Human Resources

3: Working at GW

The policies and practices outlined in this section will help you understand the University's commitment to promoting an environment that encourages all employees to thrive. Knowing these policies will help you serve as an active member of our community. You will find addresses and telephone numbers for University offices that administer these policies in the Section 13, "Resource Guide."

3.1 Equal Employment Opportunity/Affirmative Action Statement

The university is an Equal Employment Opportunity/Affirmative Action (EEO/AA) employer committed to maintaining a non-discriminatory, diverse work environment. The university does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law in any of its programs or activities

3.2 Employees with Disabilities

In accordance with the Americans with Disabilities Act (ADA), the University does not discriminate against any "qualified individuals with a disability." Individuals qualify for employment if they meet the educational, skills, and experience requirements of a position and can perform the essential functions of the job with or without a reasonable accommodation. Individuals have a disability if they have an impairment that impacts a major life function such as caring for one's self, performing manual tasks, walking, hearing, seeing, speaking, breathing, learning, or if the impairment otherwise impacts an individual's ability to perform a class of jobs or broad range of jobs. Psychological impairments, learning disabilities, and some chronic health impairments, such as epilepsy, diabetes, arthritis, cancer, cardiac problems, and AIDS may also be considered disabilities.

The University is committed to diversity and nondiscrimination and supports the full employment of qualified individuals with disabilities in its workforce. Therefore, a process has been established to assist employees with disabilities in reasonably modifying the work environment to allow the employee to perform the essential functions of his or her job. It is the responsibility of the employee to request an accommodation of his or her physical or mental disability by contacting the Office of Equal Employment Opportunity (EEO). In accordance with the ADA, the University will take such requests seriously and will promptly determine whether the employee is a qualified individual with a disability and whether a reasonable accommodation exists which would allow the employee to perform the essential functions of the job without imposing an undue hardship on the University or other employees. If you believe that you have been unlawfully discriminated against because of a disability, you should discuss the matter with the EEA staff.

3.3 Sexual Harassment

The University is committed to maintaining a positive climate for study and work, one in which individuals are judged solely by relevant factors, such as ability and performance, and one in which they may pursue their academic and work activities in an atmosphere free from coercion and intimidation. Sexual harassment of employees by those in a position to affect their employment conditions or by other employees is contrary to such an atmosphere and will not be tolerated.

Sexual harassment is defined as unwelcome sexual conduct, such as sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when such conduct is made a term or condition of employment or creates a hostile and intimidating work environment. Sexual harassment can take different forms. It includes such behavior as touching, pinching, hugging, jokes of a sexual nature, making obscene gestures, or using sexual language or pictures on computer software.

Because sexual harassment comes in many different forms, there is much confusion about what it is or is not. The distinguishing feature of sexual harassment is that it is unwelcome conduct. As a result, in each situation, it depends on what a particular individual finds offensive. Everyone must be aware of their behavioral boundaries and always be careful to act appropriately. Remember, sexual harassment may be verbal, nonverbal, or physical. Such conduct may be considered sexual harassment if it continues after an individual asks a person to stop or in some other way clearly shows that the behavior is unwelcome.

If you believe you are being or have been sexually harassed, if someone has accused you of sexual harassment or inappropriate behavior of a sexual nature, or if you receive a report of sexual harassment, please contact the Sexual Harassment Response Coordinator. The Coordinator will respond to questions, help you cope with the situation, address your concerns, and, if warranted, coordinate an investigation and appropriate remedial action. The Coordinator can be reached at 994-6503.

3.4 Religious Accommodation

Sometimes individuals hold religious beliefs or conduct religious practices that conflict with their work schedules or assigned responsibilities. The University will attempt to provide a reasonable accommodation for religious beliefs and practices of such individuals if to do so does not impose an undue hardship for the employee's department, or interfere with the employee's ability to perform the essential functions of the position. If you would like to request reasonable accommodation based on your religious beliefs, you should contact the Office of Equal Employment Opportunity. You may be asked to provide appropriate documentation to support your request.

3.5 Employment Eligibility and Verification (I-9 Form)

Federal law requires that every employee hired by the University after November 6, 1986, complete Section 1 of the Employment Eligibility Verification Form (commonly called the I-9) on the first day of work and Section 2 within three workdays of the start of work. The I-9 provides proof of eligibility to work in the United States and at GW. You must complete Section 1 and present documentation of your identity and work eligibility, as described on the back of the I-9 form, to staff in Human Resource Services for verification and completion of Section 2. Completion of the I-9 process within three workdays of the start of work is a condition of employment.

Upon presentation of documentation and completion of Section 2 of the I-9 form, Human Resource Services will provide you with copies of a receipt to retain and to provide to your departmental hiring officials to verify that the I-9 process is complete.

Departmental hiring officials are responsible for ensuring that you complete Section 1 of the I-9 Form on the first day of work and that you give them a copy of the receipt for Section 2 within three workdays of the first day of work. If you do not provide the receipt in this time frame, Human Resource Services will suspend you without pay. If you do not complete the I-9 form within five business days following your suspension, Human Resource Services will notify your department and terminate your employment.

If your status documents expire on a particular date, you must come to Human Resources Services with appropriate documentation before the expiration date of the documents. If you do not provide the required documentation by the expiration date, the suspension and termination procedures described above will apply.

Please contact HRIS, Human Resources Department if you have any questions about the employment eligibility and verification process.

3.6 Positions at the University

3.6.1 The Position Classification Plan

Most positions at the University are systematically arranged within a job classification plan. A classification consists of a job title, a classification code, an EEO occupational category, and, as appropriate, a classification description and salary grade. A classification may apply to a group of positions with similar duties or to one position unique in the University. The classification plan does not apply to temporary employees, corporate officers, faculty, researchers, and certain other positions.

The University classification plan provides a method of assigning a salary grade based on the University's evaluation of the duties and responsibilities, supervision received and exercised, if applicable, and entry-level requirements. All of this information is included in the official classification description. The official classification description also includes the title of the position and the salary grade. Most staff positions in the University are graded positions.

Classification descriptions also serve as a guide in the new-hire selection process and the evaluation of performance. You may obtain a copy of your classification description from your supervisor or by visiting the Staffing and Compensation Services Division of Human Resource Services.

3.6.2 Position-Specific Descriptions

Many of the University's classification descriptions are generic so that they can be used throughout the institution. Although all employees in a specific classification perform at the same level of responsibility, each department may require different tasks to be performed, based on the needs of that department. Therefore, your department may have a position-specific description that further delineates the duties and responsibilities of your assigned position within your department.

3.6.3 Changes to Classifications

The Staffing and Compensation Services Division of Human Resource Services is responsible for maintaining the University's job classification plan. Adjustments to positions in the classification and salary grade plan may occur, based on organizational needs, job market salary surveys, or significant changes in the type and complexity of duties and responsibilities of a position or classification.

3.6.4 Nonexempt and Exempt Positions

Each classification description has information about whether that position is exempt or nonexempt from the guidelines of the Fair Labor Standards Act (FLSA). Persons in nonexempt positions are entitled to compensation for all time worked. Time worked by nonexempt staff in excess of 40 hours in any workweek (overtime) must be authorized in advance by the department head. Overtime work will be compensated at the rate of 1 1/2 times the regular hourly rate for actual hours worked. Individuals in exempt positions are not covered by statutory requirements for overtime pay. For a more detailed description of these provisions, please refer to Section 11, "Your Pay."

3.7 Employee Records

HRIS, Human Resources Department maintains official employee records. These records, which include information related to your employment, are the property of the University. You will need the approval of HRIS to obtain a copy of a specific document in your file. You may view your file by presenting your University photo identification (ID) card to this division. Changes such as a change of address or a change in marital status may affect your record in several University offices. Please contact HRIS, which will provide you with the appropriate form so that you can make necessary changes.

3.8 Information Security Policy

Individuals who work in student, patient, faculty, and administrative offices often have access to information that is sensitive or confidential. Such information concerns, but is not limited to, budgets, salaries, student records, personnel records, patient records, personal messages, grant proposals, and real estate. Sensitive or confidential information may be shared only with others with a need to know and only as required in the course of performing your job.

You are responsible for ensuring that sensitive information is kept confidential. If you have any questions about the confidentiality of information to which you have access, ask your immediate supervisor, department head, or Human Resource Services representative for clarification.

3.9 Computer-Related Issues

Many positions at the University involve the use of computers that provide access to a wealth of data and permit us to perform our jobs much more rapidly than we could without them. As we become more dependent on electronic means to do our jobs, it is important to remember that computers and all associated electronic files are the property of the University. The University has access to all information on its computers.

In addition, although information can be communicated electronically throughout much of the University, no system is absolutely secure. Treat your electronic communication as seriously as you would any written communication. Your electronic transmissions to others may be read through an error on your part, someone else's misconduct, or as part of a planned review of computer files. In addition, although you may have deleted materials from your computer, they may be recoverable if, at the University's discretion, it is necessary to do so.

Additional information about the responsibilities of computer users may be found on the Information Technology Services Web site at http://www.gwu.edu/iss/its.

3.10 Conflict of Interest

A conflict of interest exists when employees acting on behalf of the University obtain improper personal gain for themselves or for another party, or when a particular action has an adverse effect on the University's interests. All members of the University community are expected to exercise good faith and judgment in all activities that relate to their responsibilities at the University. The University may require some employees to complete a Conflict of Interest Questionnaire.

If you are in doubt about the proper application of the University's conflict of interest policy to particular situations, you should immediately make all the facts known to supervisory staff and act according to their guidance.

University officers, senior management, and researchers have some special responsibilities in avoiding conflict of interest. These responsibilities are more clearly detailed in the Supervisor's Guide for the use of Supervisory Staff, the Handbook for Sponsored Programs, and other documents.

The University's conflict of interest policy can be viewed here.

3.11 Substance Abuse Policy

In accordance with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989, the University is committed to maintaining a drug-free workplace and promoting high standards of employee health and safety. University standards of conduct prohibit the illegal manufacture, possession, distribution, or use of alcohol and drugs. Our manuals, codes of conduct, and publications specify penalties for violations of these policies, including suspension or dismissal from the University.

Employees may be dismissed for drug-related offenses, including unauthorized use or possession of alcoholic beverages or illegal or nonprescription controlled substances, or for reporting to or being at work while under their influence. The misuse of prescription drugs by employees during working hours, on University business, or during use of University-owned property is strictly prohibited. Concerns about substance abuse involving an employee may be discussed with staff in the Employee Relations Division of Human Resource Services.

Federal law requires that you notify the Employee Relations Division within five days if you are convicted under a criminal drug statute of offenses committed on University property or while on University business. If you have been convicted of such offenses, you must notify the University of the circumstances. If you have any questions about this issue, please contact the Employee Relations Division of Human Resource Services.

Violations of the GW substance abuse policy will result in disciplinary action up to and including termination. In addition to any disciplinary action other than termination, you may be referred to the University's Faculty/Employee Assistance Program (F/EAP) and, through that program, to a treatment and counseling program for alcohol or drug abuse.

The University cooperates fully with law enforcement authorities. Violations of the substance abuse policy that are also violations of federal or local law will be referred to the appropriate agency. In such situations, action to address the infraction may proceed concurrently in the University and in the criminal justice system.

If you are governed by a collective bargaining agreement or are working under U.S. Department of Defense grants and contracts, you may be subject to drug-free workplace compliance requirements under those documents.

3.12 Smoking Policy

The University promotes a smoke-free environment. Smoking is prohibited in all University facilities at the Foggy Bottom campus and other sites, including classrooms, offices, locker rooms, laboratories, parking garages, and maintenance facilities. Violations of the smoking policy may result in disciplinary action up to and including termination.

3.13 Adverse Weather and Other Emergency Conditions

The University usually remains open despite local inclement weather or travel conditions and other emergency situations.  Management has the discretion to categorize employees as designated, emergency, essential or telecommuter unless otherwise prescribed through a collective bargaining agreement.  For purposes of emergency planning, the following definitions are provided:

 

DEFINITIONS OF DESIGNATED, EMERGENCY AND ESSENTIAL STAFF

Designated Staff

Employees who are required to report physically to work or those who are designated based upon definition within a collective bargaining agreement.

Emergency Staff

Employees who are assigned to the GW Police Department, Emergency Management, and Safety units. These employees may also be required to report physically or work from a remote location as necessary.

Essential Staff

Employees who perform functions that have been deemed essential to maintaining business or academic operations during an emergent event. Employees may be required to report physically or may be required to be available for work from a remote location.

Telecommuters

Employees who are scheduled to perform telework during the time of an emergent event.

Non-essential

Employees who have not been identified as designated, essential, emergency, or telecommuter.

When conditions indicate  the University may change its operating status in response.You can obtain updates  about the university’s  operating status  or other emergency conditions by calling (202) 994-5050. Taped information at this number applies to university employees and students in the D.C. metropolitan area, including those at the Mount Vernon College Campus. Information about the Virginia Science and Technology Campus in  Ashburn for employees and students is available by calling the Virginia Campus Information line at (703) 726-8333. You may also consult the Campus Advisories page at http://campusadvisories.gwu.edu/
In general, communications regarding operating status will include the following language.

 

CAMPUS ADVISORIES FOR INFOMAIL AND GW WEBSITE

Open

The university is open.  Classes will run as scheduled.

Closed

The university is closed.  Classes are cancelled.   Designated, emergency, essential, and telecommuting staff members must report as scheduled.

Delayed Opening

The university will open at ­­­­________.   Designated, emergency, essential, and telecommuting staff members must report as scheduled.

Early Closure

University offices will close at ________,  classes after ______ are cancelled. 
Designated, emergency, essential, and telecommuting staff members must report as scheduled.

Classes Cancelled

Classes are cancelled.  University offices will remain open. 

Building Closure

Building _____ will close at __________ due to _____________________.
Classes are cancelled and offices are closed.

Liberal Leave

The university is operating under a liberal leave status.   Staff may use available annual leave.   Designated, emergency, essential, and telecommuting staff members must report/work as scheduled.

 
Please note that the cancellation of classes does not mean that the University is closed or has implemented liberal leave for employees. In addition, special events may be held despite the closure of the University or the announcement of liberal leave. Alternatively, they may be canceled despite the University's operation on a normal schedule. If you are participating in a special event when an emergency situation may exist, you should check with the coordinator of the event or call the appropriate number listed above.

In some circumstances, one or more University facilities outside of Foggy Bottom may close or invoke liberal leave although Foggy Bottom is operating on a normal schedule. This information will be communicated directly to employees at work at these facilities when the decision is made and through the media and the information numbers listed above.

Information will also be communicated to television channels 4, 5, 7, 8, and 9 and to radio stations WTOP (1500 AM), WMAL (630 AM), and WAMU (88.5 FM). If you are uncertain about the accuracy of the information reported by the media, please contact the emergency telephone numbers listed above. Because certain services must be maintained at all times, it is important that you check with your supervisor about your office or departmental policy on staffing during emergencies.

 

3.14 Legal Matters

It is the policy of the University to provide protection from liability, in accordance with the terms of its By-Laws and rules, to faculty and staff who become involved in claims or suits arising from sanctioned University activities that fall within the scope of their employment.

In order that appropriate action may be taken to protect the interests of the University and of persons to be indemnified for their participation in sanctioned University activities that fall within the scope of their employment, the following should be referred immediately to the Office of the Vice President and General Counsel: all documents, subpoenas, or contacts relating to pending or potential legal proceedings or governmental investigations; and all documents, questions, or contacts from an attorney or law enforcement or regulatory authority, whether requesting information or otherwise and whether verbal or written.

© September 1999 The George Washington University. If you have questions or comments about the Employee Handbook, please fill out the Comment Sheet or email hrweb@gwu.edu.