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Index > Operations Policies > Inclement Weather Essential Personnel Policy

Inclement Weather Essential Personnel Policy

Policy

RISD Facilities trades staff are considered essential at all times.As a result, during inclement weather and other emergencies when the college is closed, Facilities is expected to remain operational and trades staff are expected to report to work.

During weather and other emergencies when the college is closed, the following procedures will be observed.Staff will be divided into “A” and “B” teams.To the extent possible, there shall be at least one member of all licensed trades on each team.When the college is officially closed, teams will alternate responding to work. When the A team is scheduled to report to work, the B team will not be expected to report to work, along with other non-essential personnel.For the next event, the B team shall report, and each team will then alternate as responders. The rotation will continue from one year to the next.

In accordance with RISD’s Weather Closing and Pay Policy, Facilities staff on the team that responds will receive time and a half pay for all hours worked when the college is closed. These hours are not included in the overtime calculation because they are already paid at a premium rate. Additionally, during the closure, non-exempt (hourly paid) employees who are deemed essential and who report to work during a school closing will also be paid at their straight time rate for their regularly scheduled hours, starting with the time of the employee's arrival through the end of their regularly scheduled shift, provided that they work through the end of their regularly scheduled shift. These hours (paid at straight time) will be included in the overtime calculation during the week in which the hours were scheduled.

Employees on the team designated non-essential for a particular inclement weather event or other emergency that are not required to report to work will receive straight time for their regular shift. These hours will not be included in the overtime calculation.

Team members are allowed to provide coverage for each other. Team members are responsible for coordinating their substitutes and notifying their supervisors before a change in schedule is made. Substitutions must be approved by a supervisor so that Facilities management has the correct contact information in advance of the closing and can ensure that the covering employee is appropriate from an operational perspective.

Essential team members, who cannot make it into campus in extreme circumstances and with Facilities management’s evaluation and approval of the circumstances, may be allowed to take vacation or personal time as appropriate. In the case of the college closing during a staff member’s scheduled vacation leave or sick leave, vacation leave and sick leave shall remain as scheduled.

In certain circumstances, employees on a team designated as non-essential for the particular event who are interested in responding to the emergency may be permitted to do so. Approval from your supervisor is required before reporting to work. These employees will be assigned to emergency duties such as snow removal, hurricane preparedness/clean-up, and other duties as assigned by Facilities management.Staff members assigned to such emergency duties will receive time and a half pay for all hours worked when the college is closed.In addition, the employee will also be paid at their straight time rate for their regularly scheduled hours, starting with the time of the employee's arrival through the end of their regularly scheduled shift.

Facilities management reserves the right in extraordinary circumstances to require additional Facilities staff that are not scheduled as responders to report to work or to declare that all Facilities staff must respond to a particular event.Facilities staff will be given advance notice of an “all hands on deck” situation, to the extent such notice is possible.

Facilities staff who fails to report to work during a weather or other emergency, and whose individual circumstances have been reviewed, but not approved by Facilities management, may be subject to disciplinary action in accordance with the college’s disciplinary process.

Facilities management shares an interest with employees in protecting the well-being of those who are expected to report to work during weather and other emergencies.A reasonable grace period will be provided for Facilities staff who report to work during weather and other emergencies that takes into account the employee’s distance from RISD and the severity of any weather conditions.

Revision history

Next scheduled review: 3/28/2021

Responsibilities

Issuing Office

Campus Services, Facilities Operations

Individuals/offices required for review and changes

Director of Facilities Operations