Fayetteville Policies and Procedures  210.0 

Inclement Weather, Emergencies, and Special Events—Campus Operations, Classes, and Personnel Obligations

1. Definitions

   “Essential On-Site Weather, Emergency, and Event Personnel” means all employees whose job responsibilities require that they work on-site during Inclement Weather, Emergencies, or events in order to maintain critical institutional functions (for example, access, supply chain, professional staff office, facilities, environmental services, nutritional services, etc.). Position restrictions in Workday should indicate whether the position is an essential on-site weather, emergency, or event position.
   
   "Inclement Weather” means the existence of extreme climatic conditions (i.e., unusually heavy rain, hail, snow, ice, high winds, extreme cold, or the like, or any combination thereof) substantially increasing the risk or difficulty of travel.
   
   “Emergency” means situations that pose an immediate risk to health, life, property, or environment relative to institutional work sites.
   
   

2. General Considerations

   In the event of Inclement Weather or Emergencies, 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 and Emergency conditions. In general, the university must continue certain on-campus operations during periods of Inclement Weather and Emergencies 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 Inclement Weather and Emergencies, as set forth in this policy. Therefore, the University may elect to shift to Inclement Weather/Emergency Operations, where on-campus operations deemed not inclement weather/emergency essential will operate in a remote status, utilizing the procedures detailed in Fayetteville Policies and Procedures 211.0.  Because many university operations continue 24 hours a day, seven days a week, this policy is applicable to all seven days of operation.
   
   The university generally expects all employees to make every reasonable effort to come to work on occasions when the university is open and not in Inclement Weather/Emergency Operations. Subject to all other provisions of this policy, benefits eligible employees who do not report to work because weather or emergency conditions  when the university is open and not in Inclement Weather/Emergency Operations 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.” Except for those whose positions require them to be present on campus regardless of weather or emergency conditions, absences due to Inclement Weather or an Emergency will be treated as an “excused absence.”  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 weather or emergency conditions.
   
   Units may develop and implement additional policies concerning requirements for Essential On-Site Weather, Emergency, and Event Personnel during periods of Inclement Weather, Emergencies, or events, so long as such supplemental policies are consistent with this policy and have been reviewed and approved at the Vice Chancellor level, in consultation with Human Resources and the Office of the General Counsel.
   
   In general, Inclement Weather and Emergencies may affect the operating status of the university in three possible ways as detailed below:

   1. Delayed Opening:

      During a delayed opening, university officials will publicly announce the specific time at which the University will open for normal on-campus operations.
      1. Normal university operations, including all academic classes and regular business operations, will open at the specified delayed time.
      2. 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 for normal on-campus operations.
      3. 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.
      4. Instructors may conduct classes designated as on-campus and scheduled to begin before the campus begins normal on-campus operations through synchronous distance instruction. Instructors shall not require a student to attend synchronously.  Any class designated as on-campus taught through synchronous distance instruction before normal on-campus operations begin 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 on a day when  the University has a delayed opening without penalty.
      5. No examinations for courses designated as on-campus shall be administered on a day when the campus has a delayed opening.
      6. Online classes will continue as scheduled.
      7. Exempt and non-exempt benefits eligible employees who are not identified as Essential On-Site Weather, Emergency, and Event Personnel may conduct work remotely during normal work hours 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 work start time begins after the delayed opening time should report to work as regularly scheduled.
      8. Employees who are designated as Essential On-Site Weather, Emergency, and Event Personnel should report by their regularly scheduled start time regardless of the announced delayed opening, unless advised otherwise by their supervisor.    Work starting and stopping time may be adjusted by the supervisor depending on the work needed during the inclement weather or emergency event. Non-Exempt, Benefits Eligible employees who report to work at their scheduled time before a delayed opening will receive inclement weather pay (IP), plus payment for all hours worked prior to the delayed opening, 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 Weather or Emergency occurred.  Essential On-Site Weather, Emergency, and Event Personnel that arrive 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.  Disciplinary action may occur, as well.
      9. Non-Exempt, Benefits Ineligible Personnel designated as Essential On-Site Weather, Emergency, and Event Personnel reporting to work as scheduled during Inclement Weather or an Emergency will receive Inclement Weather Pay 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.  Non-Exempt, Benefits Ineligible Personnel, including Work Study students, not designated as Essential On-Site Weather, Emergency, and Event Personnel may work remotely, if possible, and with supervisor approval.  Those who miss work due to Inclement Weather or an Emergency will not be paid for time missed.  
      10. Any overtime worked must be approved and reported as required by Section 5.3 of the Staff Handbook and UA Systemwide Policies and Procedures 440.8.

   2. 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.
      1. In such an event, all remaining on campus day and evening classes will be cancelled after the specified time.
      2. 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.
      3. Instructors may conduct classes designated as on-campus and scheduled to begin after the campus has ceased normal on-campus operations through synchronous distance instruction 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 or an emergency 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 or an emergency without penalty.
      4. No examinations for courses designated as on-campus and scheduled to begin after the campus has ceased normal on-campus operations shall be administered while the campus is closed for inclement weather or an emergency.
      5. Online classes will continue as scheduled.
      6. Normal university operations, including all academic classes and regular business operations, will commence at the regularly scheduled time on the next work day.
      7. Exempt and non-exempt benefits eligible employees who are not identified as Essential On-site Weather Emergency and Event Personnel  will be dismissed to go home and will not be charged any leave for the balance of the employee’s work day, and may conduct work remotely through the end of normal work hours 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. Employees who have not been identified as Essential On-Site Weather, Emergency, and Event Personnel who have work start times beginning after the designated early dismissal time should not report to work.
      8. Essential On-Site Weather, Emergency, and Event Personnel are expected to remain at work as regularly scheduled, unless otherwise directed by their supervisor. Work starting and stopping time may be adjusted by the supervisor depending on the work needed during the inclement weather or emergency event. Non-Exempt, Benefits Eligible employees who remain at work after an early dismissal will receive inclement weather pay (IP), plus payment for all hours worked after an early dismissal, 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 Weather or Emergency occurred. Essential On-Site Weather, Emergency, and Event Personnel that leave before their scheduled departure time will be charged the full amount of time that they are absent, and employees not coming to work will be charged a full day’s absence. Disciplinary action may occur, as well.
      9. Non-Exempt, Benefits Ineligible Personnel designated as Essential On-Site Weather, Emergency, and Event Personnel reporting to work as scheduled during Inclement Weather or an Emergency will receive Inclement Weather Pay 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.
      10. Non-Exempt, Benefits Ineligible Personnel, including Work Study students, not designated as Essential On-Site Weather, Emergency, and Event Personnel may work remotely, if possible, and with supervisor approval.  Those who miss work due to Inclement Weather or an Emergency will not be paid for time missed.
      11. Any overtime worked must be approved and reported as required by Section 5.3 of the Staff Handbook and UA Systemwide Policies and Procedures 440.8.

3. Full-day Inclement Weather/Emergency Operations:

   In the event that the campus decides to shift to a full day of Inclement Weather/Emergency Operations , all on campus day and evening classes will be cancelled.
   1. All offices and regular business operations will operate remotely under inclement weather/emergency operations, if possible.  
   2. 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.
   3. Instructors may conduct classes designated as on-campus through synchronous distance instruction while the campus where the course is normally taught has shifted to inclement weather/emergency operations but shall not require a student to attend synchronously.  Any class designated as on-campus taught through synchronous distance instruction while the campus has shifted to inclement weather/emergency operations 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 when the University has shifted to  inclement weather/emergency operations without penalty.
   4. No examinations for courses designated as on-campus shall be administered while the campus has shifted to  inclement weather/emergency operations .
   5. Online classes will continue as scheduled.
   6. Normal university operations, including all on-campus academic classes and business operations, will commence at the regularly scheduled time on the next work day.
   7. To the extent practical, employees are expected to reasonably anticipate Inclement Weather and to prepare to work remotely by, for example, bringing their assigned laptop computer or other work assignment home. Although a power outage or other circumstances might possibly hinder certain tasks from being accomplished remotely, Inclement Weather or an emergency generally should not result in failure to perform vital remote work.
   8. If Inclement Weather or Emergency conditions warrant a decision to cancel on-campus classes and shift to Inclement Weather/Emergency Operations , personnel will continue the vital operations of the University either remotely or at their job site utilizing the following practices:
      1. Exempt Personnel
         • Exempt Personnel who normally work on campus and are not designated as Essential On-site Weather, Emergency, and Event Personnel are to work remotely, if possible, with no additional compensation or time off to continue the vital operations of the University.
         • Exempt Personnel who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
         • Exempt Personnel who are designated as Essential On-Site Weather, Emergency, and Event Personnel are to report to their job site with no additional compensation. Required attendance may be adjusted by the supervisor depending on the work needed during the inclement weather or emergency event.
         • Essential On-Site Weather, Emergency, and Event Personnel who are absent during when the University is operating under inclement weather/emergency procedures will be charged the full amount of time that they are absent. Disciplinary action may occur, as well.
      2. Non-Exempt, Benefits Ineligible  Personnel
         • Non-Exempt, Benefits Ineligible Personnel who normally work on campus and are not designated as Essential On-site Weather, Emergency, and Event Personnel are to work remotely, if possible during normal work hours and with supervisor approval, with no additional compensation or time off to continue the vital operations of the University.
         • Non-Exempt, Benefits-Ineligible Personnel who normally work remotely are to continue to do so, if possible, during normal work hours with no additional compensation.
         • Non-Exempt, Benefits Ineligible Personnel designated as Essential On-Site Weather, Emergency, and Event Personnel reporting to work as scheduled during Inclement Weather or an Emergency will receive inclement weather pay 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. Work starting and stopping time may be adjusted by the supervisor depending on the work needed during the inclement weather event.
         • Essential On-Site Weather, Emergency, and Event Personnel who are absent when the University is operating under inclement weather/emergency procedures may face disciplinary action.
         • Non-Exempt, Benefits Ineligible Personnel, including Work Study students, who miss work due to inclement weather or an emergency will not be paid for time missed.
         • Any overtime worked must be approved and reported as required by Section 5.3 of the Staff Handbook and UA Systemwide Policies and Procedures 440.8.
      3. Non-Exempt, Benefits Eligible Personnel
         • Non-Exempt Benefits Eligible Personnel who are not designated as Essential On-site Weather, Emergency, and Event Personnel are to work remotely, if possible, to continue the vital operations of the University.
         • Non-Exempt, Benefits Eligible Personnel who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
         • Non-Exempt, Benefits Eligible Personnel who are designated as Essential On-Site Weather, Emergency, and Event Personnel are to report to their job site. Work starting and stopping time may be adjusted by the supervisor depending on the work needed during the inclement weather or emergency event.  Non-Exempt, Benefits Eligible employees who report to work at their scheduled time when the university has shifted to inclement weather/emergency operations will receive inclement weather pay (IP), plus payment for all hours worked, 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 Weather or Emergency occurred. Essential On-Site Weather, Emergency, and Event Personnel who are absent during when the University is operating under inclement weather/emergency procedures will be charged the full amount of time that they are absent. Disciplinary action may occur, as well.
         • Any overtime worked must be approved and reported as required by Section 5.3 of the Staff Handbook and UA Systemwide Policies and Procedures 440.8.
      4. Graduate Assistants
         Generally, all Graduate Assistants are to work remotely, if possible, with no additional compensation or time off, to continue the essential operations of the University.
         • Graduate Assistants who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
         • Graduate Assistants who are designated as Essential On-Site Weather, Emergency, and Event Personnel are to report to their job site.  Supervisors may not require any Graduate Assistant not so designated to report to their job site.
         • Graduate Assistants who serve as instructors of record in credit courses, including labs and drills, must ensure compliance with the federal definition of the credit hour (APS 1200.40) and are expected to make up missed class time using recorded lectures, assignments, readings, instructional materials, or other alternative forms of instruction.
         • Regardless of whether remote work is possible, supervisors of Graduate Assistants with teaching support, research, or administrative assignments may not require Graduate Assistants to make up previously scheduled work hours once normal on-campus operations resume.  If no standard work schedule exists, supervisors shall not require a Graduate Assistant to work more than a pro-rated portion of their total weekly work commitment within the remaining days of the week that the campus resumes normal on-campus operations.  No required work hours may be deferred into a future week due to a suspension of normal on-campus operations.  No work hours may be required on a weekend unless specifically noted in the Graduate Assistant’s offer letter as part of their normal work assignment.

4. Weekends/Holidays

   If inclement weather occurs during a weekend and/or university holiday, university officials will determine if a delayed opening, early dismissal or shift to inclement weather/emergency operations is necessary. Personnel will follow the appropriate procedures (as listed above) for the respective situation.
   
   

5. 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 when the university has shifted to inclement weather/emergency operations. 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.
   
   

6. Payment Processing; Work Schedule Adjustments

   Instructions on how to process the Inclement Weather or Emergency pay for non-exempt and extra-help hourly employees will be provided by Payroll when each Inclement Weather event occurs.
   
   Units may adjust the work schedules of exempt employees who are designated as weather essential in response to Inclement Weather situations.
   
   

7. 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.
   
   Whether there will be a delayed opening, early dismissal, or shift to  inclement weather/emergency operations for Northwest Arkansas locations will be determined under Fayetteville Policies and Procedures 211.0.  For satellite locations outside of Northwest Arkansas, the determination will be made by the senior on-site administrator for the location.
   
   

8. Class Cancellation

   For additional guidance regarding cancellation of classes due to Inclement Weather or Emergency, including notification procedures for cancellations that occur during the work day, please refer to Academic Policy 1858.10.  In the event of a prolonged period where the campus is under inclement weather/emergency  operations due to Inclement Weather or Emergency, the Provost shall provide guidance for instructors on learning continuity.
   
   

9. Final Examinations

   In the event that the university shifts to  inclement weather/emergency  operations or there is a delayed opening or early dismissal during a final examination day, the university will reschedule any cancelled final examinations, except those in online courses, which will continue as scheduled.
   
   

10. Weather Emergency Procedures

    Please refer to Fayetteville Policies and Procedures 211.0 regarding weather emergency procedures.

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