Weather Emergency Policy

Date: November 2023

Philosophy and Purpose: Decisions to declare weather emergencies are made by senior management including the Senior Vice President for Finance & Administration, Executive Director of Safety and Security and the Vice President for Human Resources. They take into consideration the timing, geographical scope, and severity of road and weather conditions, as well as the safety and well-being of students, staff and faculty.

Since the pandemic, many support and administrative staff are now prepared to work from home and are expected to do so. Employees whose presence on campus supports student safety and well-being (e.g., Facilities, Dining Service, Security, etc.) are deemed as “essential”. Employees whose positions are determined to be essential are notified of this status by their supervisor and whether they are expected to work if the College decides to alter working business hours or suspend normal operations due to a weather emergency. All employees should check with their managers to understand if during a specific weather emergency they are considered:

Group 1. “Essential” required to work on campus

Group 2. Can work successfully from home

Group 3. Are considered “non-essential” and are unable to work from home

Benefit eligible hourly employees:
...who were already scheduled for a vacation day, were not able to report due to illness or who voluntarily elected to not report to work due to concerns about the weather (using Vacation or Personal Emergency time) should record that time for the entire day regardless of declaration of a weather emergency, should record Vacation or Personal Emergency time in Workday for the remainder of their regularly scheduled shift.

Essential Employees (Group 1):
...who are required to "WORK" on campus AFTER the weather emergency was declared:

Record hours worked during the weather emergency in Workday with the time entry type "Weather Emergency Essential on campus". These hours will be paid double rate of pay.
If your supervisor determines that your essential duties are complete and send you home, record the remainder of your regularly scheduled hours with the time entry type "Weather Emergency Non-Essential".

Essential Employees (Group 1):
...who "DID NOT WORK" AFTER the weather emergency was declared:

If the weather emergency was declared before the start of your shift, and you did not report to work at all, select the time entry type Vacation or Personal Emergency time * for all your scheduled hours.
If a weather emergency with a delayed start time is declared and you decide not to come to work at all, select the time entry type Vacation or Personal Emergency time * for all your scheduled hours.
If the weather emergency was declared mid-day, record the actual hours worked (up until the emergency with the time entry type "Hours Worked". If you elect not to work after the weather emergency is declared, select the time entry type Vacation or Personal Emergency time * for your scheduled hours that fall AFTER the emergency was declared.
If your supervisor determines that your essential duties are complete and sends you home, record the remainder of your regularly scheduled hours with the time entry type "Weather Emergency Not Essential on Campus (Worked - Regular Rate)".

Non-Essential Employees (Group 2):
...who are NOT required to "WORK" on campus AFTER the weather emergency was declared but either continue to work on campus by choice or had the ability to work from home.

Record hours worked during the weather emergency with the time entry type "Weather Emergency Not Essential on Campus Worked." These hours are compensated at the normal hourly rate and are not eligible for the double rate of pay.

Non-Essential Employees (Group 3):
...who DID NOT WORK on campus after the weather emergency was declared and could not work from home.

If the weather emergency was declared before the start of your shift select the time entry type "Weather Emergency Non-Essential" for your scheduled hours.
If the weather emergency was declared midday, record actual hours worked up until the weather emergency as "Hours Worked". Record scheduled hours after the weather emergency was declared with the time entry type "Weather Emergency Non-Essential".

Essential employees working on campus during a weather emergency will receive a double rate of pay for all hours worked. If working more than regularly scheduled hours, the employee will receive double-time pay for all hours worked after the emergency was declared. For example, if an employee is regularly scheduled to work an 8-hour shift and a weather emergency is declared before their shift begins and then works 10 hours, they should record 10 hours as Weather Emergency Essential on Campus. Essential employees unable to report to work as scheduled should use Vacation or available Personal Emergency time*.

Employees required to work overtime during a weather emergency will receive any additional pay according to normal practices. Supervisors may require that cas

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Weather Emergency Policy

Support Staff (Hourly/Non-Exempt)

Casual Hourly Employees

Student Employees

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