611: Inclement Weather
Overview & Purpose
In view of the fact that many services provided by the University are required seven days a week on a twenty-four hour basis, the University will make every effort to remain open at all times. Certain employees are designated as “emergency employees” for making possible that 24-hour operation. Regardless of weather or other conditions, these employees must report to work as scheduled. In addition, employees who have responsibilities pursuant to an instructional continuity plan must fulfill those responsibilities in accordance with the plan regardless of weather-related conditions. When conditions dictate, the University may modify the normal work schedule of employees not designated as emergency employees by allowing remote work, authorizing early departures from work, excusing late arrivals to work, permitting the discretionary use of paid leave, or closing a part of the University.
Policy Statement & Scope
The University recognizes that transportation problems can result from severe weather and other conditions and will modify normal work schedules of employees not designated “emergency employees” as appropriate. Georgetown will use the federal government’s decision as a general guideline when considering whether to open or close all or part of the University during severe weather. A decision may vary between campuses and will depend on the University’s ability to provide for the on-campus safety of students, faculty, and staff, and on the ability to maintain adequate heat in University buildings. In addition, there can be specific instances where the D.C. government or local utility companies may request that all businesses in the District delay opening or close early to conserve power or to respond to another community emergency.
Procedures
Certain University employees have been designated as emergency employees and must report to work as scheduled at all times. In addition, certain employees must perform duties in connection with an instructional continuity plan. When an employee is hired, transferred, promoted, or changes status, it is important that the employee be advised of his/her status as it relates to this policy. Each Fall, department heads should review the Inclement Weather and Other Emergencies Policy with their employees and ensure that each employee knows and understands his/her status as it relates to the term “designated emergency employee.” A form is available for departments to use to notify employees of their status.
Notification of Change in Schedule
When parts of the University are to be closed or the work schedule modified with respect to employees not designated as emergency employees, the University will communicate the University’s operating status via HOYAlert (text message and voice message for subscribers) and a dated message on the weather line. Additional information may be posted to the University’s website. A weather line at (202) 687-7669 with a recorded message has been established for employees to call that will outline the University’s Plan related to the inclement weather or other emergency situation. The message on the weather line is the official University status.
Plan
- Open – Employees are expected to work as scheduled.
- Open with Liberal Leave and Instructional Continuity – Designated emergency employees must report to work on campus on time. All other employees are expected to work as scheduled, either on campus or remotely.
- Employees, including those working remotely, who are unable to maintain their normal work schedule should follow their department’s normal call-in procedure and use accrued paid leave, if appropriate.
- Hybrid employees who are scheduled to work on campus should check with their supervisor to determine their status for the day. Remote workers should work as originally scheduled.
- Open with Delayed Arrival, Instructional Continuity and Liberal Leave – Designated emergency employees must report to work on campus as instructed. All other employees, including those working remotely, are expected to report to work at the designated arrival time, will be paid for their scheduled hours and will not be required to use accrued leave for the period of delay.
- Employees, including those working remotely, who are unable to work should follow their department’s normal call-in procedure and use accrued paid leave, if appropriate.
- Hybrid employees who are scheduled to work on campus should check with their supervisor to determine their status for the day. Remote workers should work as originally scheduled.
- Closed with Instructional Continuity; Essential Services for Campus Residents – Only designated emergency employees are expected to report to campus. Medical and Nursing School students with essential clinical assignments are to report for duty. All other employees should work remotely as scheduled, if possible.
- Employees unable to maintain their normal work schedule remotely due to childcare/school closures impacting their dependents or other related impacts should contact their managers.
- Closed with Instruction Suspended; Essential Services for Campus Residents – Only designated emergency employees are expected to report to campus. Medical and Nursing School students with essential clinical assignments are expected to report for duty. All other employees should work remotely as scheduled, if possible.
- Employees unable to maintain their normal work schedule remotely due to childcare/school closures impacting their dependents or other related impacts should contact their managers.
- Early Departure with Instructional Continuity; Essential Services for Campus Residents – Designated emergency employees must continue to work and report to work on time as scheduled. All other employees working on campus should depart by the designated departure time, will be paid for their scheduled hours and will not be required to use accrued leave for the period of early dismissal.
- Employees working remotely should continue to work as scheduled, if possible. Employees unable to maintain their normal work schedule remotely due to childcare/school closures impacting their dependents or other related impacts should contact their managers.
Responsibility
Each department must identify and notify its designated emergency employees, as well as those employees who are expected to work pursuant to an instructional continuity plan. Announcement of the decision to modify the work schedule or to close all or a part of the University with respect to employees not designated as emergency will be made by the Provost, Executive Vice President of each campus and coordinated, as necessary, by the Senior Vice President.
It will be the responsibility of each employee to secure information regarding the University’s posture during an individual inclement weather or other emergency situation. Employees with telework agreements shall consult their manager regarding work expectations during inclement weather.
Resources
For additional information, the following resources are available: