Administration and Finance

Administration and Operations Manual

4.02 Staff Employment

Last Revised: 06 February 2015
Refer Questions To: Director, Human Resources


This policy applies to regular status and extended temporary (over 20 hours per week) staff appointments in all offices and divisions of Gallaudet University, unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.


Gallaudet University Human Resources Services serves as the authoritative source for all matters related to staff employment, including, but not limited to, recruitment/selection procedures, new employee orientation, promotions, reclassifications, transfers, salary administration, demotions, layoffs, and terminations. Employee selection is the responsibility of the supervisor; however, all selection decisions must be approved by the unit administrator, senior administrator, and Director of Equal Opportunity Programs.

The procedures in this policy are intended to provide for equitable employment practices. Gallaudet University is an equal opportunity employer and does not discriminate on any unlawful basis. All individuals engaged in staff employment activities should be thoroughly familiar with personnel procedures and should take affirmative action to provide fair and equal opportunities for the employment and advancement of deaf and hard of hearing individuals, disabled individuals, members of traditionally underrepresented groups, women, and veterans. The Director of Equal Opportunity Programs has the authority to investigate and disapprove a selection decision if any evidence of discrimination or procedural violation exists.

Approved by: Gallaudet University Administration


  1. Recruitment/Applications
    Job descriptions must be evaluated by Human Resources Services to determine the appropriate salary range for the position. (For information regarding the staff compensation system, refer to the Staff Compensation Manual.) Open positions are advertised on Monday of each week in the EMPLOYMENT OPPORTUNITIES bulletin on the Human Resources Services web site and on the telephone job recording lines (voice and TTY). All applications are submitted to Human Resources Services to provide for appropriate record keeping. Unsolicited/unspecified applications are not accepted or considered. Openings must be announced for a minimum of three days before a job offer can be extended to a Gallaudet regular or extended temporary status employee and a minimum of five days before a job offer can be extended to anyone other than a Gallaudet employee. When additional recruitment is conducted, advertisements should be placed in sources that will provide for a qualified and diverse applicant pool.

    Campus employees interested in an advertised staff vacancy outside of their department should submit an in-house application form to Human Resources Services.
  2. Screening Committee
    A screening committee should be used in the hiring process for higher level professional positions. Supervisors may elect to use a screening committee for any level staff position. The screening committee's role is advisory in nature. Screening committees should include deaf or hard of hearing individuals, disabled individuals, women, members of traditionally underrepresented groups, and veterans, whenever possible. The Screening Committee must meet with the Director, EOP, before interviews are scheduled.
  3. Interviews
    Only those applicants who appear to meet the minimum qualifications as advertised and stated in the job description may be considered for an open position. Questions used during the interview process should be job related and asked of all candidates. Interviews should be conducted with the applicant present unless an alternative method is approved by the Director of Equal Opportunity Programs. If a screening committee is used, all members must be present for all interviews.
  4. Position Offers
    Positions may be offered only after the required approvals have been obtained. Salary offers must conform to staff compensation guidelines. Unless waived by the present supervisor, an on-campus employee is expected to give two weeks notice before moving to a new position. If necessary, the present and new supervisor may negotiate a later starting date; however, the effective date of transfer should not exceed four weeks.
  5. Promotion Within A Unit
    The University is committed to a practice of promotion from within whenever practicable. A promotion within a unit is defined as movement to a vacant position of increased responsibility or increased technical or professional proficiency. Employees who are hired in accordance with the procedures in this policy are eligible for consideration for a promotion within their unit. Employees interested in a promotional opportunity within their unit should notify the supervisor and provide an updated resume and application form. It is the responsibility of the employee to ensure that additional training or other related information that may enhance the possibility of promotion is forwarded to the supervisor and to Human Resources Services.

    If a supervisor has an employee(s) who meets the qualifications and elects to promote from within, advertising is not required. If the qualifications of two or more employees appear to be equal, promotion decisions should take into consideration performance, seniority, and affirmative action. Positions may be offered only after the required approvals have been obtained.

    A supervisor may elect to advertise the position and consider unit employees along with the general applicant pool
  6. Interim/Acting Appointments
    When a position that is critical to the well-being of the university becomes vacant, an interim appointment can be made while recruitment is underway for a replacement.  An acting appointment may be made when an employee has been granted a leave of absence.

    Should the department deem that an interim appointment is necessary, they should work with Human Resources Services to develop a written justification explaining the extenuating circumstances that prevent them from conducting an immediate and formal search for a replacement.  The rationale should identify the candidate(s).  This request should be forwarded to the President, Provost, or Vice President for approval.  If approved by the senior administration, the request and selection will be sent for review to Human Resources and the Office  of Equal Employment Opportunity.  If more than one individual is considered, interviews will be conducted.  The offer may be made to the appointee only after the requisite approvals. 

    The employee selected shall receive a letter that outlines the terms and conditions of the temporary appointment (e.g. salary, title, length of term, and responsibilities.)  Appropriate adjustments shall be identified to the appointed employee's workload, either by redistribution responsibilities outlined in the candidate's current job description or eliminating specific responsibilities if the employee is to continue to perform current duties. 

    Interim appointees shall be restricted from participating in the search committee for permanently filling the position.  The university shall announce and conduct an open and active recruitment process for a permanent replacement during the interim period.

    The length of an interim appointment normally will be one year or less.  At the end of the appointment the appointee shall return to his/her previous position or a similarly situated position. 

    The appointee may be given a temporary increase in salary if the interim/acting position level is higher than their current position or has significant additional responsibilities. 
  7. Record Keeping
    Employees involved in the hiring process are expected to document recruiting sources utilized, applicant data, and results of review and interview processes. All information must be kept confidential. Applications are no longer active once a position has been filled or closed. Applications and applicant data are maintained for one year.
  8. Other
    Reassignment: A reassignment is usually defined as movement to a position of equal responsibility and pay status, either within the same department or to a new department if under the same administrator. Interdivisional reassignments may be authorized by the President. Reassignments do not require advertising.

    Change of Status: An extended temporary status employee hired in accordance with the procedures in this policy may receive a change of status to regular status if an authorized position is available and approval has been obtained from the appropriate senior administrator.

    Hiring Staff Employees in Other Classifications (e.g. short-term temporary, incidental, part-time extended temporary - fewer than 20 hours per week, on call): Although advertising through Human Resources Services is not required, departments may take advantage of this service. Departments are expected to conduct a fair selection process and to consult with Human Resources Services on matters related to compensation.

    Probationary Period: For information related to the probationary period, refer to the Probationary Period policy.
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