m
Inclement Weather General Policy and Procedure
Chapter 3035
Revised November 2,
2011
Table of Contents
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.
A Declaration of Inclement Weather may be made in the following
manner:
- 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.
- 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.
- 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.
- 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.
- 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.
- WIBW 94.5 FM
- KMKF 101.5 FM
- KABI 1560 AM
- WIBW 580 AM
- KQLA 103.5 FM
- KSAJ 98.5 FM
- KMAN 1350 AM
- KSAL 1150 AM
- KZBZ 104.9 FM
- KJCK 1420AM/97.5FM
- KYEZ 94 FM
- KBLS 102.5 FM
- KACZ 96.3 FM
- 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.
- 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, including such
designation in their position description and communicating that
designation to such personnel annually, prior
to any Declaration of Inclement
Weather.
- Employees on authorized leave, holidays, or off days are not
affected by these emergency procedures and will continue
in that status.
- 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.
- Essential employees that work shall
also receive inclement weather compensatory time for the hours the employee works.
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.
Questions regarding inclement weather should be referred to the
Division of Human Resources at (785) 532-6277.
