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CONTENTS
Scope
Policy Statement
Procedures
Sanctions

ADDITIONAL DETAILS
Web Address
Related Information
History

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Effective: July 1, 2012
Last Updated: July 1, 2012

Responsible University Office: University Human Resources

Responsible University Administrator: Senior Vice President and Chief Financial Officer

Policy Contact: University Human Resources

A. Scope

This policy applies to all Service Staff employees at Bloomington, IUPUI, and South Bend.

B. Policy Statement

1. It is the policy of Indiana University to operate at all times and Staff are expected to report for work unless otherwise notified.
2. There will be times because of the weather when certain staff members cannot travel to work or may need to leave early.  Employees are expected to use their best judgment if adverse weather creates extreme travel hazards when traveling to or from the workplace.  They should not endanger themselves nor ignore the statements of local officials about traveling during adverse weather.
3. If adverse weather conditions are widespread and extremely severe, the campus may be closed.

C. Procedures

1. The campus remains open: If adverse weather conditions create extreme travel hazard for a staff member traveling to or from the workplace and the campus remains open:
   1. The person should make every effort to notify the departmental supervisor.
   2. So that the employee will not suffer loss of pay, the department may authorize the use of accrued vacation, previously accrued compensatory time, accrued income protection time as provided under "emergency" provisions, or, with supervisory approval, the work may be made up on an hour-for-hour basis during the same week.
   3. Employees may utilize absence without pay, with time-off-benefits accruals, in lieu of charging the absence against items listed above.
2. The campus is closed: If adverse weather conditions are widespread and extremely severe and the campus is closed, it will be announced by means of local radio stations that staff members shall not report to work. Whenever a campus is closed, the president's office is to be notified promptly.
   1. Under such circumstances, pay for staff members will be continued without charge to allowances or make-up of time when the closing occurs on a scheduled work day. Examples of situations where employees would not receive adverse weather pay include when, before the closing, an employee is off on scheduled vacation, sick time, or a leave of absence, or the closing occurs on a non-work day for the employee.
3. Obtaining information on whether the campus is open or closed:
   1. When it appears that a campus may close due to weather, Staff are encouraged to listen to their local radio stations.  Media reports on the closing and reopening of classes for students do not constitute official closing and reopening times for Staff.
      1. At Bloomington, call the campus emergency information number at 1-877-482-5486 or visit the Emergency Information Web Site:  http://emergency.service.indiana.edu.
      2. At IUPUI, call the campus emergency information number at 1-317-278-1600 or visit the campus Emergency Preparedness Web Site:  http://www.iupui.edu/%7eprepared/weather/.
      3. At South Bend, call the main IUSB phone number (574) 520-4872 for a recorded message about official closing and reopening times for Staff or visit the campus Emergency Preparedness Web Site: http://www.iusb.edu/preparedness/. For payroll purposes, the chancellor will establish an official time of closing and reopening.
4. Compensation for work performed when a campus is closed:
   1. There are some jobs which require employees to work during such circumstances. Supervisors are to notify employees in such jobs of this requirement.
   2. Service Maintenance Staff employees who are required to work when the campus is closed due to adverse weather on their scheduled workday receive pay for the hours worked plus one of the types of premium compensation listed below. The department head determines which type of additional compensation the employee receives.
      1. Pay at the rate of one and one-half times the hourly rate.
      2. Time off at the rate of one and one-half times the hours worked.

D. Sanctions

Managers, supervisors, and employees who violate this policy are subject to corrective action, up to and including separation.

E. Web Address for this Policy

hr.iu.edu/policies/sm-all/health_safety/adverse_weather.html

F. Related Information

Bloomington Campus Emergency Preparedness

IUPUI Campus Emergency Preparedness

South Bend Campus Emergency Preparedness

G. History

In the Spring of 2012, Indiana University administration and  AFSCME Council 62 leadership worked to merge the personnel policies covering Service (SM) Staff at Bloomington, IUPUI, and South Bend into one set of policies. This is one of the 27 policies that is the product of their work. Effective July 1, 2012, it brought together the provisions that were the same on all three campuses; eliminated differences when agreement could be reached; and identified those provisions in which differences remained.