HR Policy and Procedure #71 University Emergencies Revised
Purpose
To ensure continuity of services to students and the public, it is the policy of the University to remain open. However, during unusual or extreme conditions, normal operations of the University (except UK HealthCare) may be temporarily suspended or altered by declaration of the President of the University, or designee. This may occur in the event of unusual conditions, such as severe weather, public health emergencies, major utility failure, fuel shortages or other reasons. This policy provides information related to Human Resource practices in the event of a University emergency.
UK HealthCare: Please note due to the nature of operations in a health care environment, UK HealthCare employees shall follow the procedures and policies outlined in UK HealthCare Policy and Procedure #A09-055 UK HealthCare Plan B Staffing During University Emergencies.
Definitions
“Designated Employee” means one who has been designated as critical to the operation of a unit, whose physical presence is required regardless of the existence of an emergency condition, and whose absence from duty could endanger the safety and well-being of the campus population and/or physical plant structure. Employees may be considered designated on a situational basis, e.g., in the event of a weather emergency only, or in the event of a public health crisis. Designated employees should be notified in writing upon hire. Additionally, current employees in a designated status should be notified in writing on an annual basis of their designation. Designations may be changed at any time depending on need.
Designated employees are expected to report for work during a University emergency unless specifically directed by their department not to report, or if directed by civil, emergency or medical authorities not to report for health and safety reasons.
“Designated Employee via Remote Access” means one whose job functions are considered critical to the operations of the unit but whose physical presence is not necessary during the event of a University emergency. Employees considered as “designated employee via remote access” shall work remotely when authorized by their supervisor and shall be available via computer and phone throughout their normal working hours. Supervisors are encouraged to consider designating an employee to work remotely if that employee can work effectively from a remote location.
“Non-designated Employee” means one whose physical or remote presence is not necessary during the event of a University emergency. If not otherwise designated, a University employee, excluding those in UK HealthCare, is considered non-designated during a University emergency.
Employees may be considered designated on a situational basis, e.g., in the event of a weather emergency only, or in the event of a public health crisis, or as the needs of the University increase or change in response to the event.
Policy
UKHealthCare: Please note due to the nature of operations in a health care environment, UK HealthCare employees shall follow the procedures and policies outlined in UK HealthCare Policy and Procedure #A09-055 UK HealthCare Plan B Staffing During University Emergencies.
1. Only designated employees required to work during a period when normal operations are suspended or altered shall:
a. Receive equivalent time off with pay on another scheduled work day within a specified period of six weeks, or
Note: Departments with special scheduling and staffing problems may extend the six week period with the approval of the department head and the Human Resources Office of Employee Relations.
b. Receive emergency closing pay for the period when normal operations are suspended in lieu of equivalent time off.
Note: This paid leave does not count as hours worked for purposes of computing eligibility for overtime.
2. Designated employees who are required to work during a period of emergency, but who do not report to work as scheduled, may be subject to corrective action up to and including termination of employment.
3. When normal operations are suspended or altered, regular staff employees with a full-time equivalent (FTE) of 0.5 or greater non- designated employees will be paid for their normally scheduled work hours and should not report to the workplace, unless they have been specifically directed to do so by their supervisor on a temporary or situational basis. Non-designated employees who report to work despite an emergency closure or delay without supervisor approval shall not be entitled to the provisions of 1 a and b. Employees scheduled on any leave (vacation, temporary disability or other leaves) will not be entitled to the provisions of this policy.
4. Temporary employees who work during an emergency shall be paid the normal wage rate for each hour worked.
Process
1. The Provost, Executive Vice Presidents, Deans and Directors shall designate essential functions within their areas of responsibility. These areas will remain operational during emergencies. Essential functions may vary depending on the type of emergency. Designated employees shall be notified in writing upon hire. It is also recommended they be notified in writing on an annual basis. Status may be changed at any time depending on the needs of the University.
2. Announcement of a University emergency will normally be made through the University’s emergency notification system, UK Alert, the local broadcast media, UK TV Cable Channel 16, UK Infoline, 859-257-5684, or the UK website at www.uky.edu.
3. If an area is to remain open, responsibility for advanced preparation, appropriate implementation, scheduling and communicating emergency operation duties to staff is delegated to the department heads.