611: Inclement Weather

Statement

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 permitting early departures from work, by excusing late arrivals to work, by permitting the discretionary use of paid leave, or by closing a part of the University.

Philosophy

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 snow and ice storms. 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 Pepco, for example, requests 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 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 telephone weather hot line. Additional information may be posted to the University’s website. A telephone weather line at 202-687- SNOW (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 telephone line is the official University status.

Plan

Open – HOYAlert and the telephone line will state that Georgetown University is open.

Open with Liberal Leave and Instructional Continuity – HOYAlert and the telephone line will identify campuses that are Open with Liberal leave in effect. Classes will begin at their normal times. Designated emergency employees must report to work on time, and employees who are required to work pursuant to an instructional continuity plan must do so. All other employees may report up to two hours after their normal scheduled start time or may choose not to report to work. Employees who do not report to work may use their accrued paid leave for their regularly scheduled time, and must follow their department’s normal call-off procedure. Employees who report within two hours of their normal start time will be paid for those hours.
Open with Delayed Arrival, Instructional Continuity and Liberal Leave – HOYAlert and the telephone line will identify campuses that are Open with Delayed Arrival, Instructional Continuity and Liberal Leave in effect, and designate a start time. All designated emergency employees must report to work on time, and employees who are required to work pursuant to an instructional continuity plan must do so. All other employees may report to work at the designated start time and will be paid for their regular hours of work. Employees who do not report to work may use their accrued paid leave for their regularly scheduled time, and must follow their department’s normal call-off procedure.
Closed with Instructional Continuity; Essential Services for Campus Residents – Should it be necessary for any campuses to close, HOYAlert and the telephone line will identify campuses that will be closed for non-emergency employees. Designated emergency employees must report to work, and employees who are required to work pursuant to an instructional continuity plan must do so. Medical and Nursing School students with essential clinical assignments are to report for duty. Employees who are excused from work due to the closing will receive their regular compensation for the time lost due to the closing.
Closed with Instruction Suspended; Essential Services for Campus Residents – Should it be necessary for any campuses to close and for classes to be cancelled, HOYAlert and the telephone line will identify the campuses that will be closed for non-emergency employees and will state that classes are cancelled. Designated emergency employees must report to work. Medical and Nursing School students with essential clinical assignments are to report for duty. Employees who are excused from work due to the closing will receive their regular compensation for the time lost due to the closing.
Early Departure – When a decision is made to permit early departures, employees will be paid for the authorized excused hours. Employees who are required to work pursuant to an instructional continuity plan must do so. Designated emergency employees must report to work on time and continue to work as scheduled.
Evening Classes – The decision to cancel evening on-site instruction will be made by the Executive Vice President of each campus and that decision will be communicated.

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.

Resources

University Human Resources.