Fayetteville Policies and Procedures 210.0

Inclement Weather and Emergency Operations Policy

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 Implementation Procedures detailed 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.
Definitions
“Essential On-Site 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-Personnel 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.

“Essential Operations Pay” means the rate of pay that Non-Exempt, eligible employees who are classified as Essential On-Site Personnel who report to work on-site during inclement weather or emergencies will receive. Essential Operations Pay shall equal a rate of one and one-half times an Essential On-Site Personnel’s regular rate of pay. Essential Operations Pay is paid instead of, rather than in addition to, the employee’s regular pay.
Employee Responsibilities
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 of inclement weather or emergency conditions when the university is open and not in Inclement Weather/Emergency Operations will be charged “annual leave.” If the employee does not have sufficient annual leave for their absence, they will not be paid for any work day missed. 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.”

Benefits ineligible employees who do not report to work because of inclement weather when the University is open will not be paid for time missed. 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 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.

Absences due to inclement weather or emergency conditions will be treated as an “excused absence” only for employees who are not considered Essential On-Site Personnel.
Operating Status
1. The University may respond to inclement weather or emergency events by changing its operating status in one of three ways:
  1. Delayed start of classes and delayed opening of offices and services deemed not inclement weather/emergency essential.
  2. Early dismissal of classes and early closing of offices and services deemed not inclement weather/emergency essential.
  3. Cancellation of classes and shifting of on-campus operations deemed not inclement weather/emergency essential to a remote status.
2. The safety of students, faculty and staff and the integrity of university operations are the primary concerns when deciding on a response to inclement weather or emergency event.
  
  The following describes the general operating status of the university in an inclement weather/emergency event:
  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.
    
    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.
  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.
    
    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.
  3. Full Day Inclement Weather/Emergency Operations:
    In the event of a “Full Day Inclement Weather/Emergency Operations” all on-campus day and evening classes will be cancelled.
3. Weekends/University Holidays
  If inclement weather occurs during a weekend and/or a university holiday, university officials will determine if a delayed opening, early dismissal, or Full Day Inclement Weather/Emergency Operations: is necessary, as applicable to weekend/holiday operations. Non-weather essential personnel and Essential On-Site Personnel will follow the appropriate procedures for the respective situation.
  
  Important: For details regarding campus operational, academic, and employment changes and responsibilities during each type of operational status, please refer to the Implementation Procedures for this policy, available at the following link.
4. 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 Essential On-Site Personnel for the event 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.
Inclement Weather Monitoring and Determination of Operating Status
For inclement weather events, when inclement weather is forecast by the National Weather Service and/or local meteorologists, university officials designated as part of the Inclement Weather Group will begin monitoring weather conditions.

The Inclement Weather Group will be led by the Provost and Executive Vice Chancellor for Academic Affairs (Provost). Members of the Inclement Weather Group will include the Executive Vice Chancellor for Finance and Administration (who will lead the Inclement Weather Group in the Provost's absence), the Associate Vice Chancellor for Facilities, the Director of University of Arkansas Police Department (UAPD), the Director of Transit and Parking, the Associate Vice Chancellor for University Relations, the Vice Chancellor for Student Affairs, the Chair of the Staff Senate, and the President of the Associated Student Government, or their designated alternates. UAPD will maintain a current list of contact information for all group members and alternates.

Whether there will be delayed opening, early dismissal, or shift to inclement weather/emergency operations for Northwest Arkansas locations will be determined by this policy. For satellite locations outside of Northwest Arkansas, the determination will be made by the senior on-site administrator for the location.
Communications
Any decision to change the university’s operating schedule should be made and communicated to students, faculty, and staff as early as possible, with as much lead time as possible. University Relations staff will have primary responsibility for communicating a change in operating status due to an inclement weather or emergency event.

If the university remains operating on a normal schedule with no disruption of transportation services, generally no announcements will be made.
Student Impact of Operating Status Changes
1. Class Cancellation
  For additional guidance regarding cancellation of classes due to Inclement Weather or Emergency, including notification procedures for cancellations that occur during the workday, 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.
2. Final Examinations
  If 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.
Employee Impact of Operating Status Changes
1. Essential On-Site Personnel
  Individual departments are responsible for designating Essential On-Site Personnel and ensuring that all such employees are aware of their responsibilities.
2. Compensation for Essential On-Site Personnel
  Non-exempt staff designated as Essential On-Site Personnel who report to work at their scheduled time when the university is closed due to inclement conditions will receive Essential Operations Pay .
  
  Extra-help hourly employees designated as Essential On-Site Personnel will receive Essential Operations Pay if they work on site during the inclement weather event.
  
  Any staff employee who is designated as Essential On-Site Personnel for the inclement weather/emergency event but does not work during the event will not receive additional compensation and will be charged annual leave (as eligible) for the time missed or if there is insufficient annual leave or the employee is not eligible for annual leave, the employee will not be paid for the time not worked. Disciplinary action may occur, as well.
  
  Only non-exempt employees designated as Essential On-Site Personnel will receive additional compensation when the university’s operating status is affected by inclement weather.
  
  Exempt employees are not eligible for Essential Operations Pay.
3. 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
    1. Exempt Personnel who normally work on campus and are NOT designated as Essential On-Site Personnel are to work remotely, if possible, with no additional compensation or time off to continue the vital operations of the University.
    2. Exempt Personnel who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
    3. Exempt Personnel who are designated as Essential On-Site Personnel are to report to their job site with no additional compensation.
    4. Exempt Essential On-Site Personnel who are absent for a workday when the University is operating under inclement weather/emergency procedures will be charged the full amount of leave time that they are absent; if they do not have adequate leave available for the workday missed, the employee will not be paid for the day. Disciplinary action may occur, as well.
  2. Non-Exempt, Benefits Eligible Personnel
    1. Non-Exempt Benefits Eligible Personnel who are NOT designated as Essential On-Site Personnel are to work remotely, if possible, to continue the vital operations of the University.
    2. Non-Exempt, Benefits Eligible Personnel who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
    3. Non-Exempt, Benefits Eligible Personnel who are designated as Essential On-Site Personnel are to report to their job site. 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 Essential Operations Pay. Essential On-Site Personnel who are absent when the University is operating under inclement weather/emergency procedures will be charged the full amount of leave time that they are absent. Disciplinary action may occur, as well.
    4. 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 Ineligible Personnel
    1. Non-Exempt, Benefits Ineligible Personnel who normally work on campus and are NOT designated as Essential On-Site 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.
    2. 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.
    3. Non-Exempt, Benefits Ineligible Personnel designated as Essential On-Site Personnel reporting to work as scheduled during Inclement Weather or an Emergency will receive Essential Operations Pay.
    4. Non-Exempt, Benefits Ineligible Essential On-Site Personnel who are absent when the University is operating under inclement weather/emergency procedures may face disciplinary action.
    5. Non-Exempt, Benefits Ineligible Personnel, including Work Study students, who do not report to work due to inclement weather or an emergency will not be paid for time missed.
    6. 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.
    1. Graduate Assistants who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
    2. Graduate Assistants who are designated as Essential On-Site Personnel are to report to their job site. Supervisors may not require any Graduate Assistant not designated as Essential On-Site Personnel to report to their job site.
    3. 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.
    4. 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.
Pay, Payment Processing, Work Schedule Adjustments
1. Pay
  1. Essential Operations Pay is one- and one-half times the regular rate of pay for non-exempt Essential On-Site Personnel.
  2. Payment Processing
    For Essential Operations Pay, designated Essential On-Site Personnel should use the time type “Inclement Weather/Emergency Operations” when reporting the time worked while in Inclement Weather/Emergency Operations status.
    
    For staff not identified as Essential On-Site Personnel, non-exempt employees who cannot work remotely, should use the time off type “Inclement Weather/Emergency Operations.”
    
    Any employee, other than Essential On-Site Personnel, who can work remotely but does not do so shall be charged Annual Leave for any time missed due to inclement weather or emergency operations. If the employee does not have sufficient Annual Leave, LWOP will be applied and will be treated as an excused absence.
2. Work Schedules
  Work schedules may be adjusted for both exempt and non-exempt employees by the supervisor depending on the work needed in response to Inclement Weather/Emergency situations, provided applicable legal requirements are met.

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