To provide the policy and procedures that apply during hazardous weather conditions or other emergencies.
Pursuant to Board of Regents Policy (Section 220.127.116.11), in the event of inclement weather or any emergency which requires the absence of employees, the President of a unit in the System may declare leave with or without pay. Therefore, the President of Georgia Health Sciences University will determine when personnel of this institution (employees and students) may be excused from work or classes because of hazardous weather conditions or other emergency situations. In the event the President is not available, the decision will be made by the Provost, or in his/her absence, by the Dean of the MCG.
Employees whose job responsibilities require that they work during hazardous weather conditions in order to maintain critical GHSU functions, e.g. public safety or physical plant employees or employees with patient care responsibilities, may be designated as ‘essential personnel’ by their chair, director, or higher level administrator. Essential personnel will be expected to maintain a normal work schedule unless specifically excused by their chair, director, or higher level administrator.
3.1 Responsibility: Associate Vice President of Human Resources – During Normal Duty Hours (Monday through Friday)
Upon receipt of notice from the President’s Office, the Associate Vice President of Human Resources will notify the offices of all Vice Presidents, Deans, and Directors who report directly to the President that a decision to excuse employees from work has been made. Notice shall also be provided to GHSU Webmaster for posting and the Emergency Management Office for distribution.
3.2 Responsibility: Emergency Management Office
Upon Receipt of notice from the President’s Office, the Emergency Management Coordinator or their designee, will notify all employees and students of the decision to close the university and/or excuse personnel from campus. This notification will be done using the Georgia Health Alert mass notification system. The notice will inform of critical campus developments, provide pertinent information, and give instructions on appropriate response measures. The system will be used for announcements regarding campus reopenings.
3.3 Responsibility: Public Relations Manager – After Normal Duty Hours and On Weekends
The Public Relations Manager will prepare a news release for approval by the President (or his designated representative) to be furnished to local radio and TV stations for broadcast and published on the GHSU homepage. This release should include instructions for both employees and students. The Public Relations Manager will prepare and disseminate communications regarding campus reopenings.
The Public Relations Manager is also to notify the Vice President for Enrollment and Student Services, Director of Facilities Management, Director of Environmental Health and Safety, Director of Public Safety, and the Emergency Management Coordinator.
3.4 Responsibility: Vice Presidents, Deans, Directors and Vice President for Enrollment and Student Services – During Normal Duty Hours (Monday through Friday)
Upon receipt of notice from their VP, all Deans, Directors, and/or Chairs should then notify essential personnel if their presence is not required.
4.0 Salary Policy
4.1 Responsibility: Nonexempt (biweekly payroll) and Exempt (monthly payroll) Personnel
In the event Georgia Health Sciences University is closed by official action of an appropriately designated official of the Institution because of hazardous weather conditions or other emergency situations, all regular employees scheduled to work will be paid as if they had worked their regular schedule. The number of hours the Institution is officially closed during their scheduled workday or workweek will be recorded on time sheets and the “monthly record of leave and other absences” as ”campus closed” leave and will be recorded in the Time and Attendance System as regular hours worked. Employees on scheduled leave during any time the institution is closed due to inclement weather may change previously approved sick or annual leave time to “campus closed” leave. Temporary employees are not eligible for any paid leave under this policy regardless of work commitment.
4.2 Responsibility: Essential Personnel
Non-Exempt employees who have been designated as essential personnel and who are required to work during such periods as a condition of employment will be paid at their regular rate for all hours worked during the period of time that the institution is officially closed including all hours worked in excess of their regularly scheduled work commitment. An employee required to work will have the number of hours worked recorded as regular hours and will also have the number of hours worked recorded as Campus Closed hours. Regular overtime rules will apply if an employee actually exceeds forty hours worked in the week of the inclement weather situation. Exempt employees who have been designated as essential personnel and who are required to work during such periods as a condition of employment will receive their regular rate of pay only.
NOTE: GHSU employees who work at locations other than the Augusta campus or hospital are expected to follow the instructions related to duty during hazardous weather conditions that are issued from their work sites senior most administrator. For example: GHSU employees whose work location is another University System campus or facility will be excused from work when the other System entity has been designated as closed by its officials; and Georgia Correctional Health Care (GCHC) employees will follow the instructions provided by their work site’s Health Services Administrator.