Also see the Annual leave pages for more information.

Policy on attendance during severe weather

The Professional Services Management Group has approved the following policy on attendance during severe weather.

Whenever an employee is unable to attend work because of the weather conditions, it is essential that they notify their manager, by telephone or by email, at the earliest opportunity to advise that they will not be attending work and to advise whether they will be working at home.

Arrangements for staff who work flexible working hours

The following arrangements apply to staff who work flexible working hours who cannot attend work during severe weather or are given permission to leave work early because of severe weather.

  1. If an employee cannot attend work because of the weather conditions and works at home (with the agreement of their manager), then they should record the hours they have actually worked, within the normal 08:00 to 18:00 parameters. (See Scheme Guidelines: Attendance at off-campus meetings, training events, seminars should be recorded as actual time (within the limits of the outer hours of the bandwidth ie 08:00 – 18:00 hours) unless otherwise agreed.)
  2. If an employee chooses to leave early because of the weather conditions, they should record the hours they have actually worked. For example, if someone left at 3pm on Monday, they should record their finishing time as 3pm.
  3. Where the senior management of the University issues a message that the University will close early because of severe weather and advising staff that they should leave early, they will be credited with the hours they would have worked up to 5pm.
  4. Where an employee has arrived later than their normal start time because of the weather conditions, they should also record their normal start time (ie the University will credit them with their additional travel to work time.) For example, if someone normally starts work at 9am but didn't actually arrive until 10:15am on Tuesday, they should record their start time as 9am.
  5. For employees who were unable to attend work because of the weather conditions and did not work at home, they can either (a) take a day's annual leave; or (b) if they are participating in a flexitime arrangement in their College or Service, use up any credit they had accrued or make up the lost time in the remainder of the flextime period (usually this calendar month). They will need to make this election on the day they returned to work.

Arrangements for staff who do not work flexible working hours

The following arrangements apply to staff who do not work flexible working hours who cannot attend work during severe weather or are given permission to leave work early because of severe weather.

  1. If an employee cannot attend work because of the weather conditions and works at home (with the agreement of their manager), then they should work their normal contractual hours for that day. On their return to work, they should advise their manager that they did work their normal contractual hours for that day. Where they were unable to work their normal contractual hours for that day, they will be required to make up this time on other days to be agreed with their manager.
  2. If an employee chooses to leave early because of the weather conditions, they should record the hours they have actually worked. For example, if someone left at 3pm on Monday, they should record their finishing time as 3pm. They will be required to make up this time on other days to be agreed with their manager.
  3. Where the senior management of the University issues a message that the University will close early because of severe weather and advising staff that they should leave early, they will be credited with the hours they would have worked up to their normal leaving time, ie there will be no requirement to make up this time.
  4. Where an employee has arrived later than their normal start time because of the weather conditions, the University will credit them with their additional travel to work time, ie there will be no requirement to make up this time.
  5. For employees who were unable to attend work because of the weather conditions and did not work at home, they can either (a) take a day's annual leave; or (b) make up the lost time on other days to be agreed with their manager; (c) if they have any 'time-in-lieu' hours accrued, elect to take the lost time as TOIL. They will need to make this election on the day they returned to work.