Absences for Extraordinary Weather Conditions Policy
Provides faculty and students with the campus’ policy on absences due to extraordinary weather conditions.
|Policy Number||Policy Owner|
Human Resource Services
- 1.0 Purpose
- 2.0 Revision History
- 3.0 Units and Persons Affected
The official College policy on extraordinary weather conditions requires that normal operations be continued as much as possible. Essential services (i.e. heating/plumbing, electrical, grounds, university police, and health services) must be maintained in spite of severe weather. In the event of severe weather College employees working in these areas should remain on duty or report to work to avoid interruption of essential services, unless directed or permitted to do otherwise by their supervisors. All employees, in addition to those referenced above, must consult with their supervisor for each weather emergency or campus incident to determine if they are deemed designated responders in that instance as that designation may vary by circumstance.
Except in the most severe cases, all employees are expected to report to work. Those employees who cannot get to work on time or at all are expected to contact their department supervisor to advise them of the situation in a timely manner. Supervisors should develop, in consultation with their employees, a communication plan, including supervisory succession, prior to an emergency situation.
Although only the Governor can close the College, under this policy the College President has the authority to take the following actions:
- Delay or Cancel classes - When this decision is made, absences of non-instructional employees on such days must be charged against compensatory time, vacation accruals or personal leave. Classified (i.e., clerical, maintenance, janitorial and university police) employees are given five (5) personal days annually to be used for personal business, religious observance or emergency and severe weather situations. Classified employee absences due to emergencies or inclement weather should first be charged against personal leave. Professional employees, librarians and management confidential employees should first charge such absences against vacation or holiday compensatory time.
- Excuse reasonable tardiness - Without charge to leave credits when in the opinion of the President extraordinary situations or weather conditions affect the arrival time of a large group of employees. Full day absences, however, can never be excused without charge to leave credits or payroll adjustment.
- Authorize early departure of employees - With appropriate charges to leave accruals or payroll adjustment, when in the opinion of the President the situation warrants it or weather conditions could make transportation dangerous.
- Direct the early departure of employees - Without charge to leave accruals or payroll adjustment, when in the opinion of the President and with the prior approval of the Governor's Office of Employee Relations, the situation warrants it or the weather is severe enough to make travel dangerous. This action is used rarely and in only the most extreme circumstances. It must be coordinated through the Human Resource Services Office .
State of Emergency Note: Only the Governor has the authority to close State offices or facilities. A declaration of a state of emergency by the Governor does not by itself close State offices and facilities. If State offices were to close in such a situation, the closure would result from a separate action by the Governor. Unless the Governor issues a specific order directing non‐essential employees whose work stations are in a specified geographic area not to report to work, employees who do not report to work because of extraordinary circumstances must charge leave credits other than sick leave.
This applies only to employees who are present at the time the departure is directed (Full day absences must be charged to leave credits or leave without pay).
- 5.0 Definitions
- 6.0 Responsibilities
- 7.0 Procedures
- 8.0 Forms
- 9.0 Appendix
- 10.0 Distribution and Training
For additional information about this policy, please contact the Policy Owner listed above.