Date: February 7, 2014
To: All Rutgers Staff, Faculty and Administrators
From: Vivian Fernández
Vice President for Faculty & Staff Resources
Re: Attendance Clarification and University Policy Application during Snowstorm of MONDAY, FEBRUARY 3, 2014

I would like to express the university’s appreciation to all those employees who worked to maintain essential services during the period of weather emergency closure on MONDAY, FEBRUARY 3, 2014.

In response to inquiries received regarding policies and procedures during the Level 4 – Weather Emergency declaration, we are providing a synopsis of the applicable portions of Policies 60.3.16 and 60.9.58. However, please note that in order to effectively respond to weather emergency designations, it is important that individual department heads, managers, supervisors, and employees become familiar with the adverse weather policies in their entirety.

The full policies are contained in sections 60.3.16 and 60.9.58 of the University Policy Library, and are available on the University’s web site at: http://uhr.rutgers.edu/sites/default/files/userfiles/60-3-16-current.html and http://uhr.rutgers.edu/sites/default/files/userfiles/60-9-58-current.html. In addition, summary explanations regarding the various adverse weather level declarations can be found on the summary charts posted at http://uhr.rutgers.edu/sites/default/files/userfiles/Weather-Policy-Clarification-Tables.pdf.

Questions regarding this communication may be directed to the Office of Labor Relations, 848-932-3914.

CONDITIONS IN EFFECT ON MONDAY, FEBRUARY 3, 2014

Due to adverse weather conditions, a Level 4-Weather Emergency – Campus(es) Closed was declared for all Rutgers’ Campuses from 8:45 a.m. to 5:00 p.m. MONDAY, FEBRUARY 3, 2014.

LEGACY RUTGERS POLICY – 60.3.16

When the university is closed because of a Level 4 – Weather Emergency – Campus(es) Closed, the following procedures are in effect for employees in legacy Rutgers positions:

1) Non-Essential Services Employees
Employees who are not essential services personnel are excused with pay during a period of “Level 4 – Weather Emergency – Campus(es) Closed.” Absences beyond the period of closing must be charged to appropriate accrued time.

Legacy Rutgers employees with previously scheduled paid time away from work will not be required to charge time against accrued leave for the time period during which the Level 4 – Weather Emergency was in effect.

Under most circumstances, a charge to Sick time during a Level 4 – Weather Emergency is not appropriate. An employee who was out sick prior to and after a Level 4 – Weather Emergency is not to be charged Sick time for the period determined to be “excused with pay.”

2) Essential Services Employees
Consistent with the university’s policies, legacy Rutgers essential services employees who are required to work or who were required to remain on duty, AND who are eligible for overtime will be paid their straight time pay PLUS time and one-half for all regularly scheduled hours worked during the period of closure.

An essential services employee who was scheduled and expected, but failed to report to work on February 3, 2014 may not be paid for the period during which the university was closed.

3) Class 3 and Class 4 Employees
Class 3 employees will be excused with pay for up to one day during this designated “Level 4 - Weather Emergency – Campus(es) Closed,” period.

Class 4 employees are to be compensated only for time actually worked. 

LEGACY UMDNJ POLICY – 60.9.58

When the university is closed because of a Level 4 – Weather Emergency – Campus(es) Closed, the following procedures are in effect for employees in legacy UMDNJ positions:

1) Non-Essential Services Employees
Employees who are not essential services personnel are excused with pay during a period of “Level 4 – Weather Emergency – Campus(es) Closed.” Absences beyond the period of closing must be charged to appropriate accrued time.

Legacy UMDNJ employees who are on approved leaves of absence, vacation or float holiday during this designated “Level 4 - Weather Emergency – Campus(es) Closed” shall be charged per the requested time off with no change in compensation.

2) Essential Services Employees
Consistent with the university’s policies, Legacy UMDNJ essential services employees who were required to work or who were required to remain on duty, AND who are eligible for overtime will be paid two times their regular rate of pay for all regularly scheduled hours worked during the period of closing.

An essential services employee who was scheduled and expected, but failed to report to work on February 3, 2014 may not be paid for the period during which the university was closed.