Employee Handbook Section Four: HOURS WORK

Employee Handbook Section Four: HOURS OF WORK

Office Hours

Administrative offices are open Monday through Friday from 8:30 a.m. until 5:00 p.m. (8:00 a.m. to 4:30 p.m. during the summer). Administrative offices are also open additional hours, either during the week or on the weekend, as deemed necessary by the supervisor of the office to carry out the duties of that office.

Administrative Employee Hours

It is expected that administrative employees will work whatever additional hours are necessary to properly meet their responsibilities. Administrators are not eligible for overtime pay.

Emergencies

In the event of emergency conditions (i.e., storm, utility failure, fire, etc.), which seriously hamper the functioning of the College, the President may declare an emergency and announce an immediate or anticipated cancellation of classes and other scheduled events, the closing of College offices, and the discontinuance of normal maintenance operations. For reasons that are apparent or may arise, the services of some employees may be required during emergency situations. These persons will be notified as quickly as possible.

In the event of an emergency closing of the College, normal pay of all regular and full-time, temporary employees will be continued.

Emergency Preparedness Program

The College's Emergency Operation Plan can be viewed on the Safety and Security Office's web site at http://www.gettysburg.edu/college_life/safety/emergency_procedures.html

Inclement Weather Policy

Policy

As a residential college committed to providing a liberal arts education, Gettysburg College will try to remain open and encourage its faculty and staff to report to work even during periods of inclement weather. However, there may be times when weather conditions cause the College to delay the opening of College activities, to cancel classes and normal business hours, and/or to close the College early.

Procedures

Inclement Weather Notification

When adverse weather conditions lead to a delayed opening and/or cancellation of classes and office hours at Gettysburg College, information will be provided through a variety of sources.

Campus Communications

• Information will be made available to students and employees using the College's voice mail system, which can be accessed at extension 7400 (717-337-7400 off campus).
  
  
• Information regarding a delay or cancellation will be distributed via e-mail tothe "Everyone" alias.

Off-Campus Communications

• Commercial broadcast outlets will also be used in the case of a delay or cancellation of all campus operations. Campus representatives will contact the following commercial media outlets immediately after the decision to delay or cancel has been made.
  
  
• Television Stations:
  
  WGAL (Lancaster) - NBC
  WPMT (York) - Fox 43
  ABC 27 (Harrisburg)
  WHP (Harrisburg) - CBS 21
  WLYH (Harrisburg) - UPN 15
  
  
• Radio Stations:
  
  WGTY (108 FM) and WGET (1320 AM) - Gettysburg
  WHVR (1280 AM) and WYCR (98.5 FM) - Hanover
  WSBA (910 AM) and WARM (103FM) - York
  WHP (580 AM), WRVV (97.3 FM), WRBT (94.9 FM),
  WKBP (1230 AM), and WWKL (99.3FM and 1460 AM)--Harrisburg
  WITF (89.5 FM) - Harrisburg

DEFINITIONS

Emergency Personnel

Some administrative and support staff individuals, due to the nature of the jobs, are identified as "emergency personnel" during times of inclement weather. Emergency personnel must be identified as such by supervisors. Employees identified as emergency personnel should be recorded as such in the Human Resources Office.

In some circumstances, employees are identified as emergency personnel only when classes are in session. If this is the case, supervisors must share this information with the Human Resources Office.

Full-time and part-time support staff identified as emergency personnel who work when the College is officially closed will receive 2 times their regular hourly pay for all hours worked.

Casual support staff identified as emergency personnel who work when the College is officially closed will receive 1 times their regular hourly pay for all hours worked.

Student employees who work when the College is officially closed are not eligible for such "hazard" pay.

Flex time
During periods of inclement weather when the College remains open, supervisorswill have the option of invoking "flex-time" for employees. For purposes of thispolicy, flex-time can be used as follows:

• Supervisors may permit staff to modify their normal work schedule to accommodate weather situations by coming into work late and leaving early and making up the lost time.
  
  
• Support staff and administrative employees may choose to be paid for un-worked hours by using accrued sick, vacation, or floating holiday leave.
  
  
• Support staff employees may take the hours off without pay and without the need to make up those hours.
  
  
• Support staff employees may make the hours up in any time period during the current fiscal year (before May 31).

Support Staff Recordkeeping

Emergency Personnel
Support staff employees identified as emergency personnel who work when the College is officially closed, should enter the hours worked on their time sheet in the "holiday worked" column and highlight these hours.

Non-Emergency Personnel
Support staff employees who are not identified as emergency personnel, and who decide to work when the College is officially closed; enter the hours worked in the appropriate column. Do not highlight. Please note: such hours worked will be paid at the regular hourly rate.

Should the College close for an entire day or partial day, pay for non-emergency personnel this day will be provided by the College according to the number of hours the employee was scheduled on that day. If an employee is on vacation or sick leave, or using a floating holiday when the College closes due to inclement weather, pay for that day will not be charged against vacation, sick or holiday leave balances.

Interpretations
Questions regarding "flex-time" should be addressed to your immediate supervisor. Questions from Faculty related to closings and/or delays should be directed to the Provost's Office, extension 6820.

Questions from Support Staff and Administrators related to these closings or delays should be directed to the Human Resources Office, extension 6202.

The Provost will make policy interpretations concerning the Faculty. The Human Resources Office will make policy interpretations concerning support, administrative and student staff.

Classes and Other Academic Programming

If the College is closed, classes are not held. If the College delays opening, those classes affected are not held. If the College remains open during inclement weather, the decision to cancel classes is made by the individual faculty member. It is the responsibility of the faculty member to arrange for the notification of students. Individual faculty will also determine whether and when to reschedule cancelled classes and to so notify students.