Weather Emergency Policy

SCOPE AND PURPOSE

This policy applies to all faculty, employees and students of Thomas Jefferson University. It defines the specific expectations and responsibilities of members of the University community in the event of a weather emergency and establishes the measures which will be implemented to minimize the impact of such an emergency on normal operations.

POLICY

As an academic health care center, Thomas Jefferson University has an unique responsibility to the community. During periods of extreme inclement weather, the Universitys primary objective is to maintain essential operations, especially in the Health Services Division which may encounter increased demands. At the same time, the University is concerned for the safety of faculty, employees and students who may face transportation problems during such periods. Therefore, in the event of a weather emergency, the University shall implement procedures which ensure adequate staffing levels while also making reasonable allowances for transportation difficulties.

PROCEDURE

1. The President or his designee shall declare a Weather Emergency when required, based on an assessment of weather and travel conditions. The Weather Emergency shall apply to all divisions of the University.
2. The Associate Vice President for Human Resources shall be responsible for coordination of all communications related to the weather emergency.
3. Department Heads shall advise all faculty and employees of their status as either designated personnel or non-designated personnel during a weather emergency. Specific criteria for the designated personnel status may vary from department to department, but will be based primarily on the relationship of the individual to the direct provision and maintenance of essential services.
4. In the event of a declared Weather Emergency, the following shall apply:
   1. Designated personnel are required to report to work in the event of an announced weather emergency.
   2. Non-designated personnel who encounter transportation or other weather-related problems may use a vacation or personal day for time taken off during weather emergencies.
   3. The decision regarding cancellation of classes will be made by the Dean of each academic division. Scheduled classes will be held for all M.D. and Ph.D. students regardless of weather conditions. All third and fourth year M.D. students are expected to report for their scheduled clinical assignments.
5. A toll-free University Hotline (800-858-8806) will provide a recorded message with complete weather emergency information, including staffing requirements, class cancellations, and schedule changes for special events.

ATTENDANCE AND COMPENSATION ISSUES

1. Absences of designated personnel during a weather emergency are without pay, but will not be considered a chargeable incident under the Universitys attendance policy.
2. Non-designated personnel who are unable to report to work during a weather emergency because of transportation or other weather-related conditions may be paid for the time missed if they elect to use accrued vacation and/or personal time. The absence(s) will not be considered a chargeable incident under the Universitys attendance policy.
3. Sick leave shall not be available for compensation for an absence during a weather emergency unless the individual was on sick leave the prior scheduled work day, or provides a physicians certificate specifying illness on that date. In either case, the individual must also meet all eligibility criteria for sick leave.
4. In the event an individual is required to remain on University premises during a weather emergency, compensation for any non-working time will be in accordance with applicable law.
5. Occasionally, worsening travel conditions will result in a decision by Administration to permit an early dismissal of non-designated personnel. Such decisions will be applied on a University-wide basis. The lost time will be paid and will not be chargeable to vacation or personal time. Likewise, late arrivals because of transportation problems during a weather emergency will be excused and paid without charge to vacation or personal time.
6. Note: This policy shall serve as a guideline for attendance/compensation decisions in the event of other comparable emergency situations.

INTERPRETATION

Any questions or concerns regarding the intent and application of this Policy shall be resolved by the Associate Vice President for Human Resources.