Forms and Policies by Category
Administrative Forms
- Address and Name Change (PDF) – Health Benefits
- Address Change – Payroll (submit a W-4/MW-507 and health benefits address change)
- Federal W-4 (2026) (PDF) Withholding/Employee Address Update
(Agency code 360400, Employer is St. Mary’s College of Maryland)
(Agency code 230201, Employer is Historic St. Mary’s City Commission) - Federal W-4 (2025) (PDF) Instructions
- MD MW507 (2026) (PDF) SMCM Withholding Exemption Certificate/Employee Address Update
(Agency code 360400, Employer is St. Mary’s College of Maryland)
(Agency code 230201, Employer is Historic St. Mary’s City Commission) - MD MW507 (2025) (PDF) Instructions
- MD MW507M (2026) (PDF) Exemption from Maryland Withholding Tax for a Qualified Civilian Spouse
- DC D-4 (2026) (PDF) SMCM Withholding Allowance Certificate/Employee Address Update – DC Residents only
- DC D-4 (2024) (PDF) Instructions
- WV IT 104 (2026) (PDF) SMCM Withholding Exemption Certificate /Employee Address Update – WV Residents only
- WV IT 104 (2019) (PDF) Instructions
- Disciplinary Formal (Oral) Warning (PDF)
- Disciplinary Suspension (PDF)
- Disciplinary Warning (PDF)
- Disciplinary Notice of End of Employment (PDF)
- Employee Handbook Acknowledgement (PDF)
- Employee Internal Complaint Form (PDF)
- Family Medical Leave Request (FMLA) (PDF)
- Grievance and Appeal (PDF)
- Grievance and Appeal (Non-union employees) (PDF)
- Leave Donation Form (Employee to Employee) (PDF)
- Record of Counseling (PDF)
- Voluntary Race/Gender Self-Identification Form (PDF)
- Voluntary Self-Identification of Disability (PDF)
- Voluntary Veteran Self-Identification Form (PDF)
Contractual Payroll Services Agreements
- Contractual Administrative Services Agreement
- Contractual Faculty Services Agreement
Employee Review/Evaluation Forms, Schedule, and Training Information
- Annual Review – Staff
- Mid-Year and Administrative 6-Month Review (PDF)
- Employee Review Schedule
- Supervisor Review/Evaluation Training presentation
Hiring Forms
- Vacancy form with Criminal Background Check Information (PDF)
- Criminal Background Check Authorization Form (PDF)
- New Hire Form (full-time regular admin/staff) (PDF)
- Transfer Form (full-time regular admin/staff transferring to another full-time regular position on campus) (PDF)
- Release of Reference Information Form (PDF)
Health Benefit Forms
- Health Benefits Enrollment Form – Regular Employees (PDF)
- Health Benefits Enrollment Form – Contractual Employees (PDF)
- Metlife Insurance Beneficiary Form (PDF)
- State of Maryland Retirement Beneficiary Form 4 (PDF)
- State of Maryland Retirement Plan Selection (PDF)
- State of Maryland Retirement Election Waiver -Form 60 (PDF)
Payroll Forms
- 311 Admin (PDF)
- 311 Faculty (PDF)
- 311 Staff (PDF)
- 311 Student (PDF)
- 311 Student Packet with instructions (fill in)
- 311 Work Study Student (PDF)
- 311 HSMC Admin (PDF)
- 311 HSMC Staff (PDF)
- Certification Form for Bereavement Leave (PDF)
- Computer Usage Policy
- Direct Deposit Form (PDF) – SMCM must be completed online then sent to HR
(For SMCM Agency Code is 360400, Agency Name is St. Mary’s College of Maryland RG=Regular Payroll; CT=contractual payroll) - Direct Deposit Form (PDF) – HSMC must be completed online then sent to HR
(For HSMC Agency Code is 230201, Agency Name is Historic St. Mary’s City) - Drug Test Non-Sensitive Letter and Acknowledgement – SMCM (PDF)
- Drug Test Non-Sensitive Letter and Acknowledgement – HSMC
- Drug Test Sensitive Letter and Acknowledgment (Public Safety Only) (PDF)
- Essential Administrative Pay (PDF)
- Holiday Pay Authorization (PDF)
- I-9 Form (print double sided) (PDF) and I-9 Instructions (PDF)
- Leave Request Form
- Leave – Faculty Sick Leave Report
- Leave Request – HSMC Sick and Safe Leave
- Leave Request – SMCM Sick and Safe Leave
- Maryland New Hire Registry HSMC (PDF)
- Maryland New Hire Registry SMCM (PDF)
- Overtime Form (PDF)
- Questionnaire (PDF)
- Sexual Harassment Policy Acknowledgement (PDF)
- Software Code of Ethics (HSMC)
- Software Code of Ethics (SMCM)
- Substance Abuse Policy Acknowledgement
Tuition Benefits Forms
- Tuition Waiver Form – Employee (PDF)
- Tuition Waiver Form – Dependent (PDF)
- Tuition Remission Form, Affidavit, and Tax Chart
Staff Salary
Supplemental Retirement Forms
Worker’s Compensation, Travel, and Injury
Policies
- Academic Year Employee Pay Policy (PDF)
- Affirmative Action Policy
- Bullying in the Workplace (PDF)
- Child Abuse and Neglect
- Computer Usage
- Computer Usage – HSMC
- Conflict of Interest
- Criminal Background Check Policy and Guidelines
- Drug Test Policy (PDF)
- Drug Test Policy – HSMC
- Email Use Policy (PDF)
- Employee to Employee Leave Donation (PDF)
- Employment of Foreign Nationals Policy
- Entering Student Rooms Policy (PDF)
- Executive Order – Code of Fair Employment Practices (PDF)
- Executive Order – Domestic Violence and the Workplace
- Executive Order – Substance Abuse (PDF)
- Family Medical Leave Policy (PDF)
- Leave Accrual and Use Policy
- Liberal Leave (PDF)
- Non-Discrimination Policy
- Non-Discrimination Procedures
- On-Call Policy
- Organ Donation Leave (PDF)
- Parental Leave Policy and Agreement for Faculty (PDF)
- Parental Leave Policy and Agreement for Staff (PDF)
- Pets and Other Animals (PDF)
- Pregnant/Parenting Students
- Policy for Termination Without Cause (PDF)
- Reasonable Accommodation – Pregnant and Working (PDF)
- Reasonable Accommodation Policy and Procedures (PDF)
- * Reasonable Accommodation Request Form (PDF)
- * Reasonable Accommodation Employer Review Form (PDF)
- Reinstatement Policy (PDF)
- Retirement Policy (PDF)
- Secondary Employment (PDF)
- Sexual Harassment in the Workplace
- Policy Against Sexual Harassment and Grievance Process to Resolve Complaints Of Sexual Harassment
- Sexual Harassment Policy Acknowledgement
- Substance Abuse Policy and Substance Abuse Acknowledgement (PDF)
- Telework Policy and Procedures
- Telework Eligibility Checklist (PDF)
- Telework Request Form (PDF)
- Telework Agreement (PDF)
- Title IX
- Use of College and State Property (PDF)
- Whistleblower (PDF)