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Policies for State Employees

MMB Statewide human resources policies and procedures serve three basic functions.

  • Compliance
  • Risk management
  • Operations: Human resources policies and procedures promote effective communication and practices which will allow employers and employees to meet their objectives.

Data and Technology:

Appropriate Use of Electronic Communications & Technology - HR/LR policy #1423

The State of Minnesota provides a variety of electronic tools for employees whose job performance requires or would be enhanced by the use of its technology. The policy governs access to and the appropriate use of State-provided electronic tools and technology at all times, including both work and non-work time, by State employees in the executive branch, consultants, and contractors.

Mobile Device Usage and Agreement Policy & Technology - MN.IT state policy

The State of Minnesota provides a variety of electronic tools for employees whose job performance requires or would be enhanced by their use. Mobile devices and their service agreements are provided for official state business use and are made available to employees in positions where the associated benefits justify the additional operating costs.

Use of mobile devices for business purposes is at the discretion of each state agency. Participating state agencies shall review and assign mobile devices and services consistent with their internal procedures and the policy and procedures herein.

Data Protection Policy for Human Resource Systems - HR/LR policy #1429

To ensure that Not Public data contained within Human Resource systems are accessible only to persons within the State agency whose work assignment and job duties reasonably require access to the data.


Drug, Alcohol, Tobacco Use:

Alcohol & Other Drug Use by State Employees - HR/LR policy #1418

No employee shall report to work under the influence of alcohol, marijuana, controlled substances, or other drugs which affect his or her alertness, coordination, reaction, response, judgement, decision-making, or safety.

Smoking/Tobacco Use - State law, policy #02

There is no smoking allowed in state buildings, loading docks, handicap access ramps, or at front entrances of buildings. Smoking includes lighted cigarettes, cigars, pipes, or any other lighted smoking materials.


Safety in the Workplace:

Respectful Workplace - HR/LR policy #1432

The State of Minnesota is committed to providing a positive environment in which all staff, members of the public and others doing business with the state are treated with professionalism and respect. Training on this policy is available through the Learning Management component in Employee Self Service.

Harassment ( Discriminatory) - state admin. procedure #1.2

Discriminatory harassment is behavior based on protected class status that is unwelcome, personally offensive, insulting, or demeaning, and that unreasonably interferes with an individual's work performance or creates an intimidating, hostile, or offensive work environment. It is the policy of the Minnesota Department of Administration to maintain a work environment free from discriminatory harassment based on race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age.

Weapons and Firearms/Prohibition of Weapons - HR/LR general memo #2014-2

Public employees are prohibited from carrying or possessing guns when they are working. Guns are always prohibited in state buildings within the Capitol area.


Ethical Behavior of State Employees:

Code of Ethics - HR/LR policies #1332, #1339, #1393, #1417 and general memo 2015-5

All executive branch state employees are covered by the provisions of Minnesota Statute 43A.38 regarding acceptance of gifts and favors; use of confidential information; use of state property; and conflicts of interest.

Voting Leave and Political Elections - HR/LR policy #1401

This clarifies employee rights regarding: paid leave time to vote; serving as an election judge; use of state computer systems for political activity; political speech; and running for elected office.

Holiday guidelines for decorations and celebrations


Hiring and Background Checks:

Driver's License and Record Checks - HR/LR policy #1419

Criminal History Background Checks - HR/LR policy #1421

Employment Reference and Records Checks - HR/LR policy #1421P

Employment Authorization Verification and Form I-9 - HR/LR policy #1404


Disabilities/Medical Leave:

ADA Reasonable Accommodation - HR/LR policy #1433

State agencies must comply with all state and federal laws that prohibit discrimination against qualified individuals with disabilities in all employment practices. All state agencies must provide reasonable accommodations to qualified applicants and employees with disabilities unless to do so would cause an undue hardship or pose a direct threat.

Family Medical Leave Act (FMLA) - HR/LR policies #1409, #1409P, and general memo #2104-6

Provides guidelines to agencies on implementation of the federal Family Medical Leave Act of 1993 and the regulations thereunder. State agencies will endeavor to balance the demands of the workplace with the needs of families in a manner that accommodates both the legitimate interests of the State and those of its employees and employees' families.

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