Fayetteville Policies and Procedures 210.0
Inclement Weather Policy
General Considerations
In the event of inclement weather, the university recognizes the need to address how
such conditions may affect the overall operations of the institution. This policy
is intended to provide guidance in addressing inclement weather conditions. In general,
the university must continue certain operations during periods of inclement weather
due to the needs of students, the requirements of ongoing research activities, and
other factors. The university recognizes, however, the need to exercise caution for
the welfare of the university community, including all faculty, students and staff,
during adverse weather conditions, as set forth in this policy. Because many university
operations continue 24 hours a day, seven days a week, this policy is applicable to
all seven days of operation.
Although the university generally expects all employees to make every reasonable effort
to come to work on occasions when the university is open during inclement weather,
this general expectation is subject to each employee’s exercise of their personal
judgment and common sense regarding their personal safety under the circumstances
and weather conditions. Each employee, therefore, must exercise their personal judgment
on whether it is possible to report to work consistent with such considerations. Employees
who do not report to work because of inclement weather conditions will be charged
“annual leave.” With the approval of the supervisor, an employee may elect to use
“leave without pay” in lieu of “annual leave.” Absences due to inclement weather will
be treated as an “excused absence.” Extra-help hourly employees who miss work due
to inclement weather will not be paid for time missed, unless the inclement weather
has affected the operating status of the University for the time they are scheduled
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.
In general, inclement weather may affect the operating status of the university in
three possible ways as detailed below:
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- Delayed Opening:
During a delayed opening, university officials will publicly announce the specific time at which the University will open. All on campus 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 intersession courses will commence at the time the University opens.
- To ensure compliance with the federal definition of the credit hour (APS 1200.40),
instructors are expected to make up missed class time using recorded lectures, assignments,
readings, instructional materials, or other alternative forms of instruction.
-
Instructors may conduct classes designated as on-campus through synchronous distance instruction while the campus where the course is normally taught is closed for inclement weather but shall not require a student to attend synchronously. Any class designated as on-campus taught through synchronous distance instruction while the campus is closed for inclement weather must be recorded and made available to all students in the class in the approved campus Learning Management System. An instructor must provide students the opportunity to make up work due while the University is closed for inclement weather without penalty.
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No examinations for courses designated as on-campus shall be administered while the campus is closed for inclement weather.
- Online classes will continue as scheduled. All offices and regular business operations
will open at the specified delayed time.
- Under a delayed opening, the delayed opening time will apply to all on campus university
classes, offices and regular business operations and will be determined with each
incident of inclement weather. Employees who are not identified as “weather or event
essential personnel” may conduct work remotely before the designated opening time
but are not required to. Employees are expected to arrive at work by the designated
opening time. If they do so, they will not be charged for late arrival. Employees
arriving after the designated time will be charged the full amount of time that they
are late, and employees who do not come to work will be charged a full day’s absence.
Employees whose shift begins after the delayed opening time should report to work
as regularly scheduled. Employees designated as “weather or event essential personnel”
should report by their regularly scheduled start time regardless of the announced
delayed opening, unless advised otherwise by their supervisor. “Weather or event essential
personnel” arriving after their scheduled start time will be charged the full amount
of time that they are late, and employees not coming to work will be charged a full
day’s absence.
- To ensure compliance with the federal definition of the credit hour (APS 1200.40),
instructors are expected to make up missed class time using recorded lectures, assignments,
readings, instructional materials, or other alternative forms of instruction.
- Early Dismissal:
In the event of an “Early Dismissal,” the University will cease all on campus academic classes and regular business operations at a publicly announced time. In such an event, all remaining on campus day and evening classes will be cancelled after the specified time.- To ensure compliance with the federal definition of the credit hour (APS 1200.40),
instructors are expected to make up missed class time using recorded lectures, assignments,
readings, instructional materials, or other alternative forms of instruction.
-
Instructors may conduct classes designated as on-campus through synchronous distance instruction while the campus where the course is normally taught is closed for inclement weather but shall not require a student to attend synchronously. Any class designated as on-campus taught through synchronous distance instruction while the campus is closed for inclement weather must be recorded and made available to all students in the class in the approved campus Learning Management System. An instructor must provide students the opportunity to make up work due while the University is closed for inclement weather without penalty.
- No examinations for courses designated as on-campus shall be administered while the
campus is closed for inclement weather.
- Online classes will continue as scheduled. Normal university operations, including
all academic classes and regular business operations, will commence at the regularly
scheduled time on the next work day.
- In the event of an Early Dismissal, the designated Early Dismissal time for on campus
university classes, offices and business operations will be determined with each incident
of inclement weather and followed consistently. Employees who are not identified as
“weather or event essential personnel” will be dismissed to go home, will not be charged
any leave for the balance of the employee’s work day, and may conduct work remotely
after the early dismissal but are not required to. 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 and employees who do not come to work
will be charged a full day’s absence. “Weather or event essential personnel” are expected
to remain at work as regularly scheduled, unless otherwise directed by their supervisor.
Employees who have not been identified as “weather or event essential personnel” who
have shifts beginning after the designated early dismissal time should not report
to work.
- To ensure compliance with the federal definition of the credit hour (APS 1200.40),
instructors are expected to make up missed class time using recorded lectures, assignments,
readings, instructional materials, or other alternative forms of instruction.
- Closure:
In the event of a “Closure,” all on campus day and evening classes will be cancelled.- To ensure compliance with the federal definition of the credit hour (APS 1200.40),
instructors are expected to make up missed class time using recorded lectures, assignments,
readings, instructional materials, or other alternative forms of instruction.
-
Instructors may conduct classes designated as on-campus through synchronous distance instruction while the campus where the course is normally taught is closed for inclement weather but shall not require a student to attend synchronously. Any class designated as on-campus taught through synchronous distance instruction while the campus is closed for inclement weather must be recorded and made available to all students in the class in the approved campus Learning Management System. An instructor must provide students the opportunity to make up work due while the University is closed for inclement weather without penalty.
- No examinations for courses designated as on-campus shall be administered while the
campus is closed for inclement weather.
- Online classes will continue as scheduled. All offices and regular business operations
will be closed. Normal university operations, including all on campus academic classes
and business operations, will commence at the regularly scheduled time on the next
work day.
- If inclement weather conditions warrant a decision to cancel on campus classes and close offices and regular business operations, employees who have not been designated as “weather or event essential personnel” should not report to work, will not be charged any leave unless it was previously scheduled, and may conduct work remotely but are not required to. “Weather or event essential personnel” are expected to report to work as regularly scheduled, unless otherwise directed by their supervisor.
- To ensure compliance with the federal definition of the credit hour (APS 1200.40),
instructors are expected to make up missed class time using recorded lectures, assignments,
readings, instructional materials, or other alternative forms of instruction.
- Delayed Opening:
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. Non-weather essential personnel and “weather or event essential personnel”
will follow the appropriate procedures (as listed above) for the respective situation.
Athletics and Other Special Events
Upon the determination of the appropriate Vice Chancellor/Athletic Director, in consultation
with appropriate University officials, 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. In coordination with University Relations,
the university department responsible for such events shall provide public information
regarding event status.
Weather or Event Essential Personnel
Individual departments are responsible for designating “weather or event essential
personnel” and ensuring that all such employees are aware of their responsibilities.
Departments may develop and implement additional policies concerning requirements
for “weather or event essential personnel” during periods of inclement weather, consistent
with this policy.
Compensation for Weather or Event Essential Personnel
Non-exempt staff designated as weather or event essential personnel who report to
work at their scheduled time when the university is closed due to inclement conditions
will receive inclement weather pay (IP) plus payment for all hours worked during that
period at an hourly rate equal to the maximum annual salary level for their position as stated in the university's appropriations
act or at time and one-half of their current rate, whichever is greater. This extra amount
will be paid through Period Activity Pay on the next scheduled payroll after transactions
are approved in Workday . The IP will be included on the payroll for the pay period
in which the inclement conditions occured.
Extra-help hourly employees designated as weather or event essential personnel will
receive IP if they were scheduled to work during the inclement weather event and will
also receive payment for all hours worked during that period at an hourly rate of
time and one-half of their current rate.
Instructions on how to process the inclement weather pay for non-exempt and extra-help
hourly employees will be provided by Benefits when each inclement weather event occurs.
Departments may adjust the work schedules of exempt classified and non-classified
employees who are designated as weather essential in response to inclement weather
situations.
Any employee who is designated as weather or event essential but does not work during
an inclement weather event will not receive additional compensation and will be charged
annual leave for the time missed or, with the approval of the supervisor, the employee
may elect to use “leave without pay” in lieu of “annual leave.”
Only employees designated as weather or event essential personnel will receive additional
compensation when the university’s operating status is affected by inclement weather.
Posting of Inclement Weather Information
The Chancellor, or their designee, will instruct the Office of University Relations
to post appropriate inclement weather information to the university’s web site – http://www.uark.edu, via the RazALERT emergency communications system – http://emergency.uark.edu, and through notification of local and regional media.
Class Cancellation
For additional guidance regarding cancellation of classes due to inclement weather,
including notification procedures for cancellations that occur during the work day,
please refer to Academic Policy 1858.10.
Final Examinations
In the event that the university is closed due to inclement weather or there is a
weather delay or early dismissal during a final examination day, the university will
reschedule any cancelled final examinations except online exams which will continue
as scheduled.
Weather Emergency Procedures
Please refer to Fayetteville Policies and Procedures 211.0 regarding weather emergency
procedures.
Revised April 3, 2023
Revised January 5, 2022
Reformatted for Web May 28, 2014
Revised November 6, 2014
Revised February 10, 2012
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October 25, 1989