Winter weather 2024

 

A triangular street sign with a snowflake on it

As freezing temperatures descend on Dallas-Fort Worth over the holiday weekend, there is potential for inclement weather conditions that could impact UT Southwestern operations and employees. We are closely monitoring the situation and are prepared to adjust as needed and communicate with you quickly.

As a reminder, Ambulatory, Administrative, and Business operations will be closed Monday, Jan. 15, in honor of Martin Luther King Jr. Day. For now, hospital hours and protocols remain unchanged.

If you have any questions about your specific role or circumstance, we encourage you to work with your supervisor. Below, please find some important reminders during a potential winter storm, as well as answers to frequently asked questions and additional resources to keep you informed and safe.

During weather events such as this, your dedication to UTSW’s mission and to those we serve is greatly appreciated. Thank you for your hard work and perseverance.

UTSW policy

Per (EMP-267):

  • Employees who hold positions that are designated essential in emergencies, including all hospital and clinic personnel, are expected to make their best efforts to report to work as scheduled during inclement weather and other emergencies. They are also urged to make contingency plans to care for family or pets should severe weather interfere with normal routines. Essential employees not approved to work remotely and who decide not to report to campus will have leave accruals applied to the absence and may be subject to disciplinary action.
  • Employees approved to work remotely are expected to do so during a closure – even if it occurs on a day they are scheduled to be on campus.
  • For employees in positions not designated as essential in emergencies, if they cannot work remotely and are told by UTSW not to come to work, the President can determine whether they will be paid for the time (Emergency Leave) or required to use accruals. These employees are not subject to disciplinary action but should arrange with supervisors to make up missed time during the same pay period if possible.

Reducing energy consumption on campus

Due to extreme cold temperatures, we have been asked to reduce our natural gas consumption on Sunday, Jan. 14, at 9 a.m. and continuing until the extreme cold temperatures subside (Tuesday or possibly Wednesday).

We will also need to decrease the space temperature setting to 65-68 degrees. This will be an interim measure focused on reducing natural gas consumption and space conditioning requirements in non-occupied and/or noncritical areas.

We plan on continuing these measures to reduce natural gas usage through Wednesday, depending upon weather conditions.

Overnight accommodations

Accommodations will be made available as circumstances warrant for employees in positions designated as essential who must report to work on campus. When conditions call for it, UT Southwestern will make every effort to assist these employees in identifying overnight accommodations.

  • Employees required to work on campus during a weather event should coordinate with their direct supervisor on emergency lodging. Staff staying overnight at the hospital during an inclement weather event will be provided with a durable cot, sleeping pad, and a Winter Weather Kit that includes linens, pillow, personal hygiene items, towel, etc. Private showers are available.

Space at Clements University Hospital (CUH), Zale Lipshy Pavilion (ZLP), West Campus Building 3 (WCB 3), and the Professional Office Building (POB) has been set aside to accommodate Health System staff overnight.

  • Staff seeking hotel accommodations must receive preapproval from their supervisor to be eligible for reimbursement. UTSW will reimburse employees up to $150 per room per night during designated inclement weather events. For more information, see the Hotel Information page on the UTSW intranet (on-campus network connection or VPN required).

Ambulatory operations

Ambulatory, Administrative, and Business operations will be closed Monday, Jan. 15, in honor of Martin Luther King Jr. Day.

If inclement weather conditions continue beyond Monday, we will provide updates on any changes to normal hours of operation if necessary, potentially adjusting any in-person clinic visits to telehealth.

Shuttle service

UTSW shuttles will remain operational during a winter weather event; however, due to potential staffing shortages and operational needs, the hours of operation and shuttle routes may change during an inclement weather event. You can check the status of the shuttles through the Shuttle Tracker.

  • Guest Services will work with shuttle services to provide on-demand service for patients.
  • For updates on UT Southwestern's shuttle service, please call 214-648-3375.

Parking

During a designated winter weather event, the parking gates at CUH will be up. All employees working at CUH, regardless of existing parking assignment, will be able to park in the CUH garages (B, C, or D) in staff-designated parking spots.

Call UTSW Police at 214-648-8311 or Parking Services at 214-648-9600 if you need automotive help while on campus.

Backup care

UT Southwestern offers backup, low-cost child, adult, and senior care through Bright Horizons to all full-time (40 hours a week) or part-time (30-39 hours a week) benefits-eligible employees. Inclement weather may affect availability.

Log in to the Bright Horizons website, click Sign Up, then use employer username UTSWcare and password UTSW123# (you will have the option to change your username and password after your initial login). You can also register by phone at 1-877-242-2737. Bright Horizons consultants are available 24/7.

External community resources

Here are some links to potentially useful resources during inclement weather.

  • Power and water status: Real-time electrical outage information is available on websites for Oncor and CoServ. Please check with your local water provider for any water shortages or boil-water notices in effect.
  • Warming centers: If you or someone you know is without power or heat, check with the City of Dallas Office of Emergency Management for updates on warming centers. Also, the city’s recreation centers and libraries will be open during normal business hours for residents in need of relief from the cold. Note that libraries are closed on Monday, Jan. 15, for Martin Luther King Jr. Day. Library and recreation center hours can be viewed online.
  • Public transit: For the latest information on DART bus and rail services as well as Trinity Railway Express, visit the DART website.
  • 2-1-1 Texas: This free, anonymous social service resource hotline is available 24 hours a day for Texas residents. Dial 2-1-1, or 877-541-7905, to find information about food, housing, crisis counseling, and/or mental health treatment resources in your local community.
  • SAMHSA Disaster Distress Helpline: This national hotline provides immediate crisis counseling for people who are experiencing emotional distress caused by disaster. Call or text 1-800-985-5990 to speak with a trained crisis counselor.
  • Winter weather safety: Helpful resources for staying safe during winter storms are available from the American Red Cross, National Weather Service, FEMA, and Ready.gov.