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Emergency Conditions

Policy Number: HR-13
Effective Date: April 2014
Responsible Officer: President, Academy of Natural Sciences of Drexel University

PURPOSE

This policy establishes the Academy's plans affecting Professional Staff Members in the event of an Emergency that results in conditions beyond the control of the Academy and affects Academy operations.

APPLICABILITY

This policy applies to all eligible Professional Staff Members.

IMPLEMENTATION

Implementation of this policy is the responsibility of the Department Head with guidance from the their respective HR Partner.

ADMINISTRATIVE OVERSIGHT

The President of the Academy of Natural Sciences of Drexel University is the official responsible for the administration of this policy.

POLICY

The President of the Academy of Natural Sciences of Drexel University is the official responsible for the administration of this policy.

DEFINITIONS

Department Head is defined as the highest ranking administrator in a department or center within the Academy of Natural Sciences (e.g., Vice President, or Director).

Emergency is defined as any manmade or natural emergency that could result in Suspension of Operations, in whole or in part.

Exempt Professional Staff Member is defined under the Fair Labor Standards Act (FLSA) as a Professional Staff Member holding a bona fide executive, administrative or professional position that is not subject to the overtime provisions of the Act. Exempt Professional Staff Members are considered salaried and cannot be docked for anything less than a full day’s work.

Non-exempt Professional Staff Member is defined under the Fair Labor Standards Act (FLSA) as a Professional Staff Member holding a position that is subject to the provisions of the Act.

Operational Status is defined as the categorization of the situation giving rise to the Suspension of Operations in terms of the degree of severity, which in turn may affect the activation and work requirements of Essential Personnel.  The categories are defined in the Academy’s Emergency Preparedness Plan [PDF].

Professional Staff Member is defined as an individual employed in any non-faculty category by the Academy of Natural Sciences of Drexel University, including an individual who is deemed to be either exempt or non-exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

Suspension of Operations is defined as the decision of the President in consultation with Drexel University administration to suspend Academy operations in whole or in part and may include Academy closure.

PROCEDURES

Decisions Regarding Suspension of Operations and/or Class Cancellation

The determination and declaration of an Emergency will be made by the President or his or her designee. The Senior Vice President of University Communications, or his or her designee, will inform Academy Professional Staff Members and students of the Suspension of Operations, in whole or in part through the following means:

  1. Call the Academy's "Snow /Emergency hotline" to obtain information on closings. The hotline number is 215-299-1056.
  2. Snow/Emergency Tree List is still maintained as a backup to the hotline.
  3. The 19th Street Security Desk will be notified (215) 299-1019.
  4. The Public Relations/Media Relations Manager will notify KYW and will also change the message on the Academy’s telephone.
  5. All employees will receive an email in the event of suspension of operations.
Attendance and Compensation During an Emergency
  1. If an Emergency requires the closure of the Academy of Natural Sciences to visitors but not Suspension of Operations, then the following provisions will apply:
    1. Professional Staff Members are expected to report to work as usual.
    2. A Professional Staff Member who is unable to report to work must notify his or her immediate supervisor of the absence in accordance with the Academy’s Attendance Policy.
    3. Professional Staff Members who are required to work, under this policy, but refuse to do so are subject to the Academy’s Performance Improvement Process, up to and including termination. 
    4. A Non-exempt Professional Staff Member who reports to work within two hours of his or her regular starting time will be paid for the entire shift.  If a Non-exempt Professional Staff Member arrives later than two hours after the scheduled start time, he or she will be paid only for the hours actually worked, or alternatively, may charge the time not worked to vacation or floating holiday leave in order to receive pay for the entire shift.
    5. Exempt Professional Staff Members are to apply accrued leave in the event of lateness caused by a Suspension of Operations.
    6. No Professional Staff Member may leave work during a declared Suspension of Operations without the approval of her or his supervisor.
    7. A Non-exempt Professional Staff Member who receives permission from his or her supervisor to be released from duty prior to the completion of the scheduled shift during an Emergency will be paid for the hours actually worked and may charge the time not worked to vacation or floating holiday leave in order to receive pay for the entire shift.
    8. A Non-exempt Professional Staff Member who is requested to work beyond the normally scheduled quitting time during a Suspension of Operations, will be paid their normal hourly rate plus 1.5 times for all hours worked during a Suspension of Operations.
    9. If Non-exempt Professional Staff Members are required to sleep at the Academy to ensure coverage, the sleep period will be considered as on-call. During the on-call period, the Professional Staff Member will be paid his or her hourly rate.
    10. Exempt Professional Staff Members who report to or remain at work as required during the Suspension of Operations of their respective work unit will be paid their regular salary and will receive additional Floating Holiday 1.5 times the number of hours worked during Suspension of Operations. Floating Holiday hours must be used before the end of the fiscal year in which they were earned.
  2. If Suspension of Operations is required, then the Essential Personnel Policy is invoked and the attendance and compensation provisions of that policy will apply.

AT-WILL EMPLOYMENT NOT AFFECTED

Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of any Professional Staff Member. The Academy of Natural Sciences of Drexel University at all times retains the right to terminate any Professional Staff Member at any time for any lawful reason, or for no reason at all.