Winter weather information Jan. 2025
As a winter storm descends on Dallas-Fort Worth, there is potential for dangerous weather conditions that could impact UT Southwestern operations and our employees and learners. We are watching the forecast closely and will communicate with you quickly should any further adjustments to our work be necessary.
If you have any questions about your specific role or circumstance, we encourage you to speak with your supervisor. Below, please find some important reminders, as well as answers to frequently asked questions and additional resources to help keep you informed and safe this season.
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.
Health System
- William P. Clements Jr. University Hospital and Zale Lipshy Pavilion remain open at all times, including during inclement weather. There is no change to scheduled surgeries or procedures in our hospitals
- Hospital Incident Command is launching at 4 p.m. Wednesday, Jan. 8, and will operate on 24-hour shifts until the weather clears.
- Providers who care for patients at one of our partner sites should refer to their communications for additional guidance.
- The Outpatient Surgery Center will remain open on Thursday and Friday to determine any modifications in the elective schedule.
- Outpatient clinics that are shifting to telehealth appointments on Thursday will reopen for in-person visits beginning at 10 a.m. on Friday, Jan. 10.
- Cancer infusions and radiation oncology services will resume normal operations at 8 a.m. Friday, and we are providing additional weekend appointments to accommodate patients who had visits previously scheduled for this Thursday.
Remote work
- Employees already approved to work remotely are expected to continue doing so through the winter event. For guidance on installing the GlobalProtect VPN, click here.
- Anyone who holds positions not designated as essential during inclement weather or other emergencies should work directly with their supervisor to confirm their status and determine next steps for their work schedule and location through Friday.
- Employees who cannot work remotely should arrange with supervisors to make up missed time during the closure, where possible, and during the same pay period, to avoid having to use leave accruals or unpaid leave.
Education and research
- Students should look for additional communications from their academic deans regarding remote learning.
- Supplemental information for trainees (residents and fellows) will be disseminated by the Graduate Medical Education (GME) office. GME programs should review that information and distribute it to all trainees.
- For the research community, we should have ample dry ice and liquid nitrogen supplies to sustain us during this winter event. We adjusted our delivery dates in preparation.
Food Service
- Although the plan is to staff food service areas, inclement weather could potentially impact staffing. Dining areas will be stocked with grab-n-go items (sandwiches, salads, wraps, fruit, etc.). Vending machines and micro-markets will be stocked on Thursday to ensure food is available through the weekend.
- Early shipments of food have arrived for patients staying at our hospital during the winter storm.
Travel on campus
- Track maintained sidewalks by using the MyEOP app. (On-campus network or VPN connection required.)
- If you need help while traveling on campus, remember that you can request assistance through the Safety Connection app. (On-campus network or VPN connection required.) You may also contact University Police directly at:
- Emergency: 214-648-8911
- Non-Emergency: 214-648-8311
Shuttle service
UTSW shuttles will remain operational during a winter weather event; however, due to potential staffing shortages and operational needs, hours of operation and shuttle routes may change. 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
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 assistance while on campus.
Overnight accommodations
When conditions call for it, UT Southwestern will make every effort to assist these employees in positions designated as essential 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, 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 accommodation 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. Staff planning to stay in hotels must use the Hotel Occupancy Tax Exemption Form (on-campus network or VPN connection required). As a state institution, UT Southwestern is exempt from paying state taxes and will be unable to reimburse taxes paid if the form is not used.
Backup care
UT Southwestern offers backup, low-cost child, adult, and senior care to all full-time (40 hours a week) or part-time (30-39 hours a week) benefits-eligible employees through Bright Horizons. Please note that because Bright Horizons requires pre-registration, you’re encouraged to sign up as soon as possible in order to take advantage of the service when you need it. Availability may be limited due to inclement weather.
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.
Helpful links and resources
Here are some links to potentially useful resources during inclement weather.
- Road conditions: The Texas Department of Transportation map shows active accidents, closures, construction, damage, and more.
- 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. 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.
During weather events such as this, your dedication to UTSW’s mission and to those we serve is especially appreciated. Thank you for your hard work and perseverance.