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

1.6.14. 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.

1.6.15. 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.

1.6.16. 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.

1.6.17. 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

1.6.18. 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.

1.6.19. 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

 

1.6.20. 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

 

1.6.21. 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
 

1.6.22. 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

1.6.23. 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.

1.6.24. 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.

1.6.25. 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


 

1.6.26. 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.

1.6.27. 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.

1.6.28. 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.

1.6.29. 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.

1.6.30. 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.

1.6.31. 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.

1.6.32. 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.

1.6.33. 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.

1.6.34. 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)

 

 

1.6.35. 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.

1.6.36. 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.

1.6.37. 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.


1.6.37.1. Child Support Paid Verification
 Child Support Paid Verification
1.6.37.2. Dependent Student Verification Worksheet
 Dependent Student Verification Worksheet  2017 - 2018 form (pdf)
1.6.37.3. 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)

1.6.37.4. Independent Student Verification Worksheet
 Independent Student Verification Worksheet  2017 - 2018 form (pdf)
1.6.37.5. 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)
1.6.37.6. Requesting Tax Transcripts Online
 Requesting Tax Transcripts Online Instructions (pdf)
1.6.37.7. 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

1.6.38. 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.

1.7. Human Resources
1.7.1. Benefits
1.7.1.1. HIPAA Privacy Notice


Health Insurance Portability and Accountability Act

HIPAA Privacy Notice 


1.7.1.2. Change of Residential College


Change of Residential College for Faculty and Professional Staff (docx)

 

1.7.1.3. 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)





1.7.1.4. 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

 

1.7.1.5. Salary Reduction Agreement Form

Salary Reduction Agreement Form (PDF)

1.7.1.6. 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)

 

1.7.1.7. Tuition Waivers

Murray State Tuition Waivers


MSU Tuition Waiver Form 2017-2018 (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

 

 


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 - MSU Classes






1.7.1.8. 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 sleach@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 Sarah Leach sleach@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)


1.7.2. Employment
1.7.2.1. Acknowledgement of University Non-Discrimination Policies

  

 

Acknowledgement of University Non-Discrimination Policies
(PDF)

1.7.2.2. 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.

1.7.2.3. Employee Disciplinary Report Form

Employee Disciplinary Report Form (PDF)

1.7.2.4. Ethics Policy Acknowledgement Form

Ethics Policy Acknowledgement Form (PDF)

1.7.2.5. Extra Compensation Form

Extra Compensation Form (PDF)

1.7.2.6. Handbook and Personnel Policies & Procedures Manual Acknowledgement

Handbook and Personnel Policies and Procedures Manual Acknowledgement (PDF)

1.7.2.7. Hiring Process
1.7.2.7.1. 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.

 

1.7.2.7.2. Exempt Staff
1.7.2.7.2.1. Request to Fill Exempt
Request to Fill Exempt
1.7.2.7.2.2. Authorization to Interview
Authorization to Interview
1.7.2.7.2.3. Search Committee Guidelines Acknowledgement Form
Exempt Search Committee Guidelines Acknowledgement Form
1.7.2.7.2.4. Recommendation to Extend an Offer of Employment
Recommendation to Extend an Offer of Employment
1.7.2.7.3. Faculty
1.7.2.7.3.1. Request to Fill Faculty
Request to Fill Faculty 
1.7.2.7.3.2. Authorization to Interview
Authorization to Interview
1.7.2.7.3.3. Search Committee Guidelines Acknowledgement Form
Search Committee Guidelines Acknowledgement Form
1.7.2.7.3.4. Recommendation to Extend an Offer of Employment
Recommendation to Extend an Offer of Employment
1.7.2.7.4. Non-Exempt Staff
1.7.2.7.4.1. Request to Fill a Non-Exempt Position Form
Request to Fill a Non-Exempt Position Form (Updated September 2016) (PDF)
1.7.2.7.4.2. Non-Exempt Search Committee Guidelines Acknowledgement Form
Non- Exempt Search Committee Guidelines Acknowledgement Form (pdf)
1.7.2.7.4.3. Employment Summary Form for Non-Exempt Positions
Employment Summary Form for Non-Exempt Positions (PDF)
1.7.2.7.4.4. 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.
1.7.2.7.5. 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

1.7.2.7.6. Authorization of Background Investigation

Click to view the Background Check Form   (PDF)

1.7.2.8. 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.   


 


 

1.7.2.9. 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)

1.7.2.10. 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) 


1.7.2.11. Personal Leave Form

Personal Leave Form (PDF)

1.7.2.12. Personnel Action (PA) Form
Personnel Action (PA) Form (PDF)
1.7.2.13. Summer Extra Compensation Form

Summer Extra Compensation Form (PDF)

1.7.2.14. Volunteer Forms

Volunteer Form (PDF)

1.7.2.15. 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)

 

1.7.3. 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. 

1.7.4. 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.

1.7.5. Legal Name Change Procedures
Effective August 1, 2016

Faculty and Staff Legal Name Change Procedures  (pdf)

1.7.6. 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.    

 

 

 


1.7.7. 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)

1.7.8. 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

1.7.9. 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) 

1.8. Information Systems
1.8.1. 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.
1.8.2. Cisco VOIP Phone Service Request Form

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

1.8.3. 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.
1.8.4. Guest Network Account Request Form
Complete the Guest Resource Request Form to create a network account for guests visiting campus.
1.8.5. Malware Incident Response Form

Access the Malware Incident Response Form.

You must be signed in to your RacerMail account to complete the form. 

1.8.6. MeetMe Phone Number Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=15849
1.8.7. Network Data Share Request Form

This request is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=16376.

1.8.8. Network Resource Request Form

This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16365.

1.8.9. 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.

1.8.10. Phone Directory Update Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16477
1.8.11. Vendor VPN Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/KB/ArticleDet?ID=22532
1.8.12. VPN Access Request Form
This article is now being updated at https://murraystate.teamdynamix.com/TDClient/Requests/ServiceDet?ID=16374
1.8.13. Wireless Resource Request Form
Use Wireless Resource Request Form (PDF) to request device access to MSU's wireless data network.
1.9. Procurement Services
All information for Procurement Services is now located on the Procurement Services website at http://campus.murraystate.edu/administ/procurement/
1.10. Public Safety
Alarm/Camera System Request Form
1.11. Registrar's Office
1.11.1. 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

1.11.2. 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.

1.11.3. 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).
1.11.4. 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. 



1.11.5. Certification Request Form

Click to view the Certification Request Form (PDF).

1.11.6. 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
1.11.7. 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. 

1.11.8. 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.

1.11.9. 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.
1.11.10. 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. 
1.11.11. 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

1.11.12. 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.
1.11.13. 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 program coordinator, department chair (where applicable), collegiate graduate coordinator, and the university graduate coordinator.

>> Advisor must email dmiller@murraystate.edu in Graduate Education to request the form. 


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.

1.11.14. 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.

1.11.15. 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.
1.11.16. 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.

1.11.17. 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.

 

1.11.18. 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

1.11.19. 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.

1.11.20. Tuition Waivers

Murray State Tuition Waivers


MSU Tuition Waiver Form 2017-2018 (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

 

 


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 - MSU Classes






1.11.21. 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.

 

1.11.22. 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.
1.11.23. 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.

1.12. Scholarships
1.13. Students
1.13.1. 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.

1.13.2. 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

1.13.3. 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. 
1.13.4. 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. 



1.13.5. 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.
1.13.6. 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. 

1.13.7. 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.
1.13.8. 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.
1.13.9. 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. 
1.13.10. 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.
1.13.11. 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.

1.13.12. 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.
1.13.13. Registering for Classes
1.13.14. 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.

 

 

1.13.15. 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.

 

 

1.13.16. Tuition Waivers

Murray State Tuition Waivers


MSU Tuition Waiver Form 2017-2018 (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

 

 


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 - MSU Classes






1.13.17. 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.
1.13.18. 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. 

1.13.19. VA Certification Request Form

Click to view the Certification Request Form (PDF).

1.13.20. 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.

1.13.21. 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.
1.14. Telecommunications
1.14.1. Cisco VOIP Phone Service Request Form

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

1.14.2. MeetMe Phone Number Request Form
1.14.3. Phone Directory Update Request Form

1.15. University Advancement/Alumni/Development
1.15.1. 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.