Human Resources Policies

POLICY: Weather / Transportation / Emergency Closing
Policy Number: HR-13
Effective Date: July 2002
Revisions: June 2002, July 2000
Responsible Officer: Associate Dean, Planning and Operations

PURPOSE:
This policy was established to define the College of Medicine's plan concerning work for employees during severe weather conditions and/or other conditions beyond the control of the College of Medicine that may affect College of Medicine operations.

I. POLICY:
It is the intention of the College of Medicine to remain open even under severe conditions. In the event that extreme weather conditions or an unusual event significantly disrupts transportation or causes suspension or closure of College of Medicine operations, the College of Medicine sets forth uniform standards.

II. ELIGIBILITY:
This policy applies to all College of Medicine faculty, professional, administrative and support employees.

III. DEFINITIONS:
Weather Emergency is defined as weather conditions such as floods, hurricanes or severe snowstorms. Transportation Emergency is defined as a power failure or other unanticipated disruption of transportation operations such as a public transportation (i.e., rail, bus) work stoppage.

Cancellation of Classes is defined as a decision by the Associate Dean, Planning and Operations and applies only to student obligations. Closing of the College of Medicine is defined as a decision of the Associate Dean, Planning and Operations based upon either a weather or transportation emergency. Non-Exempt as defined by the FLSA is a position that does not meet the requirement necessary to qualify for exemption and is subject to overtime and minimum wage provisions of the Act. Exempt as defined by the FLSA is a position not subject to provisions of the FLSA.

IV. PROCEDURES
A. The evaluation and declaration of a weather/transportation emergency will be made by the College of Medicine’s Associate Dean, Planning and Operations, or designee. The Associate Dean, Planning and Operations will determine if classes should be canceled and/or if the College of Medicine should be closed.

B. The Associate Dean, Planning and Operations, or designee will notify the Deans of each school, broadcast an announcement on the weather hotline (Center City/Queen Lane: 215-762-UNIV (8648)), initiate an alert on FOX TV 29 and KYW 1060 AM radio and/or update the College of Medicine Website (www.drexel.edu/med). Each location has a radio number - Center City is 185/Evening Division is 2185; Queen Lane is 213.

C. If classes are canceled, clinical, administrators and staff are still expected to report to work as usual, unless the College of Medicine is declared closed.

D. If the College of Medicine is closed, each school is responsible for notification to its own administrators, faculty and staff.

E. No employee may leave work during a declared weather/transportation emergency without the approval of the supervisor/manager.

F. Closure decisions based upon other conditions beyond the control of the College of Medicine, such as: fires, floods, earthquakes, power failures, and road blockages, will be dealt with based on the likelihood of the College of Medicine to operate effectively.

V. COMPENSATION
A. Exempt and non-exempt employees who do not report to work in a weather emergency when the College of Medicine remains open are permitted to utilize accrued vacation for the hours they were to have worked.

B. Non-exempt employees who report to work within two hours of their regular starting time will be paid for the entire shift; otherwise, the pay will be for the hours actually worked. Non-exempt employees who arrive more than two hours after the start of their regularly scheduled shift may charge the time not worked to vacation in order to receive pay for the entire shift.

C. Non-exempt employees required to work on a day when the College of Medicine is administratively closed [e.g., a snow day] will be paid straight time for that day plus twice their straight-time rate for any hours worked, whether or not any of the hours worked that day is in excess of the number of hours an employee usually works.

D. If non-exempt employees are requested to remain beyond their normally scheduled quitting time, pay for the time worked is calculated according to the overtime policy. If non-exempt employees are required to sleep at the College of Medicine to ensure coverage, they will be paid straight time for the hours off duty.

E. Non-exempt employees who receive permission from their supervisor/manager to be released from duty prior to the completion of their scheduled shift during a weather/transportation emergency will be paid for the hours actually worked or may charge the time not worked to vacation in order
to receive pay for the entire shift.

F. Exempt employees will not have their pay reduced because of lateness caused by a weather/transportation emergency.

G. Exempt employees who are able to perform work duties at their homes may do so with permission of the supervisor. In this case the employee will continue to be paid normally.

H. Exempt and non-exempt employees calling in sick prior to or during a weather/transportation emergency may be required to provide written heath care provider's documentation of proof of illness and/or be cleared by Employee Health to return to work.

Additional Information: Inquiries regarding this policy can be directed to the Human Resources
Department.