Inclement/Adverse Weather - Policy
General principles
It is expected that all staff will make all reasonable efforts to get to work. This may be by private or public transport, or on foot depending on circumstances and location. It is also recognised that hybrid working enables a greater degree of resilience to adverse weather for many types of work.
The key issue is to judge the situation as it arises, and to balance the need for work to be carried out on campus with alternative options, individual safety and travel conditions.
Colleagues should discuss plans with their line manager as appropriate and, where required on campus but unable to come to work, phone/email the appropriate person within the relevant department by 9.30 am to let them know about the situation.
In some cases staff may be able to make up the working hours lost due to adverse weather by working longer as soon as practicable on resumption of normal conditions. This will be a matter for local management to agree and organise
Possible Action when Severe Adverse weather is predicted
For staff who can work at home, if severe conditions are predicted, this should be discussed with the relevant line manager in advance.
Staff planning to travel should ensure they are as prepared as they reasonably can be for such conditions, e.g. equipment in the car, appropriate footwear, ensuring they have adequate medication for chronic conditions etc.
It is recognised that not all types of work can be done at home, and that for some roles, it is essential that staff make every effort to get to work.
Possible Action when Severe adverse weather has occurred
Unless the University issues instructions that it (or specific sites) will be closed, staff required on campus are expected to make all reasonable efforts to get to work, establish alternative working arrangements (e.g. working remotely) or take leave.
It is expected that staff who get to the site will work as normal as far as practicable and for as long as is practicable in the circumstances. If so, they will be paid as normal.
Staff who are able to set up alternative working arrangements to ensure that a high proportion of their normal workload can be delivered will be paid as normal.
If staff are unable to get to work and are unable to work from home, they will be expected to take leave. If staff wish to take paid leave, it can be taken from the current year’s allocation. If this year’s leave has been exhausted, staff can opt to draw down from next year’s allocation. Alternatively staff may opt for unpaid leave
If schools/nurseries/day-care centres are closed, the University’s policy on emergency time off to care for dependents will apply to relevant staff – Other Leave/ Time Off
This normally allows for up to 3 days paid leave (plus a reasonable amount of unpaid time off). It requires staff to notify their manager as soon as practicable. If the schools’/day-care centre’s closure is prolonged, staff may be able to make alternative care arrangements and return to work. Any other days of absence will be unpaid or must be taken from annual leave.
The care for dependents policy also covers staff who are the primary carers of other dependents such as grandparents etc.
In some cases staff may be able to make up the working hours lost due to adverse weather by working longer as soon as practicable on resumption of normal conditions. This will be a matter for local management to agree and organise.
Site closures
The decision on whether to close a site completely, or close early, will be made according to local circumstances and if appropriate, using external advice.
A decision will be made at the time about necessary site security and snow clearing resources.
It is important to co-ordinate the decision across a site whenever possible, but there may be exceptional circumstances where a VP/Head of College/College Secretary/Head of University Service believes it is necessary to act earlier.
On the Gilmorehill site, the decision will usually be made by the Principal/Senior Vice Principal and the Chief Operating Officer after consulting with the most senior Estates and Buildings Manager available, and with the most senior Security/Janitorial Services Manager available.
At Garscube and Dumfries sites, the most senior manager available will decide, depending on the local situation, and local advice received.
Information Sources
The met office: www.metoffice.gov.uk/weather/uk/uk_forecast_weather.html provides a range of adverse weather warnings, regional forecasts and forecasts for some specific locations and postcodes.
BBC weather:
http://news.bbc.co.uk/weather is also a useful source, and can give forecasts for specific locations and postcodes.
Traffic Scotland:
http://trafficscotland.org/currentincidents/index.aspx provides updates on road conditions
Train service changes can be found at:
www.nationalrail.co.uk/service_disruptions/indicator.html
You may also have other information sources, which are useful in your particular circumstances.
Local authorities and some individual organisations provide schools’ closures information and day-care facilities’ information for other persons etc.
Document Control
| Policy Name | Inclement/Adverse Weather |
| Last Reviewed | July 2022 |
| Owner | Central P&OD - Policy, Engagement & Employee Relations |