Inclement Weather General Policy and Procedure

Chapter 3035

Revised January 31, 2003

Table of Contents

.010 Purpose

.020 Procedures for Issuing a Declaration of Inclement Weather

.030 KSU Procedures for Issuing a Declaration of Inclement Weather

.040 General Policy

.045 No Declaration of Inclement Weather Issued

.050 Questions

As a condition of employment, all employees of Kansas State University, whether of the main campus or at area extension offices, experiment stations, centers and fields, or instructors of off-campus courses, are expected to work at their assigned times and schedules regardless of weather conditions. It is recognized that severe weather conditions may prevent employees from reporting to work or cause some to report late, or require others at work to depart earlier than scheduled.

.020 Procedures for Issuing a Declaration of Inclement Weather

A Declaration of Inclement Weather may be made in the following manner:

A. The Governor may issue a Declaration of Inclement Weather for the entire State; or, as is more likely to be the case, for one or more geographic areas of the State. The Declaration will specify the area or areas covered, and the beginning and ending times of the Declaration.

If a Declaration of Inclement Weather is issued by the Governor, the Governor's Office will communicate the Declaration to employees via the local news media.

B. The President of Kansas State University as the agency head may issue a Declaration of Inclement Weather for the agency when the agency is located outside Shawnee County and the Governor has not issued a Declaration for that location.

The head of a state agency may issue a Declaration of Inclement Weather for an area or areas outside Shawnee County when the agency has operations in that area or those areas and the Governor has not issued a Declaration for that area or those areas.

A. In preparation for recommendation to the President, the Vice President for Administration and Finance shall make an assessment of weather conditions, including snow removal, streets and sidewalks, hazards to employees traveling to and from the campus, and ability to provide energy. These observations shall be reported and a recommendation made to the President of the University.

B. During normal working hours, the President of the University shall advise the Vice President for Administration and Finance of the decision. The Vice President shall be responsible for disseminating information to campus offices on weather emergencies.

C. In all instances, the President of the University shall notify the Assistant Vice President for University Relations, who is responsible for notifying media outlets of weather decisions. The Assistant Vice President for University Relations also is responsible for utilizing campus information services so that students are informed of weather decisions in a timely manner. Employees and students shall be encouraged to listen to local radio stations listed below for weather decisions.

D. The President of the University delegates to the unit heads of area extension offices, experiment stations, centers, fields, Kansas State-Salina, College of Aviation and Technology and the Director of Continuing Education for off-campus courses, authority to declare an inclement weather emergency for those individual units. Unit heads are to notify the President of their decisions so that information may be conveyed to the Office of the Governor.

A. In the event of a Declaration of Inclement Weather, K-State will close for non-essential state employees during the period of Inclement Weather and if school is in session, classes will be cancelled during that time period. Benefits eligible non-essential employees who are scheduled to work shall be placed on Inclement Weather Leave, using the appropriate Inclement Weather leave earnings code for Time & Leave reporting: IWE for FLSA exempt employees and IWN for FLSA non-exempt employees. Employees will not be required to use their personal leave.

Each University unit is responsible for designating essential personnel and communicating that designation to such personnel prior to any Declaration of Inclement Weather.

B. Employees on authorized leave, holidays, or off days are not affected by these emergency procedures and will continue in that status.

C. Those employees who work during a Declaration of Inclement Weather will receive compensation at the same rate of pay that the employee would have received had there not been a Declaration of Inclement Weather.

If an employee is unable to work due to weather conditions and a Declaration of Inclement Weather has not been issued, they should follow their own department policy for reporting their absence. Employees not reporting to work, reporting to work late, or leaving early due to weather when a Declaration of Inclement Weather has not been declared will be expected to use vacation leave, accrued compensatory time, accrued holiday compensatory time, their discretionary holiday, or leave without pay. At the discretion of the department, employees may make up missed work time within the workweek. This policy does not affect the requirement that exempt employees must report leave in half- or full-day increments.

.050 Questions

Questions regarding inclement weather should be referred to the Division of Human Resources at (785) 532-6277.

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Kansas State University
January 31, 2003