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Sep 29, 2022
Administration and Operatio...
4.08 Flexible Work Arrangements
College Hall 106
Effective Date: September 8, 2022
Refer Questions to: Executive Director, Human Resources
This policy applies to staff who are not classified as remote employees in all offices and divisions of Gallaudet University and Clerc Center unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.
Pursuant to Policy 4.07 on Remote Employees in the Administration and Operations Manual, staff are classified as remote employees only when formally designated by the administrative officer in collaboration with Human Resources.
Gallaudet University believes that its students’ capacity for learning and thriving at the University is maximized when on campus, and that everyone benefits when they experience the full impact of American Sign Language (ASL) vibrancy that occurs organically during in person interaction. Therefore, to augment opportunities to engage in bilingual communication and strengthen connections to one another to foster a sense of belonging, all staff are expected to maintain a regular presence on campus during normal working hours.
However, the University recognizes that there are times when it may be appropriate to consider flexible work arrangements as a recruitment and retention tool for high potential employees.
This policy may be revised or terminated by the University at its sole discretion at any time.
Flexible work arrangements are not an entitlement, nor are they classified as a University benefit. Flexible work arrangements may be considered only when it is reasonable and practical to do so, when the University’s operational needs will not be adversely affected, and if it is in the best interests of the University and/or its students.
There may be times when staff, despite having been approved for flexible work arrangements, may be recalled to campus or may need to change their schedules to support operational and departmental needs. To minimize any disruption, as much advance notice when possible will be provided before changes are made. However, absent good reason, staff may not refuse a recall or modification in schedule and such refusal may result in disciplinary measures including revocation of flexible work arrangement privileges and up to termination of employment with the University.
Staff who require modifications to their schedule or work environment as an accommodation for a disability should refer to Policy 1.10.
Flexible Work Arrangement Options
The following flexible work arrangement options are available; however, not all options may be appropriate based on the requesting staff’s individual job duties. Eligible staff may make a request for one option and, if approved, may not exercise one option concurrently with another option. Staff, once approved for a flexible work arrangement option, may change to a different option only upon written approval from their supervisor.
Current regular-status and extended temporary staff who are not classified as remote employees are eligible for flexible work arrangements; provided, however, that staff: 1) is not on a performance plan or other disciplinary action; 2) is in good financial standing with the University or is current on a payment plan; and 3) if a Hybrid In Person and Work From Anywhere Schedule option has been approved, enters into a written agreement with the University regarding expectations of performance and conduct.
Initiating a Request
To initiate a request for flexible work arrangements, eligible staff must submit a written request to their immediate supervisor with a reasonably detailed explanation of why a flexible work arrangement would be appropriate.
All requests for flexible work arrangements will be considered according to the criteria set out below.
Job-related criteria that must be considered when considering a request for flexible work arrangements:
Within any of the flexible work arrangements, non-exempt staff are still subject to all requirements of the Fair Labor Standards Act (FLSA) as defined in Policy 4.05 Hours of Work. Staff who are exempt under the FLSA are expected to work the number of hours required to fulfill their responsibilities.
Salary, benefits, and job responsibilities will not change solely due to the fact that a staff member 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. While WFA, staff are expected to be available and responsive during their work hours.
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 but without putting undue burden on the supervisor or the rest of the team. Work Area (WFA)Staff approved to WFA must establish an appropriate and safe work environment. When appropriate, staff are expected to ensure that the expectations for information security are met and that University property is reasonably secured. All expenses and costs related to staff’s ability to WFA, including internet, heating, electricity, water, security, insurance, and space usage, is the sole responsibility of staff. Supervisor Responsibility
The supervisor is ultimately responsible for timely reviewing and responding to any requests for flexible work arrangements that they receive from their staff member. If the flexible work arrangement requested is more than sporadic or occasional, the supervisor must discuss the request with and achieve consensus with the unit administrator, senior administrator and Human Resources to approve any decision regarding flexible work arrangements.
Supervisors are responsible for managing employees who have flexible work arrangements. The supervisor must ensure the effectiveness of flexible work arrangements 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. Use of Paid Leave in a Flexible Work ArrangementThe 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.If the holiday falls on the employee’s regularly scheduled work day, the employee will be credited with eight (8) hours of holiday pay for that day. If the regularly scheduled work day is greater than eight (8) hours, the employee may elect to use annual leave to make up for the time in excess of the eight (8) hours that the employee was scheduled to work; or if the supervisor approves, the employee may work additional hours during the same workweek as the holiday, in lieu of using accrued leave. If the regularly scheduled work day is less than eight (8) hours, the employee will be credited the difference to be used within the same or the following pay period.
NOTE: Human Resources will work with administrators to ensure decisions are in compliance with the University policies.
Gallaudet University, chartered in 1864, is a private university for deaf and hard of hearing students.
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