Policy Management 
    
    Jun 20, 2018  
Policy Management
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HR 5.07pr - Suspended Operations : Procedure


SUMMARY/SCOPE
Details pertaining to college and employee leave procedures during suspended or limited operations.

PROCEDURE DETAILS
I.     Declaration of Suspended Operations:

The President of the college or their designee will determine when emergency conditions (including inclement weather) require suspension of all or part of the college operations. The President will also determine when emergency conditions require suspension at satellite locations separate from the main campus. With prior approval from the President, satellite locations may follow closure notices from other sources, such as nearby school districts. When the President suspends operations, this procedure governs all employees.

II.    Notification Procedures. 

Notification to affected employees will be made by some or all of the following methods:

A.    Triton Alert will automatically be sent to the employee’s college email address. 

B.    Triton Alert will be sent to the employee’s personal mobile device if the employee has opted-in to receive messages from the Triton Alert - Emergency Notification System. Employees may also request that notification be sent to their personal email address.

C.    Personal communication by the immediate supervisor if the emergency occurs during working hours.

D.    Information may also be posted on the college web site.

E.    College Relations and Advancement may provide official notification to “FlashAlert Newswire and Messenger” to advise local media of suspended operations and all other updates.

III.    General Provisions:

A.    At the college’s discretion, the employee may be reassigned to a similar position at a location within a reasonable commute distance from the non-operational location during the suspended operation.

B.    Employees required to work during a late start, early closure, or total suspended operations will be considered “essential personnel” and notified by their supervisors as soon as possible after the college announces the late start, early closure or suspended operations. The Human Resources office will work with supervisors to identify potential essential employees and note this in the employee’s position description. ”Essential personnel” will be required to work depending on the type of emergency condition.

C.    All employees scheduled but not required to work during a late start, an early closure, or total suspended operations will have no loss in pay for all late starts, early closures, and the first day of total suspended operations. Academic employees scheduled to work when classes are cancelled but the college remains open will have no loss in pay for the first day of cancelled classes.

IV.    If classes are cancelled, but the college is open, the following provisions will apply:

A.    Classified employees are expected to report to work unless otherwise specified in the announcement. If they are not required to report to work, they will follow the provisions of the CBA Article 17.

B.    Exempt employees are expected to report to work unless otherwise specified in the announcements. Exempt employees who cannot come in must notify their immediate supervisor as soon as possible. Exempt employees who are absent must either take annual leave, leave without pay, personal holiday, or make up the work with approval from their immediate supervisor.

C.    Full-time and part-time academic employees not reporting to work when the college is open but classes are cancelled, shall be governed by the following provisions:

1.    After the first full day of cancelled classes, academic employees who are not at work will fill out a leave form upon their return and choose one of the following:

a.  Emergency leave (deducted from sick leave)

b.  Leave without pay

c.  Other - stating “work completed at home.” (This is not deducted from the leave balance.)

D.    Student and hourly employees scheduled to work on a day when classes are cancelled but the college remains open should contact their supervisor to find out if they should report to work.  Supervisors have the latitude to shift student and hourly schedules, as necessary, to make up lost hours.

V.    When all college operations are suspended, the following provisions will apply:

A.    Classified employees will follow the CBA Article 17.

B.    After the first full day of suspended operations, exempt employees may use accrued annual leave, accrued sick leave, personal holiday, take leave without pay, or arrange with their supervisor to make up lost time because of the closure.

C.   After the first full day of suspended operations, academic employees shall choose one of the following provisions:

1.    Accrued annual leave

2.    Accrued sick leave

3.    Leave without pay

4.    Other - stating “work completed at home.” (This is not deducted from the leave balance).  

D.    Student and hourly employees do not report to work.  Supervisors have the latitude to shift student and hourly schedules, as necessary, to make up lost hours.

VI.    If the college is open and classes are not cancelled, but the employee is unable to report to work or remain at work because of severe inclement weather, conditions caused by severe inclement weather, or natural disaster the following provisions will apply:

A.    Classified employees will follow the CBA Article 17.3.

B.    Exempt employees may use accrued annual leave, accrued sick leave, personal holiday, take leave without pay, or arrange with their supervisor to make up lost time because of the inability to report to work.

C.    Academic employees shall choose one of the following:

1.    Accrued annual leave

2.    Accrued sick leave

3.    Leave without pay

4.    Other” - stating “work completed at home.” (This is not deducted from the leave balance).  

D.    Student and hourly employees should notify their supervisor.  Supervisors have the latitude to shift student and hourly schedules, as necessary, to make up lost hours.

RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

SOURCE INFORMATION
WPEA CBA Article 17

WPEA CBA Article 17.3

CONTENT OWNER. The primary responsibility for this policy belongs to:
Vice President for Human Resources

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Vice President for Human Resources

REVIEW PERIOD
Three years.

REVIEW HISTORY
2018-Jan 08  Approved by President’s Cabinet

1999-Oct  Revised and combined with 6.3.600 R102

1992-Dec 17  Revised

1987-Jun 08  Approved



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