Last Revised: 2 Oct 2019

Refer Questions to: Executive Director, Human Resources

Scope

This policy applies to regular status and extended temporary 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.

Policy

Gallaudet University Human Resources 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, Executive Director, Human Resources 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. 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

Procedures

  1. Recruitment/Applications
    Job descriptions must be evaluated by Human Resources to determine the appropriate salary range for the position. Open positions are advertised daily on the Human Resources website. All applications are submitted online to provide for appropriate record keeping. Interested candidates must use the online application system to apply for staff positions. Unsolicited/unspecified applications are not accepted or considered. Openings must be announced for a minimum of five days before a job offer for a regular or extended temporary staff position can be extended. When additional recruitment is conducted, advertisements should be placed in sources that will provide for a qualified and diverse applicant pool.

  2. Search Committee
    A search committee is used to fill all regular or extended temporary staff positions, regardless of level. Guidelines applicable to search committees are located here: https://my.gallaudet.edu/human-resources/manager-resources/search-committee-and-interview-process-guideline-for-staff-positions.

  3. Position Offers
    Positions will be offered by Human Resources 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.

  4. Promotion Within A Unit
    The University is committed to a practice of promotion from within whenever practicable and in the best interests of the University. 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 are encouraged to notify their supervisors. 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.

    If a supervisor has an employee(s) who meet(s) the qualifications and elects to promote from within, advertising is not required. If the qualifications of two or more employees appear to be equal, an interview should be set up to identify the best employee for the position. With the approval from Human Resources, the supervisor may advertise the position internally, and request that employees submit their letter of interest and resume in order to be considered for the position.   Positions may be offered only after the required approvals have been obtained from Human Resources.

    A supervisor may elect to advertise the position and consider unit employees along with the general applicant pool.

  5. Transfer/Reassignment Within A Division
    An employee may request, or a supervisor may recommend, that the employee be transferred/reassigned to a different position within the same division that involves the same or similar level of responsibility or technical or professional proficiency (i.e., the transfer/reassignment does not constitute a promotion), when such a transfer/reassignment would meet business or operations needs. A transfer/reassignment must be approved by the appropriate administrator(s) and Human Resources, which may consult Equal Opportunity Programs where appropriate.
  1. 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 also be made when an employee has been granted a leave of absence.

    Should the department deem that an interim or acting appointment is necessary, they should work with Human Resources to develop a written justification explaining the extenuating circumstances warranting an interim or acting appointment.  The rationale should identify the candidate(s).  This request should be forwarded to the administrative officer for approval as appropriate to the position.  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 interim or acting 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 regularly filling the position.  The university shall announce and conduct an open and active recruitment process for a regular replacement during the interim period.

    The length of an interim appointment normally will be one year or less.  The length of an acting appointment will end when the employee who has been on leave returns to work. At the end of the appointment the appointee will normally return to his/her previous position or a similarly situated position, however, the administrative officer may in appropriate circumstances elect to make the interim appointment permanent.

    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. 

  2. Record Keeping
    Employees involved in the hiring process for regular and extended temporary employees 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.

  3. Other
    Transfer to a new division: A transfer/reassignment is usually defined as movement to a position of equal responsibility and pay status, either within the same division or to a new division with a different administrative officer. The rules for transfer/reassignment within a division are set forth above. Transfer/reassignment to a new division—which should occur in very rare circumstances—must be authorized by the President. Transfers/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. No search process need occur in connection with this change of status.

    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 is not required, departments should take advantage of this service. Departments are expected to conduct a fair selection process and to consult with Human Resources on matters related to compensation. Hires of such employees must be approved by Human Resources.

    Probationary Period: For information related to the probationary period, refer to A&O 4.31 - Probationary Period.