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November 19, 2010
The official College policy on extraordinary weather requires that normal operations be continued as much as possible. Essential services (i.e. heating/plumbing, electrical, grounds, university police, and health services) must be maintained in spite of severe weather. In the event of severe weather College employees working in these areas should remain on duty or report to work to avoid interruption of these essential services, unless directed or permitted to do otherwise by their supervisors.
Except in the most severe cases, all employees are expected to get to work. Employees who cannot get to work on time or at all, are expected to telephone their department supervisor to advise them of the situation in a timely manner. Should phone lines be tied up, employees should keep trying or leave a voicemail message.
The special telephone line will be maintained to advise employees of the latest conditions at and around the College. Employees are encouraged to call this number to get official updates regarding the weather (or other) emergency. The number for the weather and emergency line is 564-SNOW (7669).
Although only the Governor can close the College, under this policy the College President has the authority to take the following actions:
1) Cancel classes - when this decision has been made, absences of non-instructional employees on such days must be charged against compensatory time, vacation accruals or personal leave. Classified (i.e., clerical, maintenance, janitorial and university police) employees are given five personal days annually, to be used for personal business, religious observance or emergency and severe weather situations. Classified employee absences due to emergencies or inclement weather should first be charged against personal leave. Professional employees, librarians and management confidential employees should first charge such absences against vacation or holiday compensatory time.
2) Excuse reasonable tardiness - without charge to leave credits when in the opinion of the President extraordinary situations or weather conditions affect the arrival time of a large group of employees. Full day absences, however, can never be excused without charge to leave credits or payroll adjustment.
3) Authorize early departure of employees - with appropriate charges to leave accruals or payroll adjustment, when in the opinion of the President the situation warrants it or weather conditions could make transportation dangerous.
4) Direct the early departure of employees - without charge to leave accruals or payroll adjustment, when in the opinion of the President and with the prior approval of the Governor’s Office of Employee Relations, the situation warrants it or the weather is severe enough to make travel dangerous. This action is used rarely and in only the most extreme circumstances.
1) The Vice President for Business Affairs and the Facilities Director are responsible for monitoring weather reports and weather conditions for the College. In the performance of these duties, they will consult with the United States Weather Bureau, state, local and county police, and the Chief of University Police to monitor the effect of storm conditions on transportation to, from and on campus.
2) They will advise the President if reports indicate that weather conditions are likely to severely disrupt transportation and warrant administrative action.
3) The decision, if any, of the President under these circumstances may be one or some combination of the four options already discussed.
4) Communication of the President’s decision to the College community will be accomplished as follows:
a) If classes are to be canceled before the beginning of the instructional day, announcements will be made over radio and TV stations. A detailed message will be available on the weather and emergency line - 564-SNOW.
b) If classes are canceled after the beginning of the instructional day, the announcement will be communicated to Supervisors, Directors and Departmental Chairpersons by the appropriate Vice President and announcements will be made over radio, TV stations, email and voice mail. A detailed message will be available on the weather and emergency line - 564-SNOW.
c) If the President concludes that prevailing weather conditions justify the excuse of reasonable tardiness, employees and supervisors will be notified via email and voice mail.
For more information about Administrative Policies approved by Executive Council, please contact:
Sean Brian Dermody
Assistant to the Vice President for Administration
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2539
Fax: (518) 564-2540