The Catholic University of America

EMPLOYMENT PRACTICES AND PROCEDURES

I. Introduction
Appointments to all positions in the University are made on the authority of the President exercised either directly or by delegation.

II. Authorization to Hire
The Director of Human Resources is responsible for recruitment for exempt and non-exempt positions. The Office of Human Resources is to be informed of position vacancies by submission of the "Part I: Personnel/Affirmative Action Record: Request for Authorization to Recruit". If not already on file
, an updated a current position description which identifies the essential functions of the job must accompany the Part I.

III. Recruitment

  1. Upon receipt of the affirmative action recruitment Request for Authorization to Recruit form (Part I form), the Office of Human Resources will advertise the position on the online and printed Human Resources Position Listings. and in the weekly "Positions Available" announcement, which is distributed routinely to all campus offices and community and affirmative action recruitment sources.
  2. Each position, All vacant positions, with the exception of some instances of a promotion within a department, must be advertised on campus for at least five working days before it may be filled on a regular basis. No one may be employed in a temporary, acting, or reduced-time capacity with a view to transfer to regular status without advertisement of the position.
  3. Any inquiries and applications received directly by a department should be referred to the Office of Human Resources for recording, evaluation, and disposition. The University encourages employees to refer qualified applicants to the Office of Human Resources.
  4. Requests for external advertisement of a position must be channeled coordinated through the Office of Human Resources. Each all employment advertisements must include the statement, "The Catholic University of America is an Affirmative Action/Equal Opportunity Employer." The cost of external employment ads is borne by the hiring department.
  5. Any solicitation of applications through employment agencies must be arranged through the Office of Human Resources.
  6. Supervisors should not approach employees reporting to other supervisors as potential applicants for vacant positions, but should seek an indication of possible interest through the Office of Human Resources.
  7. The Equal Opportunity Officer should be consulted concerning sources of recruitment.

IV. Qualificiations:

  1. To be considered for employment in a regular full-time position, an applicant must be seventeen years of age or older. To be considered for temporary or regular part-time employment, an applicant must be at least sixteen years of age and, if only sixteen years old, must have a work permit from the District of Columbia.
  2. Prior to beginning work at The Catholic University of America, all new hires, including student workers, must demonstrate that they may legally work in the United States by presenting documentation required by the US Customs and Immigration Service for completing of an I-9 form. I-9 forms may be completed on behalf of CUA only by the Office of Human Resources, the Office of International Student and Scholar Services, the Office of the Provost or other individuals specifically delegated such authority by one of those offices. An alien may be employed only with prior approval of the Office of Human Resources and only in conformity with the rules and regulations of the Immigration and Naturalization Service. Refer to the policy on International Student Employees for information on international student employees.
  3. An employee returning from extended leave for medical reasons including leave for purposes of childbirth, disability, pregnancy leave, family or medical leave, FMLA, or military leave including National Guard or Reserve duty, and who is eligible for re-employment will be returned, if possible, to the position previously held or to a comparable position.
  4. A relative of an employee of the University will be considered for employment, transfer or promotion under the policies and procedures ordinarily applicable, except that members of the immediate family may not be assigned to a position in which one would have direct or indirect administrative or supervisory responsibility for the other or be in a position to influence the terms or conditions of the other person's employment. or to a position in the same office. "Immediate family" is defined as a spouse, child, including adopted and step child, parent, parent-in-law, sibling, or legal guardian. This provision is effective for all personnel employment actions occurring after November 30, 1988 and is applicable to all regular or temporary, full-time and part-time employees.
  5. To avoid the potential of a conflict of interest, no University, full-time or part-time regular or temporary employee, may hold a position in an academic department or, in schools without departments, in the school, in which the employee is a student.

V. Selection

  1. Each applicant should must complete the Application for Employment form.
  2. The Office of Human Resources will forward all applications and resumes for a vacant position to the hiring manager. The Office of Human Resources will screen all applicants for positions at the request of the hiring manager. supervisor conducting the selection. A typing test will be administered for those seeking clerical and secretarial positions, as well as any other positions with a typing requirement.
  3. The Office of Human Resources may arrange subsequent interviews of the applicant(s) deemed most qualified and suitable with the department where the vacancy exists.
  4. The hiring supervisor manageris responsible for the selection of the preferred applicant in accordance established qualifications and criteria of the position and with the Affirmative Action Plan of the University. Immediately upon selection, the supervisor must notify the Office of Human Resources and by submitting a completed the Personnel/Affirmative Action Record: Request for Authorization to Offer Appointment or Staff Promotion (Part II form), an Applicant Register Tally and an Employee Data Form. the. Job offers for administrative and professional positions can only be made through the President's, Executive Vice President's or Academic Vice President's office after approval of the Part II. Job offers for non-exempt positions can only will be made through the Human Resources Office after approval of the Part II package is complete. Appointment letters for exempt positions will be prepared by Human Resources for signature by the President or cognizant Vice President. Appointment letters for non-exempt positions will be sent directly from the Director of Human Resources.
  5. An applicant is not considered to be employed until a Notice of Appointment Form (for administrative and professional employees) or Employee Data Form has been completed and signed by the President, Executive Vice President or Academic Vice President. One copy will be returned to the supervisor after signature by the appropriate official.
  6. New, regular, exempt professional and non-exempt employees are subject to the provisions of the probationary Initial Review Period period policy.
  7. Unsuccessful applicants who feel they have been discriminated against are entitled to use the University's discrimination complaint procedures.

VI. Orientation for New Employees
New employees receive
are expected to attend an a New Hire Orientation session conducted weekly by the staff of the Office of Human Resources. Employees are encouraged to attend New Hire Orientation during their first week of employment. during the first weeks of employment. During the orientation, employees will be familiarized with some of the University policies and will review the benefits available to staff members. Further orientation specific to each position and department will be conducted by the hiring new employee's supervisor.

VII. Job Description
Each employee is provided with a job description which outlines the responsibilities and duties of the position. In addition to the prescribed duties of the job, employees are expected to assist as needed within their departments according to their skills and abilities. The University reserves the right, should it become necessary, to
detail temporarily assign an employee to another work unit to accomplish special projects or substitute for absent employees.

VIII. Hiring Procedures for Temporary Positions

Definition: A temporary position is defined the Definition of Employment Status policy.

Recruitment: The usual procedures for advertisement of positions do not apply to temporary positions, with the exception of a long-term temporary assignment or an assignment with specialized requirements, in which case it may be appropriate to advertise the position. In such a case, it is helpful to provide the Office of Human Resources with a written job description. For short-term temporary needs, supervisors may contact the Office of Human Resources for a list of temporary employment organizations they may contact. The University does not maintain a pool of temporary workers.

Appointment: Temporary appointments require the completion and submission of an Employee Data Form to the Office of Human Resources before work commences.
Temporary employees are subject to the same USCIS I-9 requirements as regular employees and must report to the Office of Human Resources on their first day of work to complete an I-9.

IX. Probationary
Initial Review Period
The probationary first three months of employment at the University are considered an initial review period. The initial review period provides the opportunity for the supervisor to provide guidance and to observe and evaluate the new employee's job performance. It also provides the new employee with the opportunity to learn and understand the objectives of the position and to demonstrate proficiency in the position. is an extension of the selection process and presents an opportunity for the supervisor to observe a new employee's work and help her/him adjust to the position. Of equal importance, the probationary period allows the new employee to assess the job and the University for a satisfactory association. Upon successful completion of the probationary period an employee is accorded regular status. If during the probationary period, performance is deemed to be less than satisfactory, the employee may be subject to dismissal.

Due to the nature of their positions, positions designated as administrative personnel are not subject to an initial review period. All professional and non-exempt employees, except professional librarians, serve have a three-month initial review probationary period. Employees who are covered by the terms of a Collective Bargaining Agreement are subject to the provisions designated therein. The initial probationary period for a professional librarian is six months. Uniformed Special Police Officers in the Department of Public Safety, however, must satisfy have a probation of six month initial review period. before being granted regular status.


Each regular who is not a member of a collective bargaining unit is subject to a probationary period after being hired, transferred or promoted. The probationary period for most non-exempt employees is three months from the date of hire.


Approximately four weeks before the end of the probationary period, the Employment Administrator sends the supervisor a Performance Evaluation Form. After the new employee and the supervisor discuss performance and the retention decision, both supervisor and employee sign the form, which is returned to Human Resources.


Prior to the completion of the third month of the initial review period, the new employee's supervisor must complete an Initial Review performance evaluation form (available on the Human Resources web site) and submit it to the Office of Human Resources. Evaluation of the new employee's performance determines if the employee will be retained after the initial review period.


If the recommendation is to retain the employee, he or she acquires regular status.
If the recommendation by the supervisor is not to retain the employee, the supervisor must contact the Director of Human Resources prior to discussing employment termination with the employee. should promptly notify the Employment Administrator. In exceptional circumstances, the probationary period may be extended for a limited period of time with the approval of the Director of Human Resources.

Although an initial review period applies to an employee newly transferred or promoted to a new position, the employee is eligible to use leave, tuition, and other benefits without waiting for the end of the new probationary initial review period. A discussion of leave policies during a probationary period may be found in the sections on Annual Leave and Sick Leave.


Employees discharged during the probationary
initial review period are not entitled to payment for accumulated vacation leave or to severance pay.

X. Performance Evaluations
Performance evaluation
management is an ongoing process designed to assist employees to enhance perform their jobs at the highest possible level and performance and thereby contribute to the achievement of the University's strategic goals. improve the quality of service at The Catholic University of America. Regular evaluation improves communications and reinforces mutual understanding awareness between supervisor and employee regarding performance expectations, job requirements, priorities and future goals. Evaluations also assist the employee in continuing professional development. The following guidelines are applicable to the performance evaluation process.


Regular employees are evaluated at the conclusion of their probationary
initial review period and annually thereafter by their supervisors. Performance should be discussed as frequently as possible during the year. Annually, a formal evaluation interview will be scheduled, at the conclusion of which the employee and supervisor sign the evaluation form. The original copy of the form, with additional comments of the employee if he/she so chooses, is filed in the employee's official personnel file in the Office of Human Resources. The supervisor should give a copy to the employee and retain a copy. Copies are distributed to the employee and to the supervisor.

XI. Promotions and Transfers

  1. It is the policy of the University to promote from within the organization whenever appropriate. A promotion advances an employee's assignment to one at a higher classification with greater responsibility and complexity, usually with an increase in compensation. Promotions afford the University an excellent opportunity to respond to its Affirmative Action Program and to satisfy the career development goals of its employees. The University requires that all qualified persons, including women and minorities, be given equal consideration for positions of promotion and transfer.
  2. A transfer changes an employee's assignment from one position to another at the same or, in some cases, a lower classification. and grade. Transfers may involve an increase or, in some cases, a decrease in compensation.
  3. Under normal conditions, an employee must be in a position for one year before being eligible to apply for a position in another area.
  4. All positions are listed on the Human Resources web site and are published in the weekly edition of Position Listings, available in hard copy format in the Office of Human Resources, 170 Leahy Hall. If interested in one of the positions, the employee should review the application guidelines on the web site or call the Office of Human Resources for further information. and application instructions.
  5. An applicant for promotion or transfer must have the required education and experience to be considered for the position that is vacant. Demonstrated work history, work performance, and the ability to perform the essential functions as listed in the job description will be evaluated. in an application for promotion.
  6. In order to promote an employee to a new position, the supervisor must follow the procedures as outlined in Section V of this policy.
  7. When an employee accepts a transfer or promotion, he/she will be subject to the provisions of the initial evaluation review period policy. Leave, tuition and other benefits will not be affected by the new evaluation period.
  8. When an employee holding a position classified as non-exempt transfers to an exempt position, she/he should use unused annual leave which has accumulated while the employee held a non-exempt position. If use of unused annual leave is not possible, the employee will must receive payment for that unused vacation leave. If payment is made it will be at the pay rate of the non-exempt position and charged to the budget of the unit where the non-exempt position was held. An employee transferring from an exempt to a non-exempt category will not be paid for unused annual leave, but will be given credit for years of service in determining the rate of leave accrual for which he/she is eligible in the new position.
  9. The provisions of the sick leave policy pertain to both job classifications and are not affected by transfers.
  10. If an employee is terminated following promotion or transfer, he/she will not be automatically reinstated to the position held prior to the promotion or transfer.