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Pay during adverse weather

During periods of adverse weather, the normal operations of the University may be modified or curtailed. Under severe conditions, either a snow recess or a severe weather emergency may be declared for the West Lafayette campus, and special policies and procedures dealing with parking, pay, and/or attendance will become effective.

These policies and procedures are detailed in Executive Memorandum No. C-35, titled Policy Relating to Adverse Weather Conditions," West Lafayette campus, dated December 12, 1994.

The conditions under which a snow recess or a severe weather emergency may be declared are described below.

Hazardous driving conditions

Staff members who are absent from work, arrive late, or leave early during hazardous driving conditions (fog, ice, snow, etc.) are required to use vacation, personal holiday, or absence without pay to cover the time not worked. Under these conditions there will be no change in regularly scheduled activities or parking regulations.

Severe weather emergency

When existing or predicted low temperatures and wind conditions are such to pose a severe health threat to students walking to and from class, a severe weather emergency may be declared by the president of the University, or in his absence, jointly by the executive vice president and treasurer and the provost.

When a severe weather emergency is declared, classes will be suspended. However, because most employees have short walks from the parking lots or garages to their buildings, all University employees who can do so safely should report to work. Those who do not report to work when scheduled will be required to use vacation (if available) or leave without pay.

Snow emergency

After an unusually heavy snowfall has occurred or after unusually severe drifting or when either of the above is certain and imminent, a snow emergency may be declared by the vice president for Physical Facilities.

Pay practices for snow emergencies

Non-exempt staff members (regular clerical/service and operations/technical assistants) who are absent from work, arrive late, or leave early during a snow emergency are required to use vacation, personal holiday, or absence without pay to cover all time not worked.

Exempt staff members who are absent from work for a half day or more are required to use vacation, personal business days, or unpaid leave for each half day not worked.

These practices apply even if the department head has advised staff to be absent, arrive late, or leave early due to weather conditions, and even if local law enforcement officials have advised citizens to remain off the roads. Departments are encouraged to be flexible in the approval of leave time when safety is a concern.

Snow recess

During periods of heavy snowfall, all staff and students are encouraged to utilize the various parking garages and City Bus to facilitate the clearing of snow from surface lots.

When the snow accumulation progresses to the point where most roads and streets are virtually impassable, it may be necessary to suspend classes and/or routine operations of the University. This will constitute a snow recess.

The president of the University or, in his absence, the executive vice president and treasurer and the provost will jointly make the decision to declare a snow recess.

When a snow recess is declared, classes will be suspended and most staff will be requested to leave the University and/or not report for work until further notice. Employees who have been previously identified as essential personnel will be required to stay on campus for all or part of the duration of the snow recess to ensure the continuing operation of the University at the minimum level necessary.

Essential personnel may include (but are not limited to) key personnel in the residence halls, Student Health Center, Food Stores, Physical Facilities, Purdue Memorial Union, and Transportation Services. Each department head will designate essential personnel in his or her department.

Emergency housing and meal facilities will be provided at University expense to those who are required to remain. Each department will be responsible for reimbursing the Purdue Memorial Union or other facilities providing housing and/or meals.

Pay practices for non-exempt staff during a snow recess

Regular clerical/service and operations/technical assistants who do not report for work during a snow recess will receive regular pay for all normally scheduled hours not worked due to the snow recess. Time will be recorded as "Other Leave (With Pay)" on the Attendance Record (Business Office Form No. 1423).

Employees required to work will be paid at the regular rate plus time-and-one-half for all hours worked during the snow recess. Under no circumstances will an employee be paid more than two-and-one-half times the regular rate for hours worked. This time will be recorded as "Worked-Regular" and "Overtime" on the Attendance Record.

Those employees who work before and after the snow recess is effective will receive regular pay plus time-and-one-half for hours worked after the snow recess starts. Hours worked prior to start of the snow recess will be paid at the regular rate.

Non-exempt staff, including students and temporary workers, who show up for work during a snow recess and who are not essential should be released from work. If allowed to perform nonessential work, they should be paid at the regular rate only for the hours worked. Essential employees should be identified and notified well in advance of a snow recess to avoid problems such as staff reporting to work unnecessarily.

Any non-exempt employee on sick leave both before and after the snow recess will have time and attendance recorded as sick leave.

Pay practices for exempt staff during a snow recess

Exempt administrative/professional staff members (i.e., excluding operations/technical assistants) receive regular pay regardless of work status during the snow recess.

Pay practices for temporary staff during a snow recess

Temporary employees (including student employees) designated as essential personnel will be paid at time-and-one-half of the regular hourly rate for hours worked up to eight hours in a day or 40 hours in a week. For hours worked in excess of eight hours in a day for 40 hours in a week, compensation will be at two-and-one-half times the regular hourly rate.

Pay practices for all employees during a snow recess

All staff members working after the end of snow recess will be paid in accordance with normal pay practice. Those who had previously scheduled vacation will have the time and attendance recorded as vacation.

Questions regarding pay during adverse weather conditions should be directed to Compensation and Classification, 49-40097.

Questions regarding parking regulations during adverse weather conditions should be directed to University Parking at 49-49494.

- Compensation and Classification

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