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Weather And Emergency Communication

Overview

There are times when extreme weather or other emergency situations impact campus and decisions need to be made for the safety and well-being of students, staff, and faculty.  This policy outlines the policies around those decisions and processes that result in communication to keep safety as a priority.

Definitions

Extreme weather: weather conditions that make work on campus or travel to/from campus unsafe.  Each season has different examples of what could be considered extreme weather.

Emergency situations: circumstances that may create safety concerns for students, staff, or faculty on campus or beyond.  Emergency response teams on campus would be activated.

Exempt: classification of employees that are paid a set level of compensation and are not eligible for overtime pay regardless of hours worked.

Non-exempt: classification of employees that are paid hourly and are eligible for overtime compensation if the total hours worked in a week are over 40.

 Responsibilities

Employee: to receive and respond to communications as well as to support the needs of campus requested in the case of weather or emergency situations.

Vice President for Academic Affairs: consult with VP of Finance and Administration and the Vice President of Student Development to determine how the college will respond in the case of extreme weather or emergency situations to preserve the safety and well-being of students, faculty, and staff.

Supervisors: communicate expectations with employees regarding their status as essential staff based on the situation which then translates into the expectation of their presence on campus or ability to leave in the case of extreme weather or an emergency situation.

Policy Details

Central College commonly has students in residence on campus, which makes it impossible to completely close the college in the case of winter weather, fires, power failures, or tornadoes. Even if classes are canceled and/or administrative departments of the college are closed, there are essential services that must continue to provide for the safety and welfare of the college’s resident student population, and employees in these areas are expected to work.

  1. Class cancellations and office closing announcements will be made through Central College communication networks including e-mail, voice mail, and central.edu.
  2. When the Vice President for Academic Affairs, in consultation with the Vice President for Finance and Administration and the Vice President for Student Development, closes administrative offices, staff members, except for essential services, will be excused from work and will receive pay according to the following guidelines:
      1. Supervisors will communicate with staff to notify them if they qualify as essential based on the situation at hand.
      2. Employees in essential positions (i.e., dining services, facilities, etc.) that must remain on campus to work in these situations will be paid double for hours worked after a closure through the end of the scheduled shift. This is due to the fact they are not able to leave and need to support campus regardless of extreme weather and/or emergency situations.
      3. Exempt and non-exempt staff members who are at work when the closing is announced and are released to go home will be paid for the remainder of their regularly scheduled hours.
      4. Exempt and non-exempt staff members whose work schedule begins during closing will not be required to report to work and will be paid for their regularly scheduled hours.
      5. Employees who have laptops and remote work capabilities will be expected to work remotely when possible. Non-exempt staff must report the hours worked.
      6. If an employee had scheduled vacation, but those circumstances are impacted by the weather or emergency situation, they should communicate with their supervisor to determine how to best handle the situation to determine if time off would still be needed or if the time can be returned to the employee’s bank for future use.
      7. Employees on Short Term Disability or FMLA will be paid per those policy guidelines.
  3. Supervisors and employees are expected to communicate with each other about the weather and plans for covering work duties when severe weather is anticipated. Should an essential staff employee not be able to work due to circumstances beyond their control, they will be paid like other employees.
  4. Employees will be permitted to exercise discretion with respect to the relative safety of travel to and from the workplace during extreme weather conditions.
  5. It is expected that employees will make every effort consistent with their own safety to be at work.
  6. If a staff member is unable to get to work, notification to their immediate supervisor is required.
  7. Staff members who do not come to work or leave the college at their own discretion due to inclement weather when administrative offices are not officially closed may take the time off without pay or use vacation time.

 

Last Revision Date: 4/18/2024

Policy Owner: Talent, Equity and Engagement Office