University at Albany Policy 8.2
DRAFT
Inclement Weather and Other Conditions
Policy Purpose:
To set forth the University at Albany’s operations and requirement for reporting to
work during Inclement Weather events, or other conditions that are severe enough
to disrupt transportation or endanger the health of Employees.
Responsible Office: The Office of Human Resources
Responsible University Official: Chief Human Resources Officer
Policy History:
Date of Initial Approval:
Month Day, Year
Dates of Amendments:
Month Day, Year
Dates of Withdrawal:
Month Day, Year
Policy Statement:
During Inclement Weather, the University must maintain functions and services
that meet operational needs at the time of the event. As a public institution, only
the governor has the ability to direct the closure of the campus. The president or
designee does have the authority to cancel classes or shift to a hybrid-remote
working/teaching day if inclement weather is expected. The University is
committed to protecting the safety of its students, faculty, staff, third party
entities, etc. during an inclement weather event, as well as providing critical
services to those in need.
Persons Affected:
Employees and Third Parties
Definitions:
Continuity of Operations is an effort within individual executive departments
and agencies to ensure that primary mission essential functions continue to be
performed during a wide range of emergencies, including localized acts of nature,
accidents and technological or attack-related emergencies.
Employee is any faculty member or staff employed by the University at Albany.
This includes permanent, temporary, full-time, part-time, hourly, provisional or any
other person who is on the payroll of the University in any capacity.
Essential Employee is a University Employee (state payroll, rf payroll, University
affiliate and their vendors payroll) who is required to report to a designated work
location(s), or to a remote/alternate work location(s), to ensure the operation of
essential services during an emergency or when the University has closed or
curtailed operations. Whether an Essential Employee is required to report to work
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during an emergency or closure will depend upon the circumstances of the
emergency or closure and the functions provided by the Essential Employee.
Inclement Weather is defined as any severe or harsh weather condition that
makes it unsafe or impractical to travel, commute, or work outdoors.
Other Conditions are defined as localized acts of accidents, utility or
technological disruption, homeland security emergencies, or other conditions that
disrupt travel or endanger the health of Employees.
Third Party or Parties is any person, organization, group or entity not legally
affiliated with the University including, but not limited to, the general public,
contractors, vendors, guests and visitors to the University, those using University
facilities or property under a University revocable permit, and volunteers not
enrolled as such on University systems.
UAlbany Alert is the University’s official platform to communicate emergencies to
the campus community-including weather-related delays and closures. UAlbany
Alerts are delivered via text message, voicemail, and email.
University is the University at Albany, State University of New York.
Policy:
To promote the safety and resiliency of the University community, the University
must maintain functions and services that meet the needs of students, provide
safety operations, maintain buildings, and support critical research programs.
Therefore, the University is establishing an Inclement Weather policy that will
ensure the core mission of the University is met during a weather event or when
other conditions are severe enough to disrupt transportation or endanger the
health of Employees.
A. Continuity of Operations
1. The University must be able to provide critical functions and services
during an Inclement Weather incident.
2. Therefore, departments should identify and prioritize these functions, and
supervisors should communicate expectations to Employees who support
these functions well ahead of any anticipated weather event.
3. All departments should routinely review their continuity plans and keep the
plans up to date to ensure functions and services can be maintained amid a
weather event.
B. Employee Travel When University is Fully Operational
1. It is acknowledged that there may be times when the University remains
fully operational but localized or area specific weather or other condition
may impact an Employee’s travel to work.
2. When the University is fully operational and class delivery remains in
person, staff should make a reasonable effort to arrive at work for their
regular scheduled shifts.
3. If an Employee determines weather or other conditions create an undue
hazard, supervisors, managers, and department heads are authorized to
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approve a reasonable amount of tardiness charged to the appropriate leave
credits and not to penalize individuals.
4. If an Employee cannot report to work due to weather or other conditions,
appropriate leave credits are to be charged for the specific day, or fraction
thereof, the Employee couldn’t report to work or leaves early.
5. Sick leave is not an appropriate accrual for weather events, including
public school closures or delays necessitating last minute childcare, and
may be subjected to medical documentation, if applicable.
6. If classes are canceled, the announcement would be made directly from the
University.
7. Local government officials, police, and media outlets do not have the
authority to close state offices and facilities.
C. Cancellation of Classes or Shift to Remote/Online Classes
1. When deemed appropriate, the University may cancel classes or shift all
courses to be delivered remotely/online.
2. Employees who can accomplish their duties remotely may request
supervisory approval to fulfill their work obligation from an alternate work
location.
a. Supervisors are responsible for ensuring that work is completed while
at remote work locations. Supervisor’s may require reports of work
activity and/or completion.
b. There is no entitlement to this arrangement.
3. In general, this does not apply to Essential Employees that perform work in
grounds, central heating plant, maintenance and custodial, law
enforcement, animal care, health services, those with responsibility for
laboratory experiments, bus drivers, select administrative Employees who
may need to meet administrative deadlines, and other Employees who are
essential to maintaining the University’s vital or mission-critical services.
4. If the University is closed by a governor’s order, directed early departures
are not charged to leave accruals.
D. Communication
1. The campus community should always assume that regular class schedules
will be held at their regular scheduled times unless otherwise notified by
the University directly.
2. If changes to the class schedule need to be made, then emergency
notifications will be communicated through multiple channels:
a. Text message, voicemail, or email notifications from “UAlbany Alert”.
b. Web updates.
c. Social media notifications.
Related:
Statutes:
Regulations:
SUNY Policies:
University Policies, Guidelines and Procedures:
Liberal Leave Designation
Liberal Leave During Weather-Related Emergencies
8.3 Essential Employees
Other:
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Notification and Acknowledgement of Essential Employee
Designation
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