POL-U5950.06 Responding to Curtailments in Operations Due to Inclement Weather and Other Hazardous Emergency Conditions

Unless otherwise communicated by the University President’s Office or directors of satellite locations, employees are to assume  the University is open and are to report to work either to their on-site locations or their authorized telework site. Official communications can be found on the University’s Inclement Weather website.

WWU faculty and staff will follow any related guidelines or policies of the host facility at co- located facilities. If University operations are suspended, employees are to follow the Suspending University Operations policy (POL-U5400.04). 

Inclement weather and hazardous conditions may make it unsafe or prevent employees from commuting to and from work, performing certain duties, or cause them to report late or leave early. When evaluating their ability to report to/from work or safely perform their duties, employees should give their personal safety priority consideration.

Directors, Deans and Managers must contact their Vice President to discuss the appropriateness of closing or curtailing operations at their location if they believe physical office closure is necessary. A physical office closure does not constitute suspended operations and remote work may still be directed and/or authorized by the Director, Dean and/or Manager.

Employees who can report to work during inclement weather or hazardous conditions may be given a temporary assignment if they are not able to perform normal duties due to a lack of staff. 

During inclement weather and hazardous conditions, certain work activities should be assessed to determine whether:

1. Extra safety precautions should be taken before employees engage in the work activity, or
2. Work activities should be suspended or aborted.

Supervisors are expected to follow Environmental Health and Safety (EHS)  guidance (or consult with EHS) on potentially unsafe working conditions unique to their operations even in the absence of official University safety related communications.  

EHS will monitor state and other applicable resources to communicate requirements and appropriate recommendations to the campus or specific departments related to safety precautions, and suspend or abort certain work activities that may expose employees to unsafe working conditions.

Employees who are not permitted to continue their regular duties due to inclement weather or hazardous conditions may have their duties reassigned if feasible and agreed upon.

Employees are encouraged to prepare for inclement weather and hazardous conditions by having transportation plans in place that allow them a reasonable opportunity to safely report to and from work.

If faculty are unable to report to work or need to leave early due the impact of inclement weather, they are to exercise their options listed on the Inclement Weather website. Impacts of inclement weather include the closure of primary or secondary schools or daycare providers.   

Employees unable to report to work or need to leave early due to the impact of inclement weather may do so in accordance with leave reporting guidelines on the Suspended Operations and Inclement Weather website. Impacts of inclement weather include the closure of primary or secondary schools or daycare providers. 

Supervisors are responsible for ensuring their Classified Staff and Professional Staff employees submit leave time taken for inclement weather or hazardous conditions in accordance with the Suspended Operations and Inclement Weather website. 

Supervisors may not allow Classified Staff or overtime eligible Professional Staff to make up for leave taken when the University is open during inclement weather and hazardous conditions.

Classified Staff will be compensated as required by their respective collective bargaining agreements. Non-represented (confidential) classified employees will be compensated per University policy and State Human Resources regulations.

Classified or Professional Staff who take leave without pay will be eligible for holiday pay if the absence due to weather/ hazardous conditions falls prior to a holiday, provided requirements for holiday pay are met. For example, the employee must be in full pay status on the last scheduled workday preceding the absence.

Classified Staff, or FLSA non-exempt Professional Staff, or student employees who do not report to work when the University remains open may not perform work related duties in any capacity including working from home unless a written telework agreement is already in place.

Exception: Direct supervisors may temporarily approve work assignments to be performed by Classified Staff, student employees and FLSA non-exempt Professional Staff at home when the Director or Dean:  

1. Gives the employee approval,
2. Confirms the employee has the capability to adequately perform assignments from home,
3. Determines the work is crucial enough to warrant being performed at that time, and
4. Specifies to the employee the work to be done and the amount of work time allotted (number of hours and dates).

Supervisors are to first consider if the employee’s duties require handling of confidential information and if it can be handled properly in accordance with the Standards for Managing Data Security and Privacy When Teleworking. 

If possible, the above information should be specifically documented in writing. Supervisors and approved teleworkers must follow the University's Managing Telework Arrangements Policy. 

Department heads will ensure that internal procedures are established for their respective areas to be in compliance with policy and effectively respond to inclement weather and hazardous conditions.