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SECTION 1000 - INFORMATION AND PUBLICATIONS

SECTION 1000 - INFORMATION AND PUBLICATIONS

1010                EMERGENCY POLICY AND PROCEDURES FOR

INCLEMENT WEATHER

  1. POLICY

It is the policy of Georgia Perimeter College to ensure a safe campus environment for students, faculty, and staff. When inclement weather or other similar emergency presents a possible safety concern, the following procedures will be followed. 

  1. PROCEDURE FOR A DECISION TO CLOSE, NOT TO CLOSE, OR TO DELAY THE OPENING OF THE COLLEGE

A.        The Vice President for Financial and Administrative Affairs consults with appropriate local and College officials. At approximately             5:30 a.m. to 6:00 a.m., the Vice President contacts the President. The President makes a decision based on weather reports about closing the College or delaying its opening. (In the event that the President is not available, the Vice President for Financial and Administrative Affairs will make the decision. In the event both the President and the Vice President are not available, the Vice President for Academic and Student Affairs will make the decision.)

B.         The Vice President for Financial and Administrative Affairs will contact the Director of Public Relations regarding the President’s             decision to close, not to close or to delay the opening of the College. (The Vice President for Student Affairs is the back-up contact with the             Director of Public Relations.)

C.        The Director of Public Relations contacts all area radio and television stations with the following message:

All campuses of Georgia Perimeter College are closed. All day classes and programs of the College have been canceled.

OR

Georgia Perimeter College will open at (specified time)

 (The Vice President for Financial and Administrative Affairs and the Vice President for Academic and Student Affairs are the back-up contacts with the media.)

    1. The Vice President for Financial and Administrative Affairs contacts the Executive Team and the Campus Provosts, who in turn notify the appropriate personnel. (The Vice President for Student Services is the back-up contact person.)
    2. The Vice President for Financial and Administrative Affairs contacts the Director of Plant Operations, who places the appropriate recorded telephone message on the main telephone line at the five campus locations. (The Vice President for Student Affairs is the back-up contact for the Vice President for Financial and Administrative Affairs. The Telecommunications Coordinator is the back-up contact for the Director of Plant Operations.)
    3. Steps A through E are repeated before 3:00 p.m. to announce the opening or closing of the College for evening classes or for the following day, if applicable.

III.       PROCEDURE FOR PAYROLL REPORTING FOR INCLEMENT WEATHER PERIODS 

            College Closed for the Day - Any or All Campuses

            A.        Full Time Employees (Professional, Administrative, Staff)

Full time employees receive 8 hours of pay charged as unscheduled holiday (U). If an hourly paid employee is required by the supervisor to report to work, the employee is paid for the hours actually worked and also paid for unscheduled (U) holiday hours at the employee’s regular rate. If an employee reports to work during campus closed time and is not required to work, the employee reports a regular workday and does not receive extra pay.

B.         Part Time Employees (Staff, Student Assistant, College Work Study)

Part time employees are paid for hours actually worked. Scheduled hours not worked due to inclement weather conditions may be made up during the same pay period with the approval of the Supervisor/Budget Manager.

C.        Faculty (Full and Part Time)

Faculty receive full pay for an unscheduled holiday. Classes may be rescheduled by the President.

College Open at an Announced Time - Any or all Campuses

The following examples are based on a partial Inclement Weather Day when Georgia Perimeter College announces an official opening time of 12:00 noon. Biweekly adjustments are made on the Time Report Form and the Leave Form. Any adjustments necessary for monthly paid employees are made on Leave Form.

A.        Full Time Employees (Professional & Administrative/Monthly and Staff/Biweekly)

1.         Arrival After Official Opening Hours - If an employee arrives at work later than the announced time for opening (for example, 12:00 noon) the hours regularly scheduled for the employee up to 12:00 noon are charged as unscheduled holiday (U). The hours after 12:00 noon up to arrival time are charged as vacation. The remaining hours are charged as regular work hours.

2.         Employee Does Not Report to Work - If an employee does not report to work at the announced time for opening (for example, 12:00 noon) the hours regularly scheduled for that employee up to 12:00 noon are charged as unscheduled (U). The remaining hours are charged as vacation.

 3.        Scheduled Vacation - If an employee is already scheduled for vacation on an inclement weather day, the employee cannot charge hours as unscheduled holiday. The entire day is charged as vacation (8 hours).

 4.        Sick Time - If an employee is sick on an inclement weather day, the employee cannot charge hours as unscheduled holiday. The entire day is charged as sick leave (8 hours).

 5.        Working During Campus Closed Time - If an hourly paid employee is required by the supervisor to report to work before the College officially opens, the employee is paid for the hours actually worked and also paid for the unscheduled holiday hours at the employee’s regular rate. If an employee works during campus closed time and is not required to work, the employee reports a regular workday and does not receive extra pay.

B.        Part Time Employees ( Staff, Student Assistants, College Work   Study)

Part time employees are paid for hours actually worked. Scheduled hours not worked due to inclement weather conditions may be made up during the same pay period with approval of Supervisor/Budget Manager.

C.        Faculty (Full and Part Time)

            Faculty who report to work at the announced time for opening receive full pay. Classes missed may be rescheduled by the President. If a faculty member is unable to report to work at the announced time of opening, the Department Head is to be notified. Faculty receive full pay under these circumstances.

Any exception to the Payroll Reporting Procedure must be approved by the Vice President for Financial Affairs.

Revised 9/96