Date: February 19, 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 WEDNESDAY, FEBRUARY 5, 2014

I would like to express the university’s appreciation to all those employees who worked to maintain essential services during the period of delayed opening on WEDNESDAY, FEBRUARY 5, 2014.

In response to inquiries received regarding policies and procedures during the Level 1 – Delayed Opening 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 WEDNESDAY, FEBRUARY 5, 2014

Due to adverse weather conditions, a Level 1-Delayed Opening was declared for all Rutgers’ Campuses from 8:30 AM, until 12 noon on WEDNESDAY, FEBRUARY 5, 2014.  Additionally, Rutgers-Newark declared a Level 4 – Weather Emergency – Campus Closed, effective until 5:00 p.m. on WEDNESDAY, FEBRUARY 5, 2014.  In addition, due to worsening localized weather conditions in the Newark and Scotch Plains area, the Newark and Scotch Plains RBHS declared a Level 4 – Weather Emergency – Campus(es) Closed, effective from 12:00 p.m. to 5:00 p.m. 

LEGACY RUTGERS POLICY – 60.3.16

When the university is closed because of a “Level 1 – Delayed Opening” or 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 1 – Delayed Opening” or “Level 4 – Weather Emergency”.   Absences beyond or prior to the “Level 1 – Delayed Opening” or “Level 4 – Weather Emergency” on February 5 must be charged to appropriate accrued time, or charged as leave without pay.

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 1 – Delayed Opening” or “Level 4 – Weather Emergency” was in effect.

Under most circumstances, a charge to Sick time during a “Level 1 – Delayed Opening” or “Level 4 – Weather Emergency” is not appropriate. An employee who was out sick prior to and after a “Level 1 – Delayed Opening” or “Level 4 – Weather Emergency” is not to be charged Sick time for those periods,  That time is determined to be “excused with pay”.

2) Weather Closure Designation on a Per-Campus Basis
Under policy 60.3.16, the decision to institute a “Level 4 – Weather Emergency – Campus(es) Closed” designation can be made on a university-wide level, or can be made at each of the four campuses which comprise Rutgers University – Rutgers New Brunswick, Rutgers Newark, Rutgers Camden and Rutgers Biomedical and Health Sciences (RBHS).

3) 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 during the period of “Level 1 – Delayed Opening” or “Level 4 – Weather Emergency” on February 5, 2014, will be paid their straight time pay PLUS time and one-half for all regularly scheduled hours worked during the period the “Level 1 – Delayed Opening” or “Level 4 – Weather Emergency” was in effect.

An essential services employee who was scheduled and expected, but failed to report to work on February 3, 2014 may not be paid for time not worked during the period which the university was closed due to a “Level 1 – Delayed Opening” or a “Level 4 – Weather Emergency.”

4) Class 3 and Class 4 Employees
Class 3 employees will be excused with pay for up to one day during these designated “Level 1 – Delayed Opening” and “Level 4 - Weather Emergency,” periods.

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

LEGACY UMDNJ POLICY – 60.9.58

When the University declares a  “Level 1 – Delayed Opening” , the following procedures are in effect for employees in legacy UMDNJ positions:

1) Non-Essential Services Employees
Employees who are not essential services personnel shall not report for work during the period of the “Delayed Opening,” and are not required to charge leave during the period of “Delayed Opening.”  Employees whose regular starting time occurs after the declared period of “Delayed Opening” must report to work or charge the time to Float Holiday, Vacation, or take leave without pay for time missed.

Legacy UMDNJ employees who are on approved leaves of absence, vacation or float holiday during this –“ Delayed Opening” 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 are required tp report to work as scheduled, unless otherwise advised by supervisory authority.  There is no premium pay for working during a “Delayed Opening.”

An essential services employee who was scheduled and expected, but failed to report to work on February 5, 2014 may not be paid for the period during which the university had a Delayed Opening.

When the Campus is closed because of a “Level 4 – Weather Emergency” 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 for up to one work day during a period of “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 –“ 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, and two and one half times their regular rate of pay for overtime hours worked during the period of closure.

An essential services employee who was scheduled and expected, but failed to report to work on February 5, 2014 may not be paid for the period during which the university was closed.