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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:

Drug & Alcohol 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 or heated cigarettes, cigars, pipes, or other lighted or heated smoking materials. Smoking includes carrying or using an activated electronic delivery device.

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 and Discrimination Prohibited - HR/LR policy #1436

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.

Sexual Harassment Prohibited - HR/LR Policy #1329

Sexual harassment of any employee or third party in the workplace or public service environment, or which affects the workplace or public service environment, is strictly prohibited.  Sexual harassment under this policy is any conduct or communication of a sexual nature which is unwelcome. The victim, as well as the harasser, can be of any gender. The victim does not have to be of the opposite sex as the harasser.

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.

Reimbursement of Safety Footwear - HR/LR policy  #1410

State agencies will support the health and safety of their employees by providing safety footwear or authorizing purchase for reimbursement of safety footwear, for employees who are required to wear safety footwear as a condition of employment.

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

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:

Americans with Disabilities Act - Title II - HR/LR policy #1358

The State of Minnesota strives to be a model service provider, valuing inclusion and equity. The programs, services, products, and activities of state agencies must be accessible to individuals with disabilities. State agencies are responsible for fully complying with all applicable state and federal laws concerning the rights of individuals with disabilities. This includes relevant state laws and federal laws, such as the Minnesota Human Rights Act and the Americans with Disabilities Act. In particular, the Americans with Disabilities Act (Public Law 101-336), commonly referred to as the ADA, makes it unlawful to discriminate against individuals on the basis of disability in state employment, services, programs, products, or activities. Title II of the Americans with Disabilities Act requires that the programs, services, products, and activities of state and local governments be accessible to and usable by qualified individuals with disabilities. It also requires public entities to take appropriate steps to ensure communications with applicants, participants, and members of the public with disabilities are as effective as communications with individuals without disabilities.

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 there under. 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.

Public Sector Loan Forgiveness Program (PSLF)

The Public Sector Loan Forgiveness Program (PSLF) was established by Congress in 2007 to encourage individuals to work in public service by forgiving the remaining student loan balance of the federal Direct Loans after they have made 120 qualifying payments while employed by a qualifying employer.

PSLF website


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