Severe Weather Policy

Severe Weather Policy

Version 1

November 2011

Document Control / Date
QIG Approval
Board of Governors Approval

Contents

1.ScopePage 3

2.Reasonable efforts to attend workPage 3

3.When this policy will applyPage 3

4.Severe conditions or disruption to public transport

occurring at the start of the work day Page 4

5.Employees arriving at work latePage 4

6.Employees unable to attend workPage 4

7.Severe conditions or disruption to public transport

occurring during the course of the work day Page 4

8.Health & Safety Page 5

Scope

The college recognises that employees may face difficulties attending their place of work and returning home during periods of severe weather or when there are disruptions to public transport.

While the college is committed to protecting the health and safety of all its employees, it must ensure that disruption caused to its services remains minimal. Therefore the College expects employees to act responsibly in making every reasonable effort to attend work

The purpose of this policy is to outline the responsibilities of employees for attendance at work during severe weather conditions or when there are disruptions to public transport and to define appropriate procedures.

It is recognised that it is not possible to cover every eventuality and the College will provide additional guidance to staff during periods of severe weather where required.

This policy applies to all employees within the core College.

Reasonable Efforts to attend work

Employees should use their best endeavours to attend work in all circumstances. However, it is not the College's intention that employees put themselves at unnecessary risk when trying to attend work.

The general principles relating to reporting absence within the Sickness Absence policy apply in this case, therefore if a member of staff is unable to attend work, they should contact their line manager as soon as possible or at least one hour before their normal start time, unless agreed otherwise.

Employees should consider all other modes of transport available. For example, if a car is the usual form of transport, but the car is blocked in the drive due to snow drifts and icy conditions, the employee might be able to walk to the railway station and come to work by train.

It is the responsibility of employees to contact their line manager if they are experiencing difficulties in attending work due to severe weather conditions or disruption to public transport services, failure to contact your line manager would be considered as a breach of this policy and may be a disciplinary matter.

When there is no improvement in weather conditions resulting in a continued absence of more than one working day, you are expected to keep in regular contact with your Line Manager.

When this policy will apply

The provisions of this policy only apply when the College has deemed it shall apply.

When severe weather conditions occur or when there are disruptions to public transport, either at the start of or during a working day, the HR department shall contact the appropriate authority to get advice on the prevailing weather conditions and the advisability of travel.On the basis of the appropriate advice received, the College’s Principalship in conjunction with the HR department will decide whether the present policy applies and inform all Managers accordingly.

If the policy does not apply, all employees will be expected to attend work on time and lateness or absence may give rise to disciplinary action under the college's disciplinary procedure.

Severe conditions or disruptions to public transport occurring at the start of a working day

Employees unable to attend work or delayed by the weather conditions or disruptions to public transport should contact their line manager or, if he/she is not available, the most senior individual in the department as soon as possible to let them know of their situation.

Employees arriving at work late

Employees who are delayed will have the opportunity to make up this time at a later date. However, it is open to their line manager to waive this requirement if the work time lost is negligible.

Employees unable to attend work

If an employee has made all reasonable efforts to get to work but is unable to do so because of severe weather conditions or disruptions to public transport and Principalship has deemed that this policy applies, it is the responsibility of his/her line managerin consultation with the employee to make a decision as to whether the employee should:

-take unpaid leave and a deduction will be made from his/her wages

-take the time as annual leave

-make this time up at a later date

If it is any form of leave, it should be recorded via the HR21 Self-Service Portal in the normal manner.

If schools or nurseries are closed, for example due to heavy snow making it dangerous or difficult for staff and children to get in, employees who do not have alternative childcare options may be in the position that, while they could get into work despite the weather, it is necessary for them to spend the day looking after their children. The same provisions above apply in this case.

Severe conditions or disruptions to public transport occurring during the course of a working day

The line manager should decide on a case-by-case basis whether it is appropriate for employees in their department to leave work early. When making this decision, they should take into account the employee's circumstances (e.g. distance from his/her home to work, mode of transport), the employee's views and the needs of the college.Employees who are authorised leave work early will be required to make this time up at a later date as appropriate.However, it is open to their line manager to waive this requirement if the work time lost is negligible.

Health and Safety

While the College will ensure, so far as is reasonably practicable, the health, safety and welfare at work of all its employees, employees are reminded of their duty to take reasonable care for their own health and safety and that of other persons who may be affected by their acts or omissions. This includes taking extra care when travelling to and from work in severe weather conditions.

The College recognises that severe weather particularly affects employees whose job involves driving or working outdoors. The College will undertake regular risk assessments to ensure that employees working in these conditions are properly instructed, provided with the appropriate clothing and equipment.

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