It is the policy of the University to remain open and continue operations whenever it is safe to do so during periods of inclement or severe weather. However, the University recognizes that because of potentially hazardous conditions or infrastructure disruptions, employees may find it difficult to report to work or work remotely. Therefore, this policy establishes work expectations and procedures for employees during both inclement weather and severe weather emergencies. This policy does not apply to student employees. Faculty members should also refer to the Absence from Campus during the Academic Year policy in the Academic Handbook for guidance regarding class cancelations due to inclement weather.
Severe Weather Emergency Declared by the University
Determination of a Severe Weather Emergency
A Severe Weather Emergency will be determined by the President of the University or another designated official of the University. The Putnam County snow emergency status, campus conditions, and other factors are considered when determining a severe weather emergency for the University. A declaration of a snow emergency by the Putnam County Emergency Agency (EMA) does not necessarily restrict travel for work purposes.
In severe weather emergencies, the University may suspend in-person business operations and activities and will communicate expectations via email. Virtual business operations and activities should continue for employees who are able to work remotely.
If in-person business operations and activities are suspended, employees who are able to work remotely should record their time as usual. Employees who cannot work remotely will be compensated at their regular rate of pay for their regularly scheduled hours. Non-exempt (hourly) employees should use paycode WEATHER.
Certain functions are essential at the University during a severe weather emergency and will, therefore, require on-campus staffing. Vice Presidents will identify and notify employees who need to physically report to campus (Essential Employees).
Non-exempt (hourly) Essential Employees who report to work on campus will be paid BOTH their regular rate for scheduled hours AND will be paid at the overtime pay rate for actual hours worked on campus. These employees should record their scheduled hours using paycode WEATHER and should also record their actual hours worked on campus by using paycode WEATHER WORKED. For example: a non-exempt Essential Employee scheduled to work 8 hours who reports to work on campus during a severe weather emergency declared by the University and actually works a 10 hour day on campus will record 8 hours WEATHER and 10 hours WEATHER WORKED.
Exempt (salaried) Essential Employees who work on campus during a severe weather emergency will be compensated at their regular rate of pay.
Hazardous Conditions as Determined by the Employee
An employee may determine that they are unable to report to work on campus because of hazardous weather conditions, even when a Severe Weather Emergency has not been declared by the University.
When an employee determines that they are unable to report to work on campus due to hazardous weather conditions, the employee must notify their department in accordance with established departmental procedures for reporting absences. The employee should consult their supervisor to determine if working remotely during this time is appropriate.
Employees who have been approved by their supervisor to work remotely will be paid for their regular scheduled hours. Non-exempt (hourly) employees who are approved to work remotely should not work more than their regularly scheduled hours without prior supervisory approval.
Employees who have not been approved by their supervisor to work remotely may use paycode Personal or Vacation (up to amounts available to the employee as accrued), or as unpaid time off.