York St John University
Guidance on Staff Attendance during Severe Weather Conditions
1. Introduction
1.1 This Guidance Note is intended to provide managers and staff with information on the
University’s approach to dealing with employee attendance during exceptional adverse weather conditions.
1.2 Attendance situations which are personal or domestic in nature should be dealt with under the following policies
o Special Leave Policy - bereavement
o Attendance Management Policy – sickness absence
o Parental and Dependent’s Leave policy – support for a child or dependent
1.3 Examples of circumstances where this Guidance does apply include: severe snowfalls and other weather conditions which make travelling hazardous; where the use of transport, private or public, is severely affected, for example, flooding; or other problems with the transport infrastructure.
1.4 This Guidance is intended to be used in exceptional circumstances and will only become operative by the agreement of the Vice Chancellor or their delegated representative in their absence from the University.
2. University Policy Statement
2.1 The University will make every effort to remain open and accessible during adverse weather conditions and priority will be given to maintaining academic activities and services to students in adverse weather and other emergency situations.
2.2 The University expects all staff to make reasonable efforts to attend their place of work during extreme weather conditions periods or when transport is severely disrupted. Where normal travel arrangements have broken down all possible alternative should be explored, including where distance permits, walking.
2.3 Notwithstanding the above, the University recognises that health and safety considerations are of paramount importance and staff should not take unnecessary risks.
3. Obligations of staff: reporting procedure
3.1 If, after taking all factors into consideration, a member of staff is unable to attend work or is likely to be significantly delayed they should telephone their immediate line manager within half an hour of their normal start time. An expected arrival time should be discussed, if appropriate, or the likely length of absence.
3.2 Where a member of staff arrives late at work due to severe weather conditions and transport disruption they will not be required to make up the lost time and will not suffer any loss in pay.
3.3 Absent staff should keep their manager informed of developments in relation to their ability to attend their place of work.
3.4 In the event of failure to report non-attendance at work, the University reserves its position to deduct/withhold the appropriate amount of salary.
It is recognised that in some situations staff may not be able to comply with the above requirements, e.g. if they are stranded on a public highway with no means of communication. In such situations, staff will not suffer any detriment but must report to their immediate manager as soon as possible.
4. Procedure if attendance at work is not possible
4.1 Where practicable and possible given the job role undertaken, staff members may work at home or at an alternative location at the discretion of their line manager. The length of time for which it is acceptable to work from home or at an alternative location will be at the discretion of the manager but should not exceed more than 3 days. The member of staff should still make efforts to attend work on a daily basis.
4.2 If it is not practical for a staff member to work from home or at an alternative location they will be required to take annual leave to cover their absence. Subject to management discretion this time may be:
(a) brought forward from the next leave year if current leave year entitlement has been exhausted
(b) taken as TOIL and any lost time made up on days/dates as agreed by the line manager
(c) taken as flexi time, for those support staff who are eligible for the University’s flexi time scheme, subject to the maximum limits as prescribed in the Policy.
(d) taken as unpaid leave, subject to the agreement of the line manager. The manager will notify Payroll and a salary deduction made accordingly.
5. Severe weather conditions occurring or continuing during the working day
5.1 Where severe weather conditions develop or do not abate during the course of the working day, and it appears that staff may have difficulty in travelling home, it will be for Deans/Directors (or a nominated deputy) to decide, at local level, whether to allow staff home early.
5.2 In making such a decision, due regard will be given to advice and information from appropriate sources, e.g. local radio, police and motoring organisations.
5.3 Where a decision is made to allow staff home before the end of the normal working day due to treacherous travel conditions no deduction from pay will be made.
6. Travel on University business.
6.1 University business travel should be kept to a minimum or avoided totally during adverse weather conditions. Full use should be made of University facilities, such as e-mail and video conferencing (where available) to assist with the reduction of travelling commitments.
6.2 Staff should amend their diary commitments to ensure that only essential journeys where possible are made. All other non-essential meetings should be postponed, if possible. If in doubt, staff should consult their line manager.
6.3 University transport, such as the vehicles in Facilities and cars hired by the University, should be used for essential business only
6.4 Staff travelling on essential journeys, should ensure that they are properly equipped and, where possible, have access to a mobile telephone (but not for use while actually driving). Details should be left with the Faculty/Directorate as to the journey(s) to be undertaken and the proposed route which will be used. Contact should be maintained with the Faculty/Directorate.
7. General Health & Safety Advice/Information: Snowy conditions
7.1 Grounds and car parks: The Facilities Directorate are responsible for ensuring appropriate gritting and clearing of the campus. However, should staff encounter any problems they should report these to the Facilities Helpdesk. Public roads and footpaths remain the responsibility of the Highways department of the local council and may present a greater hazard so care should be taken
7.2 Buildings: Every effort will be made to ensure that buildings are fully operational (heat, light and power). If staff have concern about the temperature of their working space they should refer to their line manager in the first instance who will act in accordance with the University’s Thermal Comfort Policy
7.3 The University ask that special precautions are taken when moving around campus. These include:
When driving/cycling – carried out some preparedness winter checks, reduce speed and allow space to brake and manoeuvre gradually
When walking – take time, wear sensible footwear and try to stick to gritted areas.
S/HR/Policies/Policies/Guidance on Staff Attendance during Severe Weather (March 2010) 2