Department Severe Weather Policy

PURPOSE:

To ensure that faculty, supervisors, and staff of the Department of Psychiatry are aware of the University, Faculty of Medicine and the Department of Psychiatry policy and procedures related to severe weather conditions.

POLICY:

  1. Employees are expected and required to attend work in the event of severe weather conditions, unless they have confirmed via the UBC main website that UBC has cancelled classes and/or curtailed non-essential services for their work location.

See also UBC policy #68 http://www.universitycounsel.ubc.ca/files/2010/08/policy68.pdf

  1. Should an employee be required to stay at home due to concerns about safety, adverse road conditions where they live, child care arrangements, etc. because of the severe weather conditions, they must contact their supervisor immediately (per established procedures in their work unit) to inform the supervisor of their situation and decision to stay home. Employees, who make such a decision, will be required to arrange with their supervisor to make up the time by:
  2. a) taking a vacation day or
  3. b) making up the time at a later date or
  4. c) taking the day off without pay
  1. In the event of deteriorating weather conditions during working hours, the Department Head, Director of Administration or supervisors may choose to send their staff home early. Under these conditions, staff will be paid for the day.

GENERAL PROCEDURES & PROCESSES:

  1. UBC will communicate the cancellation of classes and curtailment of non-essential services via the UBC website home page (www.ubc.ca) and through the media. The website is authoritative as the media communications may not provide the specific detailed information that may be required for a large and complex organization like UBC.

See also http://www.hr.ubc.ca/faculty-staff-resources/winter-weather-conditions/ (accessible from www.ubc.ca) which also provides a link to the FoM snow closure information webpage

In preparation for, and in the event of a weather related closure, please refer to the Faculty of Medicine webpages where specific details are available for those in the Faculty of Medicine at various sites:

http://www.med.ubc.ca/current-learners/policies-procedures/snow-closure-information/

https://mednet.med.ubc.ca/AboutUs/PoliciesAndGuidelines/Policies%20Guidelines/Snow%20Closure%20Information.pdf

  1. If severe weather conditions necessitate the closure of the Department (per UBC confirmation of the cancellation of classes and curtailment of non-essential services), the Department Administration office will provide information of the UBC closures and how these cancellations are affecting the Department of Psychiatry operations via the voice mail message on the main reception line (604-822-7314). Every effort will be made to have this information available by 7:00 a.m.  If there is no mention of closures on the reception line by this time, the department will be operating as normal and staff will be expected to attend work.
  1. Supervisors and staff are encouraged to develop communication plans within their work units and groups for these types of situations and also for events that have a longer term impact on normal operations.  The specific procedures for the Department Administration Office and the Department Education Office are noted below.

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Procedures Specific to the Department Administration Office (Detwiller):

Should UBC announce cancellation of classes and curtailment of non-essential services, the Department Head will consult with the Director of Administration, Personnel and Business Operations Manager or Administrative Coordinator between 6:30 a.m. and 6:55 a.m. in order to verify the closure of the office prior to changing the reception voice mail message indicating the impact on department operations.

The contacted Manager will change the reception voice mail message advising callers if there is any impact on department operations on campus. For other sites, please refer to the Faculty of Medicine websites listed above for procedures and numbers to call for more information for specific groups.  Every effort will be made to have this information available by 7:00 a.m.

The Detwiller Administration Office staff will be expected to call the main reception (604-822-7314) for information left on the voice mail regarding department operations and whether there will be any impact.  Temporary employees in the Department Administration Office will be expected to call both the department main reception for information on department operations as well as Hiring Solutions.

Procedures Specific to the Department Education Office (Diamond Health Care Centre (DHCC) and Royal Columbian Hospital (RCH)):

The following procedures are to be followed for the Psychiatry Education Office based at Diamond Health Care Centre (DHCC) and Royal Columbian Hospital (RCH).

  • Cancelled Classes and/or Curtailed Non-Essential Services

In the event of severe weather conditions, the Senior Education Programs Manager (or Postgraduate Education Program Manager as back up) will refer to the Faculty of Medicine (FoM) websites listed above for procedures and other information related to the possible cancellation of classes and curtailment of non-essential services that may impact operations at DHCC and RCH as well as other teaching sites.  The Manager will consult with the Director of Administration and with the Program Directors to verify the closure of the Education Offices at DHCC and RCH.

The Senior Education Programs Manager will notify the staff of office closure via email (and text message) by 7:30 a.m. Staff members are required to turn on their out of office email and voice messages to reflect the changes on the unit’s operations for the day and to provide the FoM website where more information is available regarding specific teaching sites.

Deteriorating Weather Conditions during Regular Working Hours

In the event of deteriorating weather conditions during regular working hours, the Senior Education Programs Manager will contact the FoM Education Office Managers at DHCC to determine whether they will be closing early.  Upon confirmation of FoM offices closing early, the Senior Education Programs Manager will consult with the Postgraduate Education Manager, Program Directors, and the Director of Administration prior to providing staff with the option for staff based at DHCC and RCH to leave early.

The Senior Education Programs Manager will notify the team via email (and text message) if there is any impact on operations due to weather. In the event of a closure, the Education Staff at DHCC and RCH must activate their out of office message email to reflect the changes for the unit’s operations for the day noting the FoM website where more information is available regarding specific teaching sites.

  • Scheduled Education Related Activities:  The Program Managers will make every effort to notify groups that were scheduled for educational related activities on the impacted operations (academic day, exams, committee meetings, etc.).
  • Hiring Solutions Staff:  Temporary employees in the Education Office are expected to inform their immediate supervisor in Psychiatry as well as Hiring Solutions of any changes to their standard working hours.