Personnel Policy Manual

<<  Appendix J: University Closings  >>

  1. Policy
  2. General Rule
  3. Pay Practices
  4. Extended Closure Periods

  1. Policy

    As a residential, research university with a medical school and a close affiliation to The Johns Hopkins Health System, the Johns Hopkins University has special needs that require services to be available at all times. There are a number of services provided by the university that operate seven days a week on a twenty-four hour basis. To provide these services, the university will make every effort to remain open at all scheduled times.

    From time-to-time, it may be deemed necessary to modify the operating schedule. Altered schedules have resulted from events such as weather emergencies, energy conservation programs, interruption of utilities, building emergencies and local conditions. Altered schedules may, therefore, pertain to the university, a campus, a school, department or building. Curtailment of operations includes closing all or part of the University or communicating a delayed arrival time.

    Announcement

    When there is an alteration or curtailment of the university operating schedule or the operating schedule of a designated unit, an official announcement will be made on the University Emergency Telephone Hotline and on the Johns Hopkins website at http://www.jhu.edu/. Since conditions may vary in the geographic areas where Johns Hopkins has campuses, there may be times when the Required Attendance Policy is invoked for some campuses, departments or units and not others. In addition, conditions may be different on campus than they are in the area where an employee lives. In times of bad weather or other emergency situations, employees should call the University Emergency Telephone Hotline at (410) 516-7781 or (800) 548-9004 to check on the status of the campus where they work. Staff should listen to the complete announcement.

    The university reports operation changes to local news media. Because the university's announcement is often longer and more complex than news media can fully relay, staff should verify any news media messages by calling the university's emergency telephone hotline or checking the emergency notices webpage message.

    Except as noted below, when the University is closed, employees receive their regular pay for the period of the closure.

    Required Attendance Plan

    There are different types of Required Attendance personnel - those who must physically be at work or remain at work and those who work at an offsite location.

    When the Required Attendance Plan is invoked, it means that all Required Attendance Employees must report to work and/or remain at work or work from an offsite location as agreed upon by the manager/supervisor and the employee.

    There may also be a category of non-Required Attendance employees who are needed to work on certain occasions.

    1. Required Attendance Onsite

    A Required Attendance Employee is defined as an employee who has been designated as vital to the operation of a work group, whose presence is required regardless of the existence of an emergency condition, and whose presence allows the continuation of critical services, protects the safety and well-being of the university population and/or physical plant and supports necessary timely work. Examples of such employees include security, engineers or other heating plant and maintenance personnel, snow removal employees, food service employees, university hospital-based employees, animal care employees, clinical department employees, research employees, administrative support, etc. Designated Required Attendance Employees must remain at work or report to work. Employees who fail to remain at or report to work may be considered Absent Without Approval, pending discussion with their supervisor.

    2. Required Attendance Offsite

    Each unit/department will define its own staffing requirements in times of an emergency. As a result, a unit/department may identify certain employees who are best utilized by working from an offsite location (an alternate work location, at their home or elsewhere). Annually, or on a rotating schedule, these employees will be designated in advance by their supervisors as one of the three categories of Required Attendance Employees. This designation should be put in writing indicating that these employees provide critical services and are required to report to work, report to a designated alternate worksite or remain at work.

    3. Non Required Attendance Asked to Work

    In certain circumstances, and at the discretion of the unit/department, additional personnel not previously designated as Required Attendance may be called into action on a case by case basis. As a result, employees previously not designated as Required Attendance may be required to report to work, work from home or report to a designated alternate work site depending upon the business needs of the unit during the emergency. Whenever possible, such employees should be given advance notice that they might be called into service in unusual circumstances.

  2. Altered/Curtailed Operating Plans

    Closure

    The university may choose to close the entire university, a campus or building. Required Attendance Employees must report to work. Non required attendance employees do not report to work unless it has been approved in advance by their supervisor or department. Employees who work without prior authorization may be subject to disciplinary action.

    From time to time, in order to maintain business operations, employees may be authorized to work from home during an official emergency. Non-exempt employees should not work from home without the advance approval of their supervisor or department.

    Delayed Arrival Plan

    When the Delayed Arrival Plan is announced, it means that all Required Attendance Employees are to begin work at their designated scheduled start time or remain at work. Other employees are expected to report to work by the announced designated time or the regularly scheduled start time, whichever is later. Employees reporting by the designated time will not experience a loss of pay or have time charged to leave. Employees that report to work before the designated time are not due any additional wages.

    Employees not reporting to work should follow department procedures to report their absence. All time not worked will be charged to vacation leave, if available, otherwise as unpaid leave.

    Additional Considerations for School of Medicine Personnel

    School of Medicine (SoM) staff working in clinical areas in Johns Hopkins Medicine may be designated as Required Attendance Employees. Further, expectations for such employees may be explicitly aligned with JHH inclement weather policies and guidelines.

    All JHH inclement weather policies and guidelines are in the JHH Corporate and Administrative Manual. The policy states, "When the Johns Hopkins Hospital activates its Snow Emergency Plan, the Hospital shall maintain all patient care responsibilities and does not close during weather emergencies. On-site staff must remain on duty until new staff members arrive. Depending on weather severity, supervisors may keep staff already on site."


  3. General Rule

    Except as noted below, when the University is closed, employees receive their regular pay for the period of the closure.


  4. Pay Practices

    1. Regular Pay for University Closing

    Required Attendance Employees who do not work their designated schedule during the emergencydo not receive regular pay for scheduled hours. They must charge the time to vacation or leave without pay and may be subject to disciplinary action. Otherwise, all other employees receive their regular pay for the university closing.

    2. Pay for Working during a University Closing

    Employees exempt from the Fair Labor Standards Act (FLSA) who work during the period of closure do not receive any additional pay. At the supervisor's discretion, leave may be awarded.

    FLSA non-exempt employees (Required Attendance Onsite, Required Attendance Offsite and Non-Required Attendance Asked to Work) receive straight pay for the hours they worked during the closure period. These hours are to be included in the total hours worked for the week when determining overtime pay. Only the hours worked in excess of 40 that week will be paid at 1.5 times the employee's regular rate. (See Overtime Policy, Section 7: Hours of Work and Overtime, Section C.)

    An alternative method for compensating non-exempt Required Attendance employees for working during the emergency is to grant leave for each hour worked. The method used is at the discretion of the supervisor.

    3. Required Attendance employees who do not work

    Required Attendance Employees who do not work as required during the period of closure will not receive regular pay. The employee will be regarded as absent, and the absence must be charged to vacation, sick leave (if appropriate) or leave without pay; the employee may also be subject to disciplinary action as a result of the absence.

    Note:Leave awarded for working on the closure day must be used within 60 calendar days of the closure event. However, leave earned in lieu of receiving overtime pay for hours worked over 40 in a work week must be used within the same pay period.

    Limited and Casual employees do not earn leave and, therefore, are not paid for time not worked.


  5. Extended Closure Periods

    Should weather or emergency conditions continue beyond 3 business days, the University will evaluate pay practices and may require that leave be charged or leave without pay is invoked for all time not worked beyond the 3 days.