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Last Revised: 2 Oct 2019
Refer Questions to: Executive Director, Human Resources
Gallaudet University is committed to supporting employees in developing a work-life balance by supporting the use of flexible work arrangements, when it is reasonable and practical to do so, and where operational needs will not be adversely affected. These arrangements provide employees with increased flexibility with their work schedule while allowing Gallaudet University to maintain a progressive and productive work environment. Flexible work arrangements can improve recruitment and retention efforts of high-potential employees, maintain and even improve employee productivity, and promote employee engagement.
This policy applies to staff in all offices and divisions of Gallaudet University unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.
The hours of work, work schedules, meal breaks and other related work time decisions fall within the University's discretionary authority except where required by law.
Breaks: Meal breaks (i.e. lunch breaks) for non-exempt employees are not paid, so long as the breaks are at least thirty (30) minutes long and the employee is relieved of all job duties during the meal break period and not required to remain in a specific location. Other permitted breaks during the work day of fewer than twenty (20) minutes, or breaks where an employee is not relieved of all job duties, are paid breaks. Employees seeking breaks for lactation or breastfeeding should contact the Director of Equal Opportunity Programs. Break time for such breaks will, if possible, run concurrently with any break time already provided to the employee, and such breaks will be paid to the extent they would have been paid to take a break for another reason.
Supervisors are responsible for establishing or approving work hours and breaks which provide for the effective delivery of services. The official workweek for employee payroll begins at midnight on Monday and ends at 11:59 p.m. Sunday. Each department determines the work schedule and hours for employees as necessary for its operation. All employees are expected to work their scheduled and requested number of hours and days, and exempt employees as defined in the Fair Labor Standards Act (FLSA) are also expected to work any additional hours necessary to perform the job satisfactorily. Non-exempt employees as defined in the FLSA must accurately record all worked time using the record keeping system in place for the University. The time record must accurately reflect any unpaid meal breaks taken during the workday (i.e., such employees should not record unpaid meal break periods as work time when they meet the above standard). Adjustments to the assigned schedule cannot be made without prior approval of the supervisor.
The University may, at its discretion, reduce, increase, or change an employee's work schedule to accommodate workloads, budget constraints, or other circumstances.
Within any of the flexible work arrangements, non-exempt employees are still subject to all requirements of the FLSA. Employees who are exempt under the FLSA are expected to work the number of hours required to fulfill their responsibilities.
Flexible work arrangements are not an entitlement, nor are they classified as a University benefit. The employee must comply with all University and departmental policies and procedures. Flexible work arrangements can be altered or terminated by the University at any time pursuant to business needs. The supervisor, in concurrence with the unit administrator and senior administrator and Human Resources, is ultimately responsible for any decision to start or to discontinue a flexible work arrangement. There will be occasions when supervisors may request their employees to shift their schedules to support operational and departmental needs.
Salary, benefits, and job responsibilities will not change solely due to the fact that an employee is participating in a flexible work arrangement. All University policies and procedures will continue to apply, including but not limited to those relating to leave and working overtime.
Flexible Work Arrangement Options
Ad hoc Telework
Upon approval from the appropriate administrators, employees may work from an approved alternative worksite on an as-needed basis. Ad hoc telework is defined as telework that is performed on an occasional, one time, or irregular basis and is usually driven by the situation. This provides an ideal arrangement for employees who, at infrequent times, have to work on projects or assignments that requires intense concentration. While teleworking, employees are expected to be available and responsive during their work hours.
Supervisors may permit their employees to telework up to four days a month. The employee must obtain approval from the supervisor before teleworking on a specific day. In the request to telework the employee must include the type of work that will be performed in order to justify the request. All requests to telework will be treated equitably. Gallaudet University adheres to all federal and state anti-discrimination laws in approving requests to telework. Telework arrangements must comply with State and Federal employment laws. This includes the Fair Labor Standards Act (FLSA) which regulates the payment of overtime for non-exempt employees. Non-exempt teleworkers are required to accurately record the hours they work to ensure that they are paid for all hours worked and to verify the actual hours worked against their scheduled and approved hours. The University requires pre-approval of overtime before it is worked.
Ad hoc telework can be requested in the following scenarios:
It is important for employees to be responsive and connected during their work hours while teleworking.
If an employee who is currently working on an approved flexible schedule also requests to telework on an as-needed basis, the immediate supervisor must consider the impact on the departmental operations. Priorities to telework should be given to those who are not on another flexible arrangement.
All regular-status and extended temporary staff employees are eligible to request flexible work arrangements, however it is important to recognize that not all positions are suitable for flexible work arrangements. Flexible work arrangements are intended to benefit the employee and the department without putting undue burden on the supervisor or the rest of the team.
There are several factors that must be taken into consideration regarding a request for alternative work scheduling:
There are several job factors that must be considered when considering a request to telework:
Establishing a Flexible Work Arrangement
Discontinuing a Flexible Work Arrangement
Work Area (Teleworking) The employee must establish an appropriate and safe work environment consistent with the guidelines outlined in the telework agreement. Teleworkers are expected to ensure that the expectations for information security are met and that University property is secured the way it is for employees working at the office. The University assumes no responsibility for the teleworker's expenses related to internet, heating, electricity, water, security, insurance, IT equipment, and space usage. It should not be expected that the University will incur equipment costs in order to permit an employee to telework. The teleworker should own the necessary equipment to perform work effectively offsite.
Supervisors are responsible for managing employees who have flexible work arrangements. The supervisor must ensure the effectiveness of flexible work arrangements, including teleworking, on their employees' productivity. Supervisors have a responsibility in ensuring that all work is performed satisfactorily, maintaining regular communication with the employee, and including the employee in meetings and other interactions as appropriate. Supervisors shall maintain regular and necessary communications with the employee, and include the employee as appropriate in meetings and other interactions. Prior to any approval, all supervisors must undergo training as a requirement.
Use of Paid Leave in a Flexible Work Arrangement
The amount of annual or sick leave charged will be equivalent to the hours the employee was scheduled to work. For example, if the employee works four 10-hour work days from Mondays through Thursdays and requests Monday off, ten hours of leave would be charged that day.
Approved by: Gallaudet University Administration
Gallaudet University is a federally chartered private and premier university for the deaf and hard of hearing since 1864.
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