HR Forum: Inclement Weather

May 4, 2010

Inclement Weather Policy University continues certain operations during periods of inclement weather due to the needs of students, the requirements of ongoing research activities, and other factors. Policy applies to appointed employees only.

Inclement Weather Policy Each employee must exercise his or her personal judgment and common sense regarding his or her personal safety under the circumstances and weather conditions to determine whether it is possible to report to work. Extra-help hourly employees will not be paid for time missed due to inclement weather.

Updates

Previous Policies

In the event of a delay, students contacted instructors regarding cancellation of classes before 10 a.m.

In the event of a delay, employees were required to be at work within 2 hours of their start time.

New Policies

In the event of a delay, classes regularly scheduled to begin prior to the delayed opening time are cancelled.

In the event of a delay, employees are expected to arrive at work by the designated opening time.

Updates

Previous Policies

Did not define procedure for employees not working normal business hours.

Did not address early dismissal.

Weather essential personnel procedures not clearly defined.

New Policies

Clearly defines procedure for all shifts.

Addresses early dismissal. Clearly defines weather or

event essential personnel procedures.

Weather or Event Essential Personnel All employees deemed weather or event essential personnel are notified at the time of hiring that they would be required to report to work by their usual time regardless of weather emergencies. Weather or event essential personnel should report by their regularly scheduled start time in the event of a delay or closure.

Weather or Event Essential Personnel Weather or event essential personnel who arrive after their scheduled start time will be charged the full amount of time that they are late. Weather or event essential personnel are expected to remain at work as regularly scheduled in the event of an early dismissal.

Three possible situations

Delayed Opening Early Dismissal Closure

Delayed Opening University officials will publicly announce the specific time at which the University will open. All academic classes regularly scheduled to begin prior to the delayed opening time will be cancelled and will not meet; all remaining day and evening classes will commence at their regularly scheduled time. All offices and regular business operations will open at the specified delayed time.

Delayed Opening Employees not identified as weather or event essential personnel are expected to arrive at work by the designated opening time and will not be charged for late arrival. Employees arriving after the designated time will be charged the full amount of time they are late.

Delayed Opening Employees who do not come to work will be charged a full day’s absence. Employees whose shift begins after the designated opening time should report to work as regularly scheduled.

Early Dismissal The University will cease all academic classes and regular business operations at a publicly announced time. In such an event, all remaining day and evening classes will be cancelled after the specified time. Normal University operations, including all academic classes and regular business operations, will commence at the regularly scheduled time on the next work day.

Early Dismissal Employees who are not identified as weather essential personnel will be dismissed to go home and will not be charged any leave for the balance of the employee’s work day.

Early Dismissal Employees who leave earlier than the designated dismissal time will be charged leave for the full amount of time that they are absent prior to the dismissal time. Employees who are not designated as weather or event essential personnel who have shifts beginning after the designated early dismissal time should not report to work.

Closure All day and evening classes will be cancelled. All offices and regular business operations will be closed. Normal University operations, including all academic classes and business operations, will commence at the regularly scheduled time on the next work day. Employees who are not identified as weather or event essential personnel should not report to work.

Weekends If inclement weather occurs during a weekend, University officials will determine if a delayed opening, early dismissal, or closure is necessary, as applicable to weekend operations. Employees who are not weather or event essential will follow the appropriate procedures for the respective situation.

Athletics and Special Events Certain previously scheduled special events such as athletic contests may be conducted during times of University closure. Event essential personnel will be expected to report to work as regularly scheduled, unless otherwise directed by their supervisor.

FAQs I live in an area that is particularly hazardous to drive through during inclement weather. What should I do if I can’t make it to work?

Employees are responsible for notifying their supervisor in accordance with departmental policy and guidelines if they do not plan to come to work due to inclement weather.

FAQs I live in an area that is particularly hazardous to drive through during inclement weather. What should I do if I can’t make it to work?

Considered an excused absence, but will be charged annual leave. With supervisor approval, may elect to use leave without pay or may arrange to make up lost time.

If making up lost time, it must be done within the same work week.

FAQs What is meant by “the full amount of time that they are late” when an employees arrives after the designated opening time?

The employee will be charged leave for their absence beginning at the designated opening time until the time they arrive, i.e. if the designated opening time is 10 a.m. and the employee arrives at 10:30 a.m., they will be charged ½ hour leave (this applies to non weather or event essential personnel only).

FAQs If I had received prior approval to be absent from work on an inclement weather day, will I receive inclement weather leave with pay (IP)?

Employees who are not scheduled to be at work on an inclement weather day will not receive inclement weather leave with pay. The absence will be charged to annual or sick leave as appropriate.

FAQs In the event of a delayed opening, how does inclement weather pay affect my time worked and my pay?

Regardless of full-time or part-time appointment status, for non weather or event essential personnel, any hours scheduled prior to the specific time the University will open are considered inclement weather with pay. Employees who are non weather or event essential that arrive before the designated opening time will receive the applicable IP hours before they begin work, and the remaining hours are considered hours worked.

FAQs In the event of a delayed opening, how does inclement weather pay affect my time worked and my pay?

IP hours are considered straight time in calculating any compensatory time for the week. Contact your departmental leave representative if you have questions regarding the completion of your timesheet or leave sheet.

Notification Methods Appropriate inclement weather information will be posted to University’s website via RazAlert, and through notification of local and regional media, as outlined in the policies and FAQs. For Athletics and Other Special Events, the University department responsible for such events will coordinate with University Relations to provide public information regarding event status.

Policies Fayetteville Policies and Procedures 210.0 (Inclement Weather Policy) Fayetteville Policies and Procedures 211.0 (Weather Emergency Procedure) Academic Policy 1858.10 (Class Cancellation Due to Inclement Weather) Inclement Weather FAQs http://emergency.uark.edu