521R-B - Inclement Weather Regulation and Procedures for Building Closures

The purpose of this regulation is to provide guidelines for employees concerning time missed due to inclement weather and other unforeseen situations.  

Employees are expected to work their normal work hours and contractual days as appropriate.  When inclement weather exists, the situation may cause employees to be late to work, leave early, or miss work altogether.  Employees should communicate with their supervisor prior to using the flexibility provided by this regulation.  Depending on the employee group, employees are either expected to take appropriate leave for any time missed for a delay or closing, or else make up time as described in this regulation.  In all situations, facilities services personnel are considered “emergency personnel” and will work normal work hours unless otherwise determined by the director of facilities services.

Building administrators are responsible to ensure the safety and security of their assigned building. If extreme weather conditions prevent designated emergency personnel from getting into their assigned school, the building administrator shall notify the director of facilities services.

Definitions

For the purpose of this regulation, the following definitions apply.

"Scheduled Inclement Weather Days" are extra school days scheduled in the school calendar for inclement weather. If a scheduled inclement weather day is missed, there will not be another school day scheduled in the school calendar.

"Additional Whole Days" are days missed due to inclement weather that exceed the number of "scheduled inclement weather days" in the school calendar In this case, another partial or whole school day may be scheduled to complete the school year.

“Exempt Employees” include those groups of employees exempt from overtime payments, including but not limited to teachers and administrators.

“Non-exempt Employees” include employees who qualify for overtime/extra time payments when they exceed their normal work schedule.

“Emergency Closure” is a term used to describe the closure of one or more school facilities for full or partial day periods.  A building closure means the building shall not be open for its normal operations and is closed to both the public and employees, unless otherwise specified.
  1. Procedure for a Scheduled School Day Missed

    There are days incorporated in the published school calendar that provide for a reserved number of days to allow for inclement weather. If these days are not used, the total number of school days are typically adjusted down to a total of 180 instructional days.  If all or part of these days are used, they are not required to be rescheduled.  If more than the number of inclement weather days are used, they may be replaced with an additional  scheduled school day.  The chart below outlines the expectations for employees.
     
    Expected Action Affected Employee Group
    Not expected to be at work
    • 10-month teachers, 10-month guidance counselors, 10 month librarians
    • instructional aides
    • 185-day custodians
    • school security officers
    • bus drivers and bus aides
    • cafeteria employees
    • nurses
    • interpreters
    • accompanists
    • 10-month clerical staff
    Required to report to work on time (emergency service personnel)
    • head custodian and 12 month custodians
    • building administrator
    • facilities services department staff
    • others as designated by superintendent
    Allowed flexibility (see Section VI procedures)
    • all others


  2. Procedure for Late Arrival

    In some situations, either a one- or two-hour delay may be announced.   The chart below specifies the expectations for employees during this situation.

    If employees elect to take an entire day off for a partial day closure when a late arrival is announced, they must take appropriate leave (personal or annual) for the entire day.  Making up time will not be permitted.
     
    Expected Action Affected Employee Group
    Not expected to arrive on time unless an inservice or other special event has been planned that cannot be delayed (no make-up requirement)
    • 10-, 11-, 12-month teachers, guidance counselors and librarians
    • instructional aides
    • nurses
    • interpreters
    • accompanists
    Required to report to work on time, or as directed (emergency services personnel)
    • custodians (normal schedule)
    • a building administrator
    • one designated 12-month secretary per building
    • facilities services department
    • transportation department (except bus drivers)
    • cafeteria manager and designated staff
    • others as designated by superintendent
    Allowed flexibility (see Section VI procedures)
    • all others


  3. Procedure for Early Dismissal

    In some situations, an early dismissal of students and/or staff may be announced.   The chart below specifies the expectations for employees during this situation.

    If employees elect to take an entire day off when an early dismissal is announced, they must take appropriate leave (personal or annual) for the entire day.  Making up time will not be permitted.
     
    Expected Action Affected Employee Group
    Can leave 30 minutes after students
    • 10-, 11-, 12-month teachers, guidance counselors and librarians
    • instructional aides
    • nurses
    • accompanists
    Required to work their normal work hours (emergency service personnel)
    • custodians (normal schedule)
    • a building administrator
    • one designated 12-month secretary per building
    • transportation department
    • facilities services department
    Allowed flexibility (see Section VI procedures)
    • all others


  4. Procedure for Inclement Weather on a Non-School Day for Students

    In some situations, an announcement may be made on a non-school day.  The chart below specifies the expectations for employees during this situation.
     
    Expected Action Affected Employee Group
    Required to report to work on time (emergency services personnel)
    • a building administrator
    • custodians (normal schedule)
    • facilities services department
    • others as designated by superintendent
    Allowed flexibility (see Section VI procedures)
    • all others
     

  5. Procedure for Superintendent Closure of School Facilities

    When the weather is severe, the Superintendent may institute an emergency closing. In these instances, an announcement will be made that all school offices and the administrative offices are closed.

    Time missed during an emergency closure of facilities is not required to be made up or accounted for by using leave except in the cases noted in the paragraph below.

    If the closure is for less than a full day due to either a late opening or early closing, only the time of the actual closure is waived. The time waived depends on the employees’ regularly scheduled start and stop times. Employees who previously arranged to be off work for a full day on a day when offices are closed for only part of a day must take the originally scheduled leave for the entire day; likewise, the originally scheduled leave must be taken for the entire day in the event a full-day emergency closure is announced. If an emergency closure lasts longer than two consecutive days, the Superintendent will determine the amount of time waived and the information will be communicated to staff.

    Emergency services personnel required to work during a designated emergency closing will be compensated for regularly scheduled work hours plus time waived at the overtime rate defined in Policy 521P, Personnel- Employment/Overtime and Regulation 521R-A, Personnel- Employment/Overtime. Part-time employees paid strictly by timesheet will not be compensated for time waived.

    Exempt employees are expected to fulfill the professional responsibilities associated with their position regardless of any time waived.

     
    Expected Action Affected Employee Group
    Required to report to work on time (emergency services personnel)
    • a building administrator for each school and support building (primary purposed is building check)
    • all facilities services department administrators
    • director of transportation and supervisor of fleet services
    • others as designated by the superintendent, his designee, or called in by their director or supervisor listed above


  6. Procedure for Accounting for Missed Time

    For non-exempt employees whose regular work week totals forty (40) hours, any missed time must be made up within the same week missed or be required to use compensatory time, paid leave, or be docked.

    For non-exempt employees whose regular work week totals less than forty (40) hours, missed time to be made up must not exceed an accumulated total of twenty one (21) hours and must be made up within 60 calendar days, or employees will be required to use comp-time, paid leave, or be docked.

    Make-up time, for all non-exempt employees, must be scheduled immediately following the missed time and be approved by the employee's immediate supervisor.  Non-exempt staff must document all time worked including make-up time.

    When the inclement weather regulation or situation announcement is in effect for a partial day closure and the employee elects to take an entire day off, the employee must take appropriate leave for the entire day.

Cross Reference(s):
Regulation 502R, Personnel- Employee Designations


Adopted: December 19, 1989
Amended: December 22, 1994
Amended: July 1, 1995
Amended: January 16, 1996
Amended: June 22, 2007
Amended: August 8, 2008
Amended: March 10, 2010
Amended: April 1, 2010
Amended: July 9, 2014
Amended: September 1, 2017
Amended: May 29, 2019