Policy VII-6.14-GC

UMGC Policy on Inclement Weather and Emergency Conditions for Staff and Faculty Employees

(Approved by UMGC President on April 1, 2019; Updated May 3, 2019)

  1. Purpose and Applicability

    While it is the expectation of the University of Maryland Global Campus (UMGC) to regularly provide campus operations during standard business hours, UMGC wishes to protect the safety of its students, employees and visitors in periods of inclement weather and emergency conditions. UMGC physical facilities and locations may experience adjusted operating hours as a result of inclement weather or emergency conditions; however, it is expected that the university will continue to operate to the fullest extent possible during these periods. The purpose of this policy is to establish the adjusted operating statuses under which UMGC workplaces may be placed in periods of inclement weather and emergency conditions, and to also establish expectations for business continuity during such statuses.

    This policy applies to stateside exempt and nonexempt regular and contingent staff employees, student employees and collegiate faculty members. Nonexempt staff employees who are included in the representation of the collective bargaining unit are subject to the Memorandum of Understanding (MOU) and applicable UMGC policies; where there is a conflict between the two, the MOU shall prevail.

  2. Definitions

    Adjusted Operating Status – The status in which UMGC will conduct business in the event of inclement weather or emergency conditions.

    1. Closed – A UMGC workplace is closed for the entire work day.

    2. Delayed Opening – A UMGC workplace will open later than normal.

    3. Early Dismissal – A UMGC workplace will close earlier than normal.

    4. Open with Unscheduled Leave/Telework – A UMGC workplace is open. However, employees have the option to report to work as scheduled, telework temporarily or take unscheduled leave.

  3. Administration

    1. The UMGC President or designee will decide to cancel or otherwise modify a UMGC workplace's operating status. Whenever possible, every attempt will be made to announce the decision before 5:30 a.m.

    2. An announcement will be made through the following communication channels:

      1. My Alerts (sign up here)

      2. UMGC.edu/alert

      3. 301-985-SNOW

    3. UMGC will only issue announcements when normal operations must be disrupted or suspended. UMGC will not post an announcement that the university is Open.

    4. Employees assigned to a UMGC workplace other than those UMGC facilities and locations identified in the official Adjusted Operating Status announcement are expected to report to and work as scheduled.

  4. Expectations Under Adjusted Operating Statuses

    1. Open with Unscheduled Leave/Telework

      1. Unscheduled Telework

        1. Employees who have the capability to telework, may request to telework for the duration of the adjusted operating status.

        2. Employees requesting to telework on a temporary unscheduled basis during inclement weather or emergency conditions are not entitled to telework on a regularly scheduled basis. Telework on a regularly scheduled basis shall be in accordance with VII-6.11-GC – UMGC Policy on Telework for Exempt and Nonexempt Staff and Faculty Employees, and approval to do so is subject to the requirements established in the applicable policy.

        3. Nonexempt employees who do not have enough work to sustain a full work day shall notify their supervisor and take appropriate time off for hours not worked.

        4. Employees choosing to observe temporary unscheduled telework are governed by VII-6.11-GC – UMGC Policy on Telework for Exempt and Nonexempt Staff and Faculty Employees; however, if any discrepancies between this policy and the UMGC Policy on Telework exist, this policy takes precedence when telework is performed during inclement weather or emergency conditions.

      2. Unscheduled Leave

        1. Employees may use appropriate time off for absence due to inclement weather or an emergency condition with prior notification to their supervisor.

        2. Supervisors shall establish reasonable procedures for an employee to follow for the purpose of using unscheduled time off due to inclement weather or an emergency condition.

    2. Delayed Opening

      1. Employees are expected to report to work no later than the time specified in the adjusted operating status announcement and work through the end of their scheduled shift.

      2. Nonexempt employees will receive administrative time off for the time between their normally scheduled start time and the time they actually report to work, not to exceed the required reporting time as specified in the adjusted operating status announcement.

      3. Employees shall follow established notification and approval procedures if they are not able to report by time specified in the adjusted operating status announcement.

    3. Early Dismissal

      1. Employees are expected to work until the time specified in the adjusted operating status announcement or until the end of their shift, whichever is earliest.

      2. Nonexempt employees will receive administrative time off for the time between the early dismissal time as specified in the adjusted operating status announcement and the time that they were scheduled to stop working for the workday.

      3. Employees must follow established notification and approval procedures if they need to leave work prior to the time specified in the adjusted operating status announcement and, if applicable, take appropriate time off.

    4. Closed

      1. Employees who are capable of working from a telework location or remote location are expected to temporarily telework or work remotely while the employee's assigned UMGC workplace is in a closed adjusted operating status unless directed otherwise by the employee's supervisor, dean, or department vice president.

      2. When the university is in a closed adjusted operating status, employees shall not report to a UMGC workplace without approval of their appropriate dean or department vice president. Supervisors of employees who report to a UMGC workplace have the authority to instruct the employee(s) to leave the building or facility.

    5. Employees who are capable of working from a telework location or remote location when the employee's regularly assigned UMGC workplace is in a delayed opening or early dismissal status may be required to temporarily telework or work remotely based on business need. Employees who are not able to work shall notify their supervisor as soon as possible and shall utilize the appropriate accrued time off in accordance with the applicable time off policies and procedures.

    6. Employees who do not have the capability to work from a telework location or remote location or who have been directed not to do so by the employee's supervisor, dean, or department vice president shall receive administrative time off for:

      1. the normal length of the employee's shift when the employee's assigned UMGC workplace is in a closed adjusted operating status, or

      2. the difference between their time worked and the employee's full shift in accordance with the employee's FTE and normal work schedule when the employee's assigned UMGC workplace is in a delayed opening or early dismissal status.

Implementation Procedures

The UMGC President has designated the Vice President of Human Resources to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the UMGC community; and to post the policy and any applicable procedures on the UMGC website.