UTSW 2020 Inclement Weather Policy

It’s that time of year when we face the possibility of winter weather, such as ice, sleet, snow, and flooding, which can make getting to work a bit more challenging. Therefore, it is important for everyone on campus to become familiar with the UT Southwestern policy on Attendance in Emergencies or Inclement Weather, EMP-267, in order to prepare.

Under the policy, employees who are in “essential” positions are expected to report to work during inclement weather and other emergencies. Those in essential positions are urged to make contingency plans to care for family members or pets in the event that inclement weather interferes with their normal schedule. Note that all Hospital personnel are considered to be in essential positions.

All employees need to have a current form on file acknowledging that they know their designation. Those with a form already on file do not need to sign another one. Essential roles include employees involved in the following:

  • Making official decisions about the ongoing UT Southwestern operations;
  • Communicating on behalf of UT Southwestern either internally or externally;
  • Providing or supporting the provision of patient care;
  • Providing for the safety and well-being of employees, students, and the public;
  • Restoring or maintaining vital services;
  • Protecting the assets (both material and intellectual) and limiting the losses of UT Southwestern;
  • Other specific, need-based functions as identified by Medical Center administration.

Employees serving in roles that are designated as non-essential during inclement weather are still encouraged to report to work as scheduled. If they are unable to come in, they will be expected to use accrued time off or compensatory time for the hours missed.

The policy allows for employees in certain positions who can work effectively from home to do so if they cannot make it to the workplace due to inclement weather. However, that must be approved in advance by the employee’s manager, department head, and the Office of Human Resources. Employees granted the temporary ability to work remotely during a weather emergency must have access to necessary systems.

It is the responsibility of all employees to monitor official UT Southwestern communication channels, including Campus Updates sent via email, in the event of inclement weather.

See this page on the UTSW Intranet for more information, including links to the acknowledgement forms and tips to help you prepare for winter weather. (To access the employee Intranet from an off-campus location, go to www.utsouthwestern.edu. Click on My UTSW in the upper right corner, and enter your username and password to be connected).

Let’s hope for a mild winter, but in the meantime, please become familiar with the policy and discuss it with your manager. Below are some FAQs to answer many of your questions.

Inclement Weather FAQs

Who decides if it’s an inclement weather day?

The UT Southwestern President or his designee will decide, and that decision will be communicated via official UT Southwestern communications channels.

What happens if an employee who is considered essential can’t make it in to work?

An employee holding an essential position who, during an emergency, does not report for work or refuses an authorized request to remain on duty beyond his or her scheduled shift ending time, would have that time recorded as an unexcused absence and may be subject to disciplinary action.

Do employees get extra time off if they have to come in on an inclement weather day?

Not if it is a normally scheduled work day.

How do I know if I am essential or non-essential personnel?

If you have questions regarding your designation please speak with your manager. Please note all Hospital employees, regardless of your work location, are considered essential personnel for purposes of this policy.

Are employees who are in non-essential positions expected to use their time off accruals if they are unable to report to work as scheduled?

Employees must use their best judgment when determining whether to travel to work. Per EMP-267, employees in essential and non-essential positions who do not report to work would be expected to use applicable accruals. If an employee has insufficient leave to cover the time away, and no arrangement has been made to make up the time, the absence will be reported as leave without pay.

Can some employees in essential and non-essential positions be allowed to work from home during inclement weather?

Yes, as long as the work can be performed effectively and the employee has access to necessary systems. However, such approval must be granted in advance of a weather emergency by the employee’s manager and the department head. Managers should send the information to Human Resources (EmployeeRelations@utsouthwestern.edu) as soon as possible in advance of inclement weather. Approval does not have to be obtained again for employees who have already been granted approval, through Human Resources, to work from home during inclement weather.

Are overnight accommodations available for employees in essential positions?

Accommodations will be made available as circumstances warrant. When possible, UT Southwestern will make every effort to assist employees in essential positions in identifying overnight accommodations. All overnight accommodations must be approved in advance by your supervisor or manager and department head, and employees will only be reimbursed for pre-approved rates and hotels. A list of area hotels and UT Southwestern negotiated rates can be found here.

If you have questions or need more information, please send a message to employeerelations@utsouthwestern.edu.