Fayetteville Policies and Procedures 210.0

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

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.
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 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. 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 and Emergencies, this general expectation is subject to each employee’s exercise of prudent judgment regarding their personal safety under the circumstances . Each employee, therefore, must exercise prudent judgment on whether it is possible to report to work consistent with such considerations. Subject to all other provisions of this policy, benefits eligible employees who do not report to work because of Inclement Weather or an Emergency when the university is open 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 Inclement Weather or an Emergency.

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. 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.
  1. 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.
  2. 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 or an emergency 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.
  3. No examinations for courses designated as on-campus shall be administered while the campus is closed for inclement weather or an emergency.
  4. Online classes will continue as scheduled. All offices and regular business operations will open at the specified delayed time.
  5. 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 or Emergency.
  6. Employees who are not identified as Essential On-Site Weather, Emergency, and Event 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.
  7. 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. 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.
  8. 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 who miss work due to Inclement Weather or an Emergency will not be paid for time missed, unless the Inclement Weather or Emergency has affected the operating status of the University for the time they are scheduled to work
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 such an event, all remaining on campus day and evening classes will be cancelled after the specified time.
  1. 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.
  2. 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 or an emergency 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.
  3. No examinations for courses designated as on-campus shall be administered while the campus is closed for inclement weather or an emergency.
  4. 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.
  5. 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 or Emergency and followed consistently.
  6. Employees who are not identified as “weather or event essential 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 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 shifts beginning after the designated early dismissal time should not report to work.
  7. Essential On-Site Weather, Emergency, and Event Personnel are expected to remain at work as regularly scheduled, unless otherwise directed by their supervisor. 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.
  8. 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.
  9. Non-Exempt, Benefits Ineligible Personnel who miss work due to Inclement Weather or an Emergency will not be paid for time missed, unless the Inclement Weather or Emergency has affected the operating status of the University for the time they are scheduled to work.
Campus Closure:
In the event of a “Campus Closure,” all on campus day and evening classes will be cancelled.
1. 1. 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.
  2. 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 or emergency 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 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 emergency without penalty.
  3. No examinations for courses designated as on-campus shall be administered while the campus is closed for inclement weather or an emergency.
  4. 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.
  5. 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 generally should not result in failure to perform vital remote work.
  6. If Inclement Weather or Emergency conditions warrant a decision to cancel on campus classes and close offices and regular business operations, personnel will continue the vital operations of the University either remotely or at their job site utilizing the following practices:
    1. Exempt Personnel
      - All Exempt Personnel are to work, 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 if possible consistent with prudent judgement.
      - Exempt Personnel who are not designated as Essential On-Site Weather, Emergency, and Event Personnel are to work remotely if possible.
    2. Non-Exempt, Benefits Ineligible Personnel
      - 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 who miss work due to inclement weather or an emergency will not be paid for time missed, unless the inclement weather or emergency has affected the operating status of the University for the time they are scheduled to work. Work Study students are ineligible for this payment per federal regulations.
      - Non-Exempt, Benefits-Ineligible Personnel who normally work remotely are to continue to do so, if possible, with no additional compensation or time off.
      - 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
      - All Non-Exempt Benefits Eligible Personnel are to work, 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 if possible consistent with prudent judgement. Non-Exempt, Benefits Eligible employees who report to work at their scheduled time when the university is closed 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 a closure will be charged the full amount of time that they are absent. Disciplinary action may occur, as well.
      - Non-Exempt, Benefits Eligible Personnel who are not designated as Essential On-Site Weather, Emergency, and Event Personnel are to work remotely, if possible, and will not receive additional compensation or time off.
      - 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, 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, if possible consistent with prudent judgement. Supervisors may not require any other Graduate Assistants 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.
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. 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.
Additional Information
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.
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 closure 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.
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 campus closure due to Inclement Weather or Emergency, the Provost shall provide guidance for instructors on learning continuity.
Final Examinations
In the event that the university is closed due to Inclement Weather or an emergency 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.

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