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Medical College of Georgia Administrative Policies
and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.12 Duty During Hazardous Weather Conditions
1.0 Purpose
To prescribe the policy and procedures that apply during hazardous
weather conditions or other emergencies.
2.0 Policy
Pursuant to Board of Regents Policy (Section III, J.7.f), 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 the Medical College of Georgia
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 absence, by the Dean of
the School of Medicine.
Employees whose job responsibilities require that they work during
hazardous weather conditions in order to maintain critical MCG 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.
3.0 Procedure
3.1
Responsibility: Director of Human Resources - During Normal Duty
Hours (Monday through Friday)
Upon receipt of notice from the President’s Office, the Director 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 MCG Webmaster
for posting.
3.2 Responsibility: Vice Presidents, Deans,
Directors and Vice President for Enrollment and Student Services - During
Normal Duty Hours (Monday through Friday)
The Vice Presidents, Deans, Directors and Vice President for
Enrollment and Student Services will notify all employees and students
under their supervision of the decision to excuse personnel from campus.
Upon receipt of notice from their VP, Dean or Director, Chairs and
Directors should then notify essential personnel if their presence is
not required.
3.3
Responsibility: Media Relations Coordinator - After Normal Duty Hours
and On Weekends
The Media Relations Coordinator 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 MCG Homepage. The information also will be available as a recorded
message by calling 706-721-4413. This release should include
instructions for both employees and students. The Media Relations
Coordinator will also prepare and disseminate communications regarding
campus reopenings.
The Media Relations Coordinator is also to notify the Vice President
for Enrollment and Student Services, Director of Facilities Management
and Director of Environmental Health and Safety.
4.0 Salary Policy
4.1
Responsibility: Nonexempt (biweekly payroll) and Exempt (monthly
payroll) Personnel
In the event the Medical College of Georgia 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. Employees required to work during
inclement weather conditions will be compensated only for hours actually
worked.
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: MCG 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: MCG 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.
Date: 1 April 1973 | Rev. No:
04-1 | Rev. Date: 1
August 2004 | No. 1.4.12 |